It’s hard to know where to start when it comes to planning an event, especially when it comes to technical specifications. We know it can feel daunting to bridge the gap between your creative vision, knowing what is possible and knowing how to achieve it.
Thankfully, at Alrose Productions, we’re experts in live events, so we know exactly what you’ll need if you’re think of hosting a conference.
First things first, what is a conference?
Well, it’s the coming together of experts in an industry or specific field to share knowledge and research around a given topic. Conferences are comprised of seminars with key-note speakers and panellists, networking opportunities, and workshops. Often hosted annually by an industry body, there are awards dinners and entertainment in the evening, held to celebrate achievements in their relevant fields over the previous year.
So, what do I need?
First of all, decide on dates, times, and location. Conferences are often held in hotels, due to their abundance of meeting rooms available, open spaces for networking, and banqueting halls. Plus, easy (and often discounted) accommodation for any attendees! When decided, arrange a meeting with the venue to assess what they already have in place and what they have done for similar events in the past. This will help you to determine what you need.
This is where we come in! We have years of experience in producing live and virtual conferences, with specialist knowledge of AV kit and systems to ensure that each event is produced appropriately according to the space and client’s needs. We act as a middleman, so all you have to do is turn up on the day! We’re with you every step of the way to ensure that we understand your requirements and vision. And… we’re very discreet! So no one has to know that you ever had any help – shhh!
Here are our top 5 elements of AV you need for a conference event.
You’re going to need a stage, because you want to be seen! Forgive us for stating the obvious, but this works to create a natural speaker/audience dynamic within your space. Staging helps to establish an atmosphere of credibility and status, signalling the importance of the key-note speakers whilst demonstrating via the room format that it is a space to listen, as opposed to mix. And, this really is stating the obvious now, but staging at a conference provides a clear view for all – no matter if attendees are sitting or standing.
We encourage our clients to think about what’s happening on the stage, to work out what it might look like and what extras it may need to be fully functional. For example, what colour do you want the flooring to be? Do you need furniture? Are you planning to show videos, so will you need a screen? These are all things we discuss and can provide to clients.
Assuming you have people on your stage, you want them to be heard as well as seen! Sound is very important. During the day, this will include microphones and speakers, plus input such as music or video audio. This may be across multiple breakout rooms, so needs coordinating effectively. At night, you must reconsider how the stage function changes. If you have a band at the Annual Dinner, you’ll need the right set up and additional speakers, mixed to the correct levels for the room, with all the respective cabling and accessories. Luckily for you, when you choose Alrose, we always have trusty sound techs on hand to ensure nothing goes wrong!
Lighting is the best way to bring personality to your event. For want of better words, it just makes everything that little bit extra! It adds sparkle, enabling you to create whatever mood suits that part of the day. For example, spots can create dramatic focus when announcing an award winner, whereas a light wash in brand colours can create an immersive brand atmosphere which functions as a neutral background to varying speakers and topics throughout the day.
Graphics are a crucial part of your event, and can also be cleverly lit up to make them really stand out on a stage. More importantly, graphics are fundamental element of event décor, because your brand should be all over your conference. The first reason, most obviously, because it’s your event, and you deserve the credit and connections which may result from attendance. Secondly, we live in a world now where everything we do is online. 80% of B2B leads generated on social media come from LinkedIn. Social media platforms are essential to networking now, and that’s what your attendees are there to do. Every point of interest should be covered in branded graphics – for example, lecterns, registration desks, blank walls in front of ‘mingling’ areas, screens, staging, wall dividers, windows… you get the idea! However, do consider that graphics aren’t just about branding. They’re also there to ease guest experience, with logistical aids such as conference maps, seating plans, and schedules of the day.
Last, but absolutely not least, have you accounted for all guests? We offer accessible technologies at Alrose Productions to ensure that all guests feel comfortable and considered at an event. For example, a D/deaf person may require a hearing loop, or live streaming with closed captions. Perhaps the stage needs a ramp to ensure it is accessible for all users, or an outdoor marquee on uneven ground needs additional flooring. It’s also important for people who are unable to attend for a whole host of reasons, such as accessible travel, or childcare, that they can join virtually. Please ensure that you consider the needs of all people, not just those who look or experience the world like yourself. This inclusive attitude will leave a lasting impression on your attendees, and reflect who you are as a business in itself.
Contact us on letstalk@alroseproductions to find out how we can make your conference shine. And remember, we always make you the hero of your event!
