When planning a corporate event, you need to assess your requirements for audio-visual equipment and staging. You can have the best speaker in the world giving the best presentation in the world, but it no one can see or hear him, it will be horrible. Answering these 14 questions will help you plan for your event:
Is the venue unionized? How will this affect the costs of your event? What regulations do you need to follow?
What is the ceiling height? This will have an impact on your staging, lighting and audio-visual. For example, you will need a ceiling height of at least 22 feet if you want to do rear-projection video.
Where will the stage be? How large does it need to be? How many people need to fit on the stage? Do you need more than one stage? If you are planning entertainment or a band, you will need to work with them on how much space they require. Make sure the venue understands what your needs if you require a certain amount of space. You don’t want to request a specific stage size and then find that the venue has filled it with flowers, pillars, or other decorations.
Does the stage need a backdrop? What will be behind the stage? You will want to dress the stage up as much as possible.
What is the access to the stage like? Are their stairs? Are the stairs well-lit and safe? Is there a backstage area?
Will there be presentations that require video? How big a screen is needed? Will it be front or rear projected? Who will provide the projector?
Will the audio-visual (AV) company require their own table or booth? Where will this be set up?
How much rehearsal/sound check time will be needed?
How long will it take to move all of the AV equipment in and set up? How long will it take to tear it down?
Where will the dance floor be located in relation to the stage? If the dance floor is located between the stage and the audience, it will create a big gap of “nothingness” that will decrease the impact of any speeches or presentations. It is best to have the audience seated as close to the stage as possible.
How many microphones will be needed? Always have at least two so you have a backup.
Do you need wireless microphones? This will depend on the style of whoever is using it.
Do you need a podium? Inexperienced speakers like to hide behind a podium. Others like to pace.
Is the stage well-lit? Are there any dark areas? If the speaker is prone to roaming over the full stage while they talk, will they be well-lit the entire time?
Make sure you have satisfactory answers to all of these questions when planning your corporate event.
