Technical production
There are very few perfect venues and every organiser's technical requirements differs.
The key to running an event smoothly is close communication with the venue finding
agency, the venue and the production company.
There are four pieces of information that a production company will need to know:
Access
It's very simple for you to walk to the function room from reception, but how does
the production company bring its equipment in to the meeting space? The venue will
have an idea of what should be used. There is a large variety of equipment which
could be brought into the space depending on the requirements for that particular
event.
Dimensions
This information has improved dramatically with the internet, as venues now have
websites with downloadable floorplans. But look out for pillars that don't appear
on the floorplan and also the accuracy of dimensions. Make sure you check the height
and width of doors, ceiling height and beware of chandeliers.
Power
75% of events will need addition lighting, normally in the form of three or single
phase power. Often this is not fully understood by venue staff and it could become
an expensive mistake if they don't have the correct power requirements, as you'll
end up with a bill to hire alternative power options. So ask to check with their
technical staff.
Timings
Not an obvious question, but this will become complicated if venue has multiple
bookings with different companies setting up and de-rigging. The time it will take
can only be estimated once the venue has been seen and all the technical equipment
has been booked. There is also the issue of booking the crew, based on budget and
the amount of time allowed to set up for the event.
There are other production requirements to bear in mind, such as facilities to hang
equipment from points in the ceiling and the dimensions of the room. A venue may
say they have capacity for 400 people, but is this for a dinner or a conference?
The big difference here is understanding the technical requirements and using the
correct size screen for the audience.
The picture shows the use of plasma relay screens when using a front screen which
is too small for the size of audience in a room with a low ceiling height. The main
objective is to find the right venue and to do this the organiser needs to talk
to everyone involved, so they all understand the requirements before the venue search
can start. Site inspections are important so make sure you ask the right questions!
Thanks to Trevor Crysell, Managing Director of Xcelerate Productions Ltd