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Planning and executing any special event takes time, knowledge and a team of talented professionals who are expert at their jobs. In order for an event to be successful, a number of factors need to be scheduled to happen at precisely the right time in precisely the right way.
From staging and sound to event lighting, each aspect is crucial on it’s own and needs to work with every other element in a cohesive and coordinated way.
Every event has it’s own personality and comes with its own set of complex challenges. This is where working with a technical event production company is critical. Each venue in a large city like New York has its own character, technical demands and procedures.
A technical event production company understands this and most likely has experience working with the venue and understands its idiosyncrasies. They have the ability to give your event a clean professional look no matter what the venue, indoors or out.
The production side of an event is a complex dance of details and creative choices. One factor that can work to create the perfect environment is event lighting. It requires a team of dedicated professionals trained to put it all together from the earliest planning stages.
A lot of work goes into a production before show time and this is where working with a professional production company can make the biggest impact.
Let’s look at what goes into creating event lighting for a typical special event from the moment you book the venue until the day after the show.
Before The Show: Assessing the Venue
Once you’ve secured the venue and hired a technical event production company, their work begins. First, they will immediately set up a site visit to begin the pre-production process.
Your production manager will arrange a walk through of the venue with all necessary personnel including you, your event manager and the lighting designer.
The site visit will:
- Determine the capabilities of the venue. Do they have an in-house lighting system?
- If they do, will you require additional special event lighting or supplementation of the existing house lighting?
- If there is no in-house lighting, they will survey electrical capacity and rigging potential of the venue to determine the best placement of the stage, sound and event lighting systems.
- An event plan, including all event lighting equipment, staging and personnel will be developed after this initial visit.
The site visit will also begin the creative process. The lighting designer will contact the artist, if applicable, and determine their lighting needs. They will begin to conceptualize the event’s lighting design, including placement of lights and other production elements.
Lighting for a technical event production consists of much more than stage lighting. The designer will take into account and light various other areas, for example the dance floor and lounge, to create a cohesive environment.
Choosing The Right Equipment
After the site visit, the lighting designer will get to work assembling and choosing the correct lighting technology for your event.They will take into consideration the specific needs of any performing artists and the policies of the venue.
The lighting designer makes their choices based upon the specific needs of your event. The site visit will give an idea of the general layout and capabilities of the venue.
They will add stage lighting, rigging and wiring where necessary and design lighting to enhance the entire venue. They will work with you to achieve your creative vision and enhance it with their knowledge of the equipment and options available.
Once the lighting design is complete, the designer will begin the next phase.
The Benefits of Event Lighting Professionals
Working with a technical event production company can transform your event from mundane into a magical experience that will leave your guests talking for weeks!
While a lot of work has gone into your event already, the day of your event is where working with professionals truly pays off.
Day of the Event
The production crew will be up bright and early loading the truck and heading to the venue.
Once they arrive, they’ll begin loading in gear and setting up the event lighting. Set-up can include hanging and wiring lights, hanging trusses, setting up the control area and light boards.
Once the system is set up, the lighting engineer will systematically check all of the equipment to make sure it is functioning properly.
Often, there is a formal sound and light check in the afternoon. Your production team will meet with the venue staff to go over any additional details prior to the event.
Showtime!
During your event, the lighting team will make the magic happen! They will create an environment to dazzle and entertain your guests. In the event of any unforeseen issues, they will be there to troubleshoot, address and rectify problems seamlessly.
Your production team ensures a coordinated and cohesive event freeing you up to work the crowd and mingle with your guests.
After The Show
As soon as your guests leave, the crew will get to work! They will strike the stage, sound and lights and load out. They will work with the house staff to make sure the venue is returned to the condition it was in before they arrived.
Working with a professional production team, in a market as complex as New York is a smart business decision. Each venue has specific requirements and procedures.
A professional technical event production company has the experience to navigate these complex waters and has probably dealt with the venue before. Their experience helps them deal with any issues that may arise and adapt instantly and professionally.
By putting your event lighting in the hands of professionals, all equipment and staffing needs will be met and handled by a well-trained team of creative individuals ready to perform at the highest levels.
If you want your event to stand out, and be memorable for your guests from the moment they walk through the door, hire a technical event production company.
