Summer is a time to enjoy the outdoors and a great time to host your next gathering whether it be a birthday party or corporate event . Here are 7 basic steps to consider when planning an outdoor event.
- Cooling stations – Place some large fans in the area where your guests will be gathering. Misting stations can also be a welcome option for guests. Depending on your space size you may be able to offer two of each options. Where possible trees not only provide shade but can make a couple of degrees difference in temperatures. Trees are lovely but tents and canopies may be the best option to shelter guests from heat, sun and rain.
- Keep your guests hydrated and well fed – Set-up a beverage station for Ice water and other non-alcoholic options for your guests – lemonade, iced tea, sparkling water. Your event will dictate the food you will supply to your guests. Summer and BBQ go hand in hand. You can make grilled food work for any type of outdoor event. Depending on your venue they may have a designated BBQ and area. Serve your guests under a tent or canopies. If the weather makes it impossible to BBQ and your venue doesn’t cater you can order pizza, chicken or other delivery options. Many have gluten free, vegetarian and vegan options available if needed.
- Create comfortable seating – Depending on the tone of your event you can have small groupings of tables and chairs for a more intimate feel or go with 8 foot tables placed in rows. If you have the space provide a ‘social’ seating area separate from the dining tables.
- Prepare for rain or shine – Ask your venue if they have an indoor location or tent that will be available to you should it rain. If an indoor option and/or a tent are not available and you definitely want an outdoor event you may want to provide a rain date as opposed to cancelling the event. Be sure your guests are aware of the date. If you are sending invitations include that date. If you have an event page on social media also include the link on the invitation so your guests can check for any updates.
- Permits and insurance – If you are hosting your event at a venue ask what permits may be needed and if you need to pay for them or if they are included with the venue. Examples of permits needed are liquor and tents.You will also need to be aware of any permits necessary if you are hosting on your property. Tents and alcohol and any others. Your city, county would be able to help you with that.
- It’s the little things that count – Confirm with your venue what washroom facilities are available for your outdoor event or do you need to rent portable units. Also you could have these things on hand for your guests: bug spray/repellent, hand sanitizer/wipes, sunscreen, light blankets for evening or cool day.
- Will you need power? – If you have large fans, any type of sound system and/or lighting. You may need a generator to run your equipment depending on how far you are set up from any outlets. If outlets are available you will need to ensure there is enough ampage for your needs. If you will be using extension cords remember to rent cable mats so your guests don’t trip. Contact us for more information when planning your event.
We are pleased to announce the addition of Cam Butler to our team in the position of Account’s Manager
Originally from Toronto, Cam has been in the music and entertainment business for 48 years. His career started as the CEO of his own company known as BCB Pro Audio. Continuing for 28 years, and, successfully serving, large corporate events, outdoor festivals and entertainers such as; Three Days Grace, Rascal Flatts, The Chvrches, Blue Rodeo, Tragically Hip and Back Street Boys, to mention a few.
As a multi-talented musician, himself, Cam played keyboards for his own band know as Desperado, which, in itself, travelled worldwide for a 14-year term.
Cam is highly respected in his field and known by a phenomenal amount of people. He has assisted with the starting of careers for many technicians who have gone on to work with highly successful recording artists. Cam’s honest and caring nature reigns true as he continues to hear from friends from long ago and enjoys hearing their success stories as he guided and watched them grow to their true potential over the years.
Being an accomplished front of house engineer himself, Cam has had opportunity to work with artists like Cinema Face, The Tubes, Saga, Kim Mitchel and Toronto, to mention a few.
Always eager to find new challenges, Cam has turned his career towards staging design and producer to many large-scale events like Reviving the Islamic Spirit (RIS) Annual Convention, Chevy Silverado Stage at Boots & Hearts.
Now having recently teamed up with Straight Street Event Services, he is excited to continue his successful career with this company. As his reputation in this industry precedes him, anyone who knows Cam, will already know that his clients are in the best of hands. Large or small, he can do them all and is looking forward to talking with previous clients as well as meeting with new ones to discuss their next events.
We are all concerned with the environment. Here are just a few suggestions to help your event Go Green!
Free standing digital signs at the entrance to your event space is an attention grabbing way to inform your attendees of presentations, schedule, breaks, topics, and logos. By using digital signs you will use less paper.
By far the most energy efficient, cleanest and most eco-friendly way of illumination is LED lighting. In addition to the environmental benefits, LED or digital light is incredibly versatile to lend a variety of different looks, moods and atmospheric elements to any event
As with the LED lighting, LED video walls save energy and gives you a multitude of backdrop options. This can be as simple as your logo or as technically designed as quick changing photos/videos of your presenters, photos of your company projects, so many possibilities.
Projection mapping is another option available. Versatile and can be used indoors or outdoors depending on your event. You have seen Projection Mapping on buildings such as the Canadian Parliament buildings for Canada Day and the Sound and Light Show.
Projection Mapping requires software that interacts with a projector to create dimensions, optical illusions and movement. Add audio to your video for a stunning effect. Give your attendees an experience they won’t soon forget.
Webcasting can reach a multitude of ‘attendees’ no matter where they are. This means less people travelling whether it be by automobile or plane which is great for the environment. You can reach a much larger audience without the cost of travel.
If you are expecting some attendees to be flying in find a venue close to the airport. Most hotels have‘shuttle-buses’ to transport their guests. Inform your attendees what public transportation is available. These options will help cut down on the carbon footprint. If you don’t have rooms at your venue – how far is the closest hotel. Is it within walking distance
Add the agenda/program to your website. Allow people to view and everything on line.
Forget about the plastic water bottles. If at all possible make glasses and pitchers of
water available for your attendees. Same goes for you plates, cutlery and napkins. Use reusable.
Contact us for more helpful tips!
As we grow and evolve into the future we are pleased to announce our new logo design. You can now see our new logo in our email signatures and business cards. Straight Street’s rebranding also includes a redesign of the company’s graphics, communications and correspondence and our social media as well as our crew apparel Coming soon! Our values, commitment and dedication to quality, service and customer satisfaction will, as always, remain a priority to you, our client.
New look – same great service – a winning combination!
Contact us to learn more about our rebranding
Here is a short summary of 3 styles of microphones with their pros and cons.
PROS – Some Handhelds have a switch that you can turn on and off. The best use of handheld microphones are for when you want the presenter to have full control over when they are heard and not heard.
CONS – A couple of issues with handhelds are most people don’t hold them the properly. These mics should be held directly in front of the mouth so you are always speaking directly into it. This allows for the sound to stay at a constant level and to avoid feedback. Also, you have to hold the microphone the entire time or use a stand for hands free. If you are an animated speaker and like to use your hands when you talk or if you are having any type of presentation where your hands are needed you need to take this into consideration when choosing your mic.
PROS – Lavalier microphones are great because it keeps your hands free for other things such as using a clicker for a presentation.
CONS – “Lavs” also pick up your voice if you turn around and your back is to your audience. You do need to consider that because it’s only attached to your lapel or button up it has to be positioned properly so if you turn your head your voice will be picked up clearly.
PROS – These are the mics you see many performers using on stage, singers, theatrical performers etc. Many conference presenters use them as well. These mics are close to the mouth therefore they are less susceptible to feedback.
CONS – Be sure the person who you want to use this mic is comfortable wearing them. Some find them intimidating and distracting. And men with facial hair, beards may have difficulty using them also.
Talk to your presenters and find out what their preference is and be sure to outline all of the advantages and disadvantages to them.
Contact us to learn more about Microphones
This is the type of projection most of us grew up with. A screen at the front of the room and a projector in front on the floor on a table, desk or cart.
The benefits of front projection is the opaque surface of the screen, reflects as much light as possible making the screen surface a bright white to project your image on. If you are in a room where you can control the room lighting. The darker the room the brighter and clearer the image.
When designing your room layout it is important to know how front projection can affect your layout and budget.
First, you will need to make sure you allot enough room for the projector and whatever it is sitting on and there is clear space from the projector to the screen where no one can walk in front of the screen or obscure the screen or worse still, bump into it.
Secondly, if you need the floor space there is always the option to rig the projector from the ceiling. This can affect your budget by adding rigging fees and truss. In some venues it may also be possible to hang your projector from the ceiling.
Rear Projection is exactly what it says. Your projector is behind your screen. A rear projection screen is ‘translucent’ allowing your image to go through the screen and be seen on the front of the screen. To find out the type of lens you should be using for the projector you need to calculate the ‘throw distance’. Throw distance is the space between your projector and your screen. Your AV company can calculate this for you. When you are calculating the throw distance it’s best to add three to four extra feet in consideration of the size of your projector. Utilizing the most space possible gives so many options of what the back stage can be used for.
The distance between the projector and screen will decide the space behind the screen, sometimes referred to as ‘back stage’. The advantage of having a space for your AV company to store their empty road cases, or a space for your speakers prep or it could be where the video techs are placed. It may be possible for the projector to be sat on empty road cases avoiding the need for a cart.
Rear projection gives a clean look to your room and set as the projector isn’t sitting in the room.
Your AV provider can help you choose the best type of projection for your event and venue.