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.
Posted on: April 1st, 2019 by Straight Street Event Services
Do your research and ask questions.
There are many AV providers out there but they are not all the same. Some provide Sound and Lighting only, others provide or can help with most of your technical requirements as well as many times book or at the least suggest your entertainment options. A reputable AV company can help with most of these. They can also negotiate power and wi-fi for you and most times can get a much better rate for you. By hiring a provider that can check off more than one box when it comes to planning your event while staying within your budget can be a time and financial advantage to you. There is a good chance that whatever venue you choose, many AV companies have done an event there at one time or another and know the rooms which is a bonus for you! They may already know the layout and can suggest to you what will and what may not work within your chosen space.
Very Important!! Lines of communication need to be open between you and your AV provider. You need to be available, especially during business hours by phone, landline and cell, or email to answer quickly any questions that may come up. Any delay in response means a delay in the completion of the quote or planning.
The Site Inspection
Once you have chosen your AV provider it is very important, especially if they don’t know the venue, to arrange a site inspection with them as early as possible in the planning stage. You can explain your ideas to them and they can provide you with valuable information that you may not be aware of when it comes to room layout.
It is important to provide your AV provider with your budget. Without knowing what is available they can’t recommend the best systems for the type of event you are having. You may want the top of the line equipment but it doesn’t fit within your budget. Think of it like buying a car – there’s lot of them out there but the salesman needs to know which ones you can afford to proceed with your purchase. Your AV provider will have options and sure to have one that fits your budget. They may even be able to trim your budget and take out things you think you need but really don’t. That money can then be used to ‘upgrade’ your AV.
How Lighting can take your event to the next level without breaking the bank
Lighting changes the mood of the room. There are many options but not all will be suitable for your event or budget. Uplighting a wall or drape at key points in the room can add a wash of color and ambiance to your event and is an inexpensive option. Custom Gobos are also an enhancement for your lighting to provide many different effects. We will talk more about Lighting options and Gobos in our next BLOG.
Research, research, research! You take time choosing your venue, do the same choosing your vendors. Ask questions!
Meetings! Face to face are better than phone or email when possible, especially in the beginning stages.
Lists. Make a list of all of your questions and concerns. Be sure to ‘jot’ them down as they pop into your head so you don’t forget anything. The more information you can provide the better
Your AV provider is there to help you and is the most important vendor you hire, next to the caterer. They are knowledgeable in many aspects and their suggestions can be invaluable to you.
Checklists underpin successful execution of every process, and event planning is no exception. You need a repeatable process to follow to make sure that no detail slips through the cracks.
The reason for this is simple: small details on the technical side can trip up an entire event. People tend to notice things that are missing or out of place just as often (or perhaps more often) than when everything fits together nicely.
Make lists even if you don’t need every item on those lists—it’s much better to have too much than not enough. Get checklists for everything from experts in the know, or ask them for introductions to people who can provide them. Someone will be able to give you a checklist to get started.
Professionals may not want to give you a checklist for free, but you can get detailed estimates from them with itemized breakdowns for any proposal. Ask for one if you encounter resistance to get an idea of how much everything will cost.
Create a Corporate Event Planning Team
You can’t plan an entire event by yourself, especially in cities as busy as Toronto.
Establish point people for specific aspects of the event. They could look like this:
stage and lighting preparation
catering and dining tables
music and entertainment
You might not have the budget or company size to warrant a separate point person for each set of responsibilities, and that’s okay. Divide them up evenly among the people who can lend a hand and ask for regular updates from them every few days.
With everyone on board to plan the event, you can move into the bread and butter of the planning stages. This starts with the budget. Your budget will define the scope of the entire event, but don’t fall into the trap of spending it all. You’ll need to leave some in reserve to handle unexpected hiccups of all kinds.
If you have a budget of $15,000 to spend on your corporate event, then you should aim to leave $2,500 to $3,000 in reserve. People could forget something like cutlery, sound equipment, coat racks, or even just indoor decorations for the venue. These things can pop up at any time, so give yourself some financial breathing room to adapt.
Here’s where you can expect to spend your budget for a corporate event in Toronto:
Don’t forget to compare notes between different vendors, too! We’ve provided pages just above that list various venues, caterers, and entertainment groups in the Toronto area. You’ll find the best prices by comparing packages from different sources.
Be sure to decide if you need to purchase or rent equipment instead of paying vendors to supply them. Venues can supply certain items, but it might make sense to purchase others if your corporate event will continue for years down the road.
Secure Your Venue and Audio-Visual Equipment
Venues go quickly, so book them well in advance—especially if you want government funding. You might need to shift your day schedule in order to call venue owners at the right time of day and tour the facilities. Start your search with this list of 30 venues in the city.
Give your AV partner (a vendor) the floor plans and a chance to see the venue once it’s secured. You could even ask them about which venues have provided the best experience in the past to generate some ideas if the search has been delayed. Either way, your audio-visual experts will need to see the event space to plan for these elements: