Well-made stage sets can be the difference between a boring stage or a presenter surrounded by color and media that show off the ideals of the organization hosting the event. With so many organizations hosting events, it’s easy to get lost in the mix. A custom stage set made of varying materials can help your organization stand out among the crowd.
Materials for Stage Sets
Foam is a wonderful material that is extremely lightweight. Using foam for stage design allows for elaborate and large designs to be made with minimal weight. Foam can be used to replicate almost any other material, making it one of the most versatile substrates for creating a stage set.
Plexiglass, whether clear or frosted, can provide a lot of color and depth using stage lights or up-lighting. The transparent or translucent effect of plexiglass adds a lot of depth to an otherwise 2-dimensional stage set.
PVC is a fantastic material for stage sets due to its flexibility and it’s ease of use. Using PVC to add natural curves provides a level of smoothness to any stage set and can be covered in a variety of materials such as spandex.
Spandex is the best fabric for stage sets to create clean flowing lines and brilliant colors. Combining the brilliance and durability of the fabric with PVC framing and illuminating it with stage lighting will give a sleek, modern, and bright look to your organization’s stage design.
Metal is timeless, hearkening to humanity’s control over their environment and industrialization. Using metal as a stage set material adds a brightness unmatched by most other materials. Along with it’s durability, this allows metal stage sets to be used time and time again for events that don’t change from year to year.
Truss is a classic and ubiquitous when it comes to stages. However, truss isn’t always the best bet for a polished appearance. While it is heavy-duty and almost every event planning or audio-visual company has truss, it evokes a raw feeling. Great for bands and performers, it might not be the best choice for a professional and elegant corporate event.
As an event planner you are constantly working with multiple vendors for audio-visual, theme decor, props, florals, and entertainment. Why spread yourself so thin, when you can find a full-service production company to stand behind you offering support and the tools to help you succeed?
Here are 5 reasons a freelance event planner should choose to work with a production company:
1. Increase Efficiency
Event planning is a strenuous job. Having a full-service production company behind you alleviates many of the pains of sourcing props, theme decor, florals, audio visual equipment, etc by having all of these accessible and affordable. You don’t need to drive around and make hundreds of phone calls to source all of the materials you need to create an event from 10 different vendors when you can choose the simplicity of working with one company.
2. Everything Under One Roof
By having all of the resources and supplies available to you in one location, your event planning will go much smoother and with less haggling and bargaining with multiple vendors. From props to entertainment, a good full-service production company will be able to accommodate any request with professionalism and resourcefulness.
3. Decrease cost
By working with one production company, an event planner can develop a mutually beneficial relationship with the company, getting equipment and supplies from only one company, decreasing transportation costs and decreasing the overall costs of vendors. This also saves time coordinating between multiple vendors when it’s the day of your event. Logistics can get messy when you have 6 different companies trying to access the venue at once and delays in time cost you, the event planner, money for labor.
4. Transform One Event Planner Into A Team Of Designers
By working with a full-service production company that has a team of designers, an event planning professional can harness the creativity and design prowess of a team, instead of having to rely solely on themselves. Having multiple designers working towards a common goal will always create an amazing event design that truly expresses the clients’ vision.
5. Production Companies make everything easier
By decreasing cost, increasing efficiency, adding more resources, creating more striking designs, and basically being an event planner’s Swiss Army Knife, a full-service production company can make your life as an event planner immensely easier.
Event planners are frequently told by the in-house audio-visual company at a venue that in-house AV is the only option for their audio-visual needs. They may also be told that a third-party production company is too costly or won’t be familiar with the venue. This is quite often false, but with our side-by-side comparison, you can choose the option that is correct for your event needs.
In house Audio-Visual Company
In-House AV companies are potentially more expensive due to the price they need to pay the hotel in order to work there. This additional overhead is passed along to the client as a service charge and can be 25-30%% of the cost of using the AV company.
In-house AV companies have control over the venue’s WiFi and will also tend to use WiFi as a bargaining chip, holding internet access hostage in order to compel an event planner to select them for their Audio-Visual needs. While this may have worked in the past, there are now solutions to circumvent a venue’s internet and not be reliant upon it.
Lack of Design Experience
In-House AV companies also don’t always have the design experience a production company should have, thereby leading to a cookie cutter AV design. Using a third-party production company allows the client to have a team of designers that bring value by visually expressing their organization’s concept or design.
Third-Party Production Company
Save Money and Add Value
A third-party production company is potentially less expensive with less overhead. This is because a third-party production company doesn’t need to pay the hotel fees in order to maintain an office there. The sole focus is creating a budget that brings value to the client, not creating an expansive budget to cover costs associated with being an in-house company.
Discover New Options
As I have already stated, the dependence upon venue WiFi is slowly becoming a thing of the past with new developments in event technology such as FestiFi. Using a solution such as them, one doesn’t need to be committed to in-house AV only for the WiFi.
A third-party production company with a team of designers will also be more creative. Some companies, such as EPI, even ensure their technicians have backgrounds in design so they are able to customize your event to the maximum with an eye for aesthetics. You will never get the same show that another organization had.
As a business development representative for a corporate event production company, I hear a lot of things from prospective clients.
I decided to take some time from my day to address some of the more common misconceptions about corporate event management that I have heard.
Corporate Event Management organizations want to take a job away from the corporate event planner
This is a quite common objection to using a corporate event manager that I hear on a weekly basis. No corporate event planner wants to take a job away from the client’s event planner. The purpose of using a corporate event production company is what the military refers to as a force multiplier. They turn one person, the client company’s event planner, into a well-connected, well-educated, and well-prepared event organizing master.
Corporate Event Management costs more than organizing the event internally
Utilizing a corporate event production company correctly shouldn’t create more cost, only more value. One of the many benefits to using a corporate event management company is that they have seen almost every situation and have had to react to those situations and develop solutions. This level of preparation ensures that your organization won’t run into unforeseen expenses due to errors as the date of the event approaches, making the price you were quoted originally the price that you pay.
Corporate Event Management is only needed for large or lavish events
Events are similar to an organization. There are several teams, supervisors, and a boss. It doesn’t matter how large or how small, the event needs to be supervised by an experienced eye that can see trouble before it becomes disaster. A small event going poorly is just as bad as a large event going poorly. When things go bad, the size isn’t considered… only the bad taste left in attendees mouths.
In Conclusion, if you want to avoid extra expense, hassle, and frustration while creating a remarkable and memorable event, find a corporate event production company that doesn’t just provide results, but provides value and and takes the time to understand your company or organization.
Corporate event planning isn’t just fun. It’s work.
Between budgeting, organizing, sourcing, and everything that you didn’t see coming at the last minute, throwing a corporate event can be exhausting for both the employee in charge of the event and the company’s finances.
Many companies hold internal events and produce the event themselves. This isn’t necessarily a bad idea for small companies or companies on a shoestring budget, but as your company events grow, you may find the need to choose an outside vendor to make your event the most remarkable and engaging that it can be. A well-designed corporate meeting can convey any emotion or meaning that you desire if done correctly.
Whether your organization is holding an event for a new product launch, a grand opening, or as a reward for employees, the goal is to create an event that is one-of-a-kind, inspiring, and reflects your vision as a company. For this to become a reality, an organization should consider using outside assistance from a full-service corporate event production company.
Turn An Event Coordinator Into An Event Team
With one person in charge of corporate meetings and events in an organization, they have an immense amount on their plate. Oftentimes, this employee is overseeing events in addition to their original position. Partnering with a full-service corporate event management company can help alleviate a lot of the associated aches and pains of organizing your corporate events. Using a full-service company to coordinate your event effectively turns your organization’s one event coordinator into a Director of Events, with an entire team of designers and technicians at their call.
Tens (Or Hundreds) Years Of Experience
With a full-service corporate event production company, combined experience could bring you with a wealth of knowledge spanning over one hundred years. With experience this vast, there is nothing that your event management team hasn’t seen before. This reduces unexpected situations and ensures that you have a team that will be able to adapt to changing plans and develop solutions accordingly.
Increasing Cost Effectiveness
Cost should never be the full determining factor for your choice of a corporate event management company, or any other vendor, as value is what is most important. However, one of the realities of creating a magnificent corporate event is the expense. Using an independent event planner can yield fantastic results, but the reality is that an event planner may need to subcontract your event piecemeal to several different vendors. This increases cost as there are more companies involved in the process. Using one full-service event management company for all aspects of the event reduces transportation costs, labor costs, and other associated costs. A full-service production company will ensure that all aspects of even the most complicated events are being coordinated with maximum communication and efficiency, which decreases overall cost as well.
Communication, as mentioned above, is key. If your independent event planner is subcontracting aspects of the event to multiple companies, they run the risk of potentially causing a lack of communication between vendors who are not able to speak with each other easily, which will hinder logistics and planning. With a full-service corporate event management company, these problems are addressed by getting everything necessary, whether that be audio-visual equipment, special effects, decor items, props, or floral pieces through one company, therefore not running the risk of having vendors you’ve never met running your event.
If you want your organization’s corporate event to go off without a hitch, you should definitely consider looking into a full-service corporate event company that will become a partner for your events. Having a team with one hundred years of experience that can save you money and communicate effectively is a recipe for an amazing, awe-inspiring event.