Tag Archives: event technology management team

Best Practices for Working with your ETM Partner

What is the best way to maximize your relationship with your Event Technology Management partner?  The most important thing to do is engage your ETM partner as early as possible in your planning process.  Haven’t chosen a venue yet?  Why not invite your ETM partner along on your site visits?  Use their knowledge and expertise to figure out which venue and which room will work best for the kind of technology you want, or need, to use.  Room shape, size, and ceiling heights all play a major role in the design of a stage and what event technology (audio, video, and lighting) can be utilized.

Another great way to best use your ETM partner is to rely on them to figure out what technology is needed… after all it should be what they are experts in.   By sharing with them a clear understanding of the purpose of the event, the desired audience response, and the allocated budget, they will be able to offer a practical, viable, and affordable solution.  For example, perhaps the best way to light the stage is to rig a truss in the ceiling, but your budget doesn’t allow for such an expense.  Your ETM partner can figure out a way to do a ground supported light system that is more affordable.  However, be sure they tell you what you are losing, or what the downsides to that alternative are, so you can decide if it is worth the cost savings. That, once again, speaks to the importance of open and honest communication.

Probably the hardest “best practice” when working with your event technology management team is to trust them.  There is a reason you chose to work with them, so utlize their expertise and trust that they will give you the best show you can have with the money you have to spend.  They should be spending your money as if it were their own… not just adding in technology because it fits the budget, but using what is necessary and what makes sense, and possible saving you some money in the end.

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How Important is Employee Recognition?

Many companies show employee appreciation such as bonuses, extra paid time off, parties, picnics, etc.  However, does your company openly show employee recognition?  Is that something that is important to your employees?

Here at Advanced, we have been giving out employee recognition awards for as long as we can remember.  We give out an Employee of the Quarter award and an Employee of the Year award.  Both awards come with a cash prize and a plaque.  In addition, the award recipients get a reserved parking space at our office.  Seems like a silly concept to some, but it has become quite the coveted perk around our office.

The interesting thing about our awards, is that the entire company votes on the winners, so the winners are truly being chosen by their peers, and not just the management team or even just the president.  This means that winning the award is not a sign from the boss that you are doing a good job, but a sign from the people you are working with day in and day out that your work is appreciated and respected.

This is all well and good, but why is this important?  We feel it is important for two reasons. First, recognizing employees for good work and for their accomplishments is something we feel contributes to their continued success and their continued dedication to the team and the company.  Second, the fact that the winners are chosen by their peers drives them to impress each other and to never let each other down.  It adds another level of accountability to the work they do.

Events come and go. Clients come and go.  At the end of the day, it is our colleagues that we sit across from at the conference table in the post con meeting, or that we eat lunch with in the cafeteria.  Holding each other to high standards and not allowing good enough to be good enough is The Advanced Way.

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It’s Time To Give Thanks!

As we approach Thanksgiving and the holiday season, we feel it is important to take time to reflect on the people in our lives that we should be thankful for. In light of that, we, the management team at Advanced Staging Productions, would like to take this opportunity to thank a few groups of people that have truly had an impact on our lives.

First, we want to thank our clients for their trust and confidence.  Obviously, without you, we would not be here, and the fact that you continue to allow us to collaborate with you is truly appreciated.

We absolutely could not go without thanking all of the members of the Advanced team and all the time and energy you put into your work. The amount of unwavering passion and drive that you all show is astounding and second to none.  We are humbled by your dedication to each other and to this company.

We would like to thank our many partners.  We know that without you, we would not be able to do what we love, which is provide professional and reliable event technology for live events and meetings. You help us deliver consistent, high level solutions to our clients and for that, we are grateful.

Lastly, we want to thank all of the people out there that follow us on our webpage, social media outlets, email blasts, and this blog.  The exposure that you all give us through viewing and sharing our information is an integral piece of our success.  We hope that you continue to find value in our post.

HAPPY THANKSGIVING EVERYONE!

Please be sure to use the link below to sign up for our newsletter… 
The next one comes out in December!

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Should I have my Event Technology Partner travel with me?

Why would I want to have my local event technology partner travel to other cities with me?  Can’t I just hire someone local to my event?  Won’t it be too expensive to travel all that equipment and labor?  Are these questions that burden your decision process when selecting an event technology provider for your event?  Here are a few things to consider when deciding whether to have your technology partner travel with you, or to hire a local company:

1) What is the size and scope of the event?  If it is a small event with basic technology needs, it will most likely be more cost effective to find a local company in whatever city you are holding the event.  Keep in mind, that your regular partner may be able to make some referrals of companies that can meet your needs.

2) You and your event technology team have most likely grown quite accustomed to working together.  They can probably anticipate your needs both before the event and during.  If they are a good partner, they will most likely always be prepared for the unexpected things that may pop up with your clients.  How much more time and energy will you have to dedicate to making sure everything is exactly as you, and your client, like it?

3) If you work with a specific company on a regular basis, odds are they have built arapport, not only with you, but with your staff, clients, executives, etc.  How will bringing a new entity into the mix affect the rest of your team?  Will it add more work for some folks that are already stretched thin?  Will the new team know how your CEO likes the confidence monitors setup and his/her style of presenting?  What impact might that have on the success of the event?

There are definitely times where it might make sense to hire a local company to handle your audiovisual and event technology needs, but be sure you know what you are getting yourself into.  It is important to know what you are saying yes to, when you say no to having your regular event technology managment team travel with you.

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How Your Event Technology Management Team Ensures A Flawless Event

From the beginning of their event to its end, an event planner has several key goals they hope come to fruition. One of those goals is wawa tent interior_1_blog19-resized-600starting the event with a bang, and maintaining a steady stream of excitement throughout. This doesn’t happen without an event technology management team who is able to efficiently run your event technology

Jeff Haden, pro public speaker, recently wrote “10 phrases great public speakers never say.” In his article, Haden lists everything from starting presentations with bad jokes to boring your audience with irrelevant information. The article focuses mainly on the speaking aspect of presentations, but several of those spoken phrases derive from stage technology issues. For example, “Can you hear me?” and “Can you read this?” don’t exactly reflect a responsible event planner or a reliable event technology team.

You want to avoid instances where stage presenters are blinded by bright lights or muffled by audio issues. AV issues are sometimes inevitable, but with an event technology management team, you eliminate those unnecessary on-stage instances that reflect on you as an event planner.

Live Sound Checks

When your presenter has to double-check their sound impact, it not only looks tacky, it makes it seem like the audio element of your event was ill prepared. This puts an immediate bad taste in the mouths of your audience. They start thinking, “Isn’t this supposed to be tested before the event?”

You don’t want your presenters asking the audience for volume feedback, but you don’t want their words bellowing over a screeching amp, either. Your event technology management team helps you avoid this by checking and double-checking all sound systems long before the audience arrives. They ensure the volumes are at correct levels before your presenters even touch the microphone.

Blinded By The Light

You don’t want your presenters to get on stage and jerk their head back, shield their eyes, or worse, trip and fall. If they are presenting on stage for the first time, they won’t know what to expect. The last thing you want your presenter to do is put up their hand-visor and exclaim “Wow! Wish I brought my sunglasses.” This might make for a chuckle or two in the audience, but again, it boils down to inadequate preparation, which reflects poorly on the event planner.

Your event technology team is going to ensure adequate lighting but they are also going to make sure your presenter is aware of its impact. A good technology team knows that a stage consists of not just equipment, but people. They take this into account when setting up.

Microscopic Text

If slides are presented on stage, the general rule is that font size should be twice as large as average audience age. When your presenter asks the audience about text visibility, they are basically revealing a lack of effective event preparation or rehearsal, which ultimately reflects poorly on you, the event planner.

When you hire an event technology management team you ensure that all projector and screen components are in place before the event. Any slides used are tested for visibility beforehand, and adjusted accordingly. Event technology management teams are familiar with any and all standards for screen resolution.

Avoid these unnecessary and potentially career-damaging instances by hiring a solid technology team for your next event. Event technology management teams ensure your audio, video and lighting needs are all calibrated to perfection, so the audience never questions your preparation or abilities.

Want to learn more about how the right event technology team runs a flawless, event from start to finish? Contact the event technology management experts at Advanced Staging Productions at 866-431-8202 and open the door to event planning success.

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4 Projection Tips For Enhanced Visual Display

If your event features any film footage or graphic elements, you need to make sure all attendees are able to view them with ease. To projection-resized-600accomplish this, your projector must be set up in the proper location and adhere to any possible obstructions. Projecting an image may sound like a simple task, but there are a handful of projection tips you should consider before even choosing the monitor.

Go through our projection checklist to determine if you’ve considered all the different elements that make up a perfect projection.

Room Size

To figure out the appropriate screen size for your event, you should be thinking about the dimensions of the room. People tend to assume that larger screens are better screens, but sometimes a large screen is too imposing in a small space. If your venue is on the smaller side, consider finding an average size screen with high definition.
Also take the height of the room into account. You might have an extremely wide space but very low ceilings.

Location of guests – This goes hand in hand with room size. If you have a small venue, try not to position guests too close to the screen. Not many people race to get front row seats at a movie theater. Arching your back and straining your neck is not a very pleasant way to watch a film.

Room Obstructions

Very rarely do events take place in an empty room. Your event is most likely going to take place in a thoroughly decorated venue. You just have to figure out if any of these decorations are going to stand in the way of your projector.

Décor – Are there any hanging chandeliers that might block a guest’s view of the screen? What about columns or pillars that stand in the way of the projector or guests’ lines of sight?

Architecture – Maybe it’s the style of the room that acts as a blockade. What if certain parts of the ceiling dip lower than others? Take notice of all barriers between the screen and projector as well as the screen and guests.

Ambient Light

Lighting really does set the mood. Have you ever noticed that when a film is about to start, the lights always dim? This allows for increased visibility solely around the screen and creates a mood of relaxation. When setting up your projector, keep this age-old method in mind, as well as these other helpful tips:

Image Quality – When viewing a video or image, people want to see only the graphics in front of them and they want to see those graphics in perfect form. When you have control of the light around the projector, you have the ability to increase image quality.

Rear Projection – For a standard venue, rear projection is probably the best technique. It gives you control of the lighting and it looks more professional than front projection.

Miscellaneous Lighting – If you’re working with a well-lit area and do not have the power to dim lights (outside, for example), think about a more powerful projector or an LED wall to compensate.

Content

The content you project is only as useful as its visibility. If your content consists of solely pictures or videos, a standard screen size should suit you just fine. If your content consists of any text, take into account how big or small the font is. If it takes any effort to read what is on the screen, increase your screen size. We recommend avoiding small font altogether, but if changing font size is not an option, think about increasing screen size.

These 4 projection tips should give you a better idea of how to arrange your projector and display your videos and/or images. If the items on this projection checklist are something you don’t have time to think about, call in an event technology management team. However you decide to execute your projection plan, these tips should guide you down the right road.

Ready to learn more about perfecting projection at your event? Contact the event technology management experts at Advanced Staging Productions at 866-431-8202 for assistance with all of your event management needs.

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How To Choose The Best Event Technology Management Team

Event planning is a tough job, so when it comes to assembling your event technology management team, you want to make sure you 73729952_blog17-resized-600cover all your bases.

From professional press conferences to extravagant galas, pre-event scenes are usually hectic with people buzzing around carrying heavy equipment, testing microphones and connecting wires. These behind-the-scenes heroes make sure the spotlight is shining, the sound system is playing and the internet connection is full-speed ahead.

A successful event technology management team has several key players. In order to form the right team for your event, first you need to know what each position entails.

Let’s start with the technical positions.

Main Characters

  • Audio Engineer (A1): This person is responsible for all things audio. They record, edit, mix or simply monitor all the sounds heard at your event.
  • Video Engineer (V1): If your event has any video/images, a video engineer is put in charge of them. Their responsibilities include things like screen projection, switching, playback and transmitting any visual imagery.
  • Lighting Director (LD): You guessed it: The lighting director is in control of anything pertaining to the lighting technology required for your event. Where A1 and V1 are more concerned with technical issues, the LD is concerned with coordinating more technical and scenic elements.
  • Project Manager (PM): Every successful event has someone who oversees all the necessary tasks, ensuring expert precision in every aspect of your event technology management. This person is the Project Manager, and they are responsible for keeping all work on task, making it easier for the A1, V1 and LD to do their jobs.

These 4 roles are absolutely essential in any event technology management team, regardless of the event size. But, depending on the size and scope of your event, they might need some support:

Supporting Roles

  • Audio Assistant (A2): Acts as an assistant to A1. Usually handles lighter tasks, like managing the microphones, wiring the presenters with LAVS, changing batteries and monitoring frequencies.
  • Video Assistant (V2): Assists the V1 with tasks like calling cameras or handling records/playbacks. Video Assistants also often take on the role of Projectionist.
  • Lighting Assistant (ME): The lighting assistant, sometimes called the Master Electrician, manages the installation of all power and lighting cables, allowing the LD to focus on programming the event.

Only consider these secondary roles if you think your event may require the extra help. If you are planning a smaller event, your team doesn’t necessarily have to include a full cast of supporting roles. Key team members may be able to handle all tasks that would typically be given to an assistant.

Executive Producers 

  • Technical Director (TD): Makes sure the show runs smoothly. They work with all members of the team, making sure all issues are solved by the time the house lights dim.
  • Stage Manager (SM): The technical director of the stage, the stage manager controls everything that happens at the front of the room. They are responsible for the entrance and exit of each presenter.

Each event is unique, so each event technology management team structure should also be unique. We’ve given you the groundwork, the basic roles involved in an efficient event technology management team, but feel free to add, eliminate and alter the positions above to fit the needs of your specific event.

Ready to learn more about choosing your technology management dream team? Contact the event technology experts at Advanced Staging Productions at 866-431-8202 for assistance with all of your event management needs.

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