4 Tips to Set the Stage for Your Next Event

4 Tips to Set the Stage for Your Next Event | HTR

The stage is where everything happens, yet it is often the most overlooked part of the planning process. Just as a fireplace is the focal point in a living room, the stage is the focal point of every convention or event.

This is especially true if several individuals are coming on and off the stage, presentations are displayed on large screens and music and lighting are part of the show.

Take the time to ensure you have the right stage presence to meet all your attendees’ expectations by implementing the following tips.

Check Out the Stage at Your Site Visit

Make it a point to physically go on the stage and look out into the audience.

  • Can you see attendees in the back row? And more importantly, can they see you?
  • Are there any obstacles in the room?
  • How will the sound resonate?
  • Will speakers easily be able to enter and exit the stage?
  • Is there enough room for the AV team to easily control event rentals, such as sound and light?

If the venue is going to build a special stage for your event, be certain it will meet all the requirements listed above. Check out the vendor’s references and go over the stage drawing months ahead of time to ensure any changes can be handled in a timely fashion.

Brand the Stage as Your Own

Even if draping and backdrops are already on the stage, they are most likely not your brand’s color scheme. Be certain to extend your logo and brand event message to the:

  • LED backdrop
  • PowerPoint presentations connected to LCD projector rentals
  • Lecterns and
  • Any other stage props

The key is for your brand to be an extension of the stage and vice-versa.

Everyone Must Be Heard

As with most events, there is an emcee that keeps the program flowing. Ensure that person is fitted with the right microphone rental and they can be heard, all the way in the last row.

Mics also need to be fitted for each presenter. Test the sound system with the music and video that might be part of a presenter’s program or part of the event ambiance during session breaks.

Work as a Team

Ensure that the AV technician, set designer, venue staff, speakers, emcee and event planner are all on the same page when it comes to how the stage will be set up initially and walk through the agenda throughout the program. Monthly conference calls leading up to the event will save a lot of time, headaches and potential cost overruns on your big day.

Don’t Let Your AV Vendor Give You Stage Fright

Hartford Technology Rental has a walkthrough checklist that verifies:

  • Electrical requirements
  • Technology needs and
  • Stage layout

Call us today at 888-520-5667 or contact us online and let us show you how we can make your next event stand out from the rest and well within your budget.