Technical Production 101: Planning An Event – The Most Important Step!


Do you know what is the most important
step in planning for your event? What are the main factors that affect the way you set up your event? In this video, I’ll be talking about why your venue plays a big part in the planning process, and how that influences the type of setup you need for your event. Be sure to watch to the end of the video for a bonus tip and a free resource to help you plan your next event. So, keep watching. Hello there! I’m Rafi Dean and welcome to ARK-AV, your online resource on Technical Production. On this channel we bring you Tips, Tools and Training to help you get the best performance out of your gear and venue. Do remember to check out the description below for more information and links related to this video. If you’re new here, consider subscribing. Now let’s get on with the video! So what is the most important step in planning for your event? From the technical production perspective, it is critical that you first find out about the venue where it’s taking place. This may sound obvious to you but hear
me out! More often than not you may end up
tackling a multitude of problems just because a site recce was not conducted
with the technical team. There are a number of important considerations to look at when it comes to venue specifications. Here are 5 factors that you need to take note of. Number 1 – Size. How large is the venue? It must be a suitable size for your event. Ask for a scale drawing of the floor plan. If you
don’t have one, take photos, sketch it out, take measurements. Don’t forget to take
note of the ceiling height. Is there a stage? Do you need one?
Does it have depth and width for your event or performance? If you need to hang anything, find out if there are rigging points or fly bars with the right
loading requirements. Number 2 – Acoustics. How does the room sound? Hard walls and floors tend to be reflective and cause problems with sound and
amplification. Likewise, you get a quieter room if the walls are treated and floors carpeted. The main things to listen out for are
speech intelligibility and natural reverberation of the room. For acoustic
performances for example a violin or piano recital, a brighter sounding
reverberant room may be more feasible. For amplified events such as seminars, dance or rock concerts, a more controlled acoustic environment is usually
preferred. Number 3 – Power. Take note of where all the available electrical sockets are and if the venue has auxiliary power for your equipment. In
general, it is preferred to have separate circuits for stage, video, and lighting
and of course the sound systems. For mission-critical events such as live
broadcasts always check for backup power and if the venue can accommodate a power generator. Number 4 – Loading and Unloading. A great venue could be marred by a tedious loading process. Look for the most direct route from the loading dock to the venue. Hopefully you won’t have to
encounter any stairs along the way. Certain buildings have restricted entry
and timings, especially in hotels and malls. Work out all the restrictions and
plan for additional time for your loading and load out schedules. If you do
have to lug the gear up some stairs, factor in some additional manpower to do
the heavy lifting. And lastly, Number 5 – Your Audience. Consider the layout of the audience for your event. Are they seated in rows or freestanding? walk around the space to check if you have any problems with sight lines on stage or projection
and video size. Other than sound reinforcement for the audience, think about house lights too. You may need to strategically place fixtures to
illuminate the room, to set the mood and more importantly for safety. Based on the information you have now, you can begin to put together a detailed technical
rider for your event. The main sections of your rider should include; stage, set
and decorations, the stage plan, audio and sound system, front of house and monitor
positions, lighting design, house lights video, playback, project or LED walls and of course monitors for the speakers or performance. Bonus Tip!
Get yourself a laser distance measure. When you’re on site recce, it may not be
easy to pull a long measuring tape across the room to get your measurements. Invest in a compact digital laser distance measure device to get the
wall-to-wall measurements in one click! Check the link in the description to get an
affordable and reliable laser measure. Planning ahead saves you time and money. Click the link in the description below to download a free template to help you
plan your next event. Question of the Day!
What are some challenging venues that
you have worked in? Post your thoughts and answers in the comment section below, and we’d love to hear what you are working on. Thanks for watching! If you like this
video, give it a thumbs up! Let us know what other topics you would like us to
cover in the comments section below. Follow us on Facebook, Instagram and
Twitter at @arkavproduction. Don’t forget to subscribe for more tips, tools and training at ARK-AV. We’ll see you in the next video!

3 Replies to “Technical Production 101: Planning An Event – The Most Important Step!”

  1. โ“โ“ QUESTION OF THE DAY: What are some challenging venues that you have worked in? Let us know in the comments! ๐Ÿ‘๐Ÿ˜€

  2. Thank you for a blow-by-blow sharing of steps to planning an event. Your brainstorming will benefit many who need to plan. Your experience and training are a boon to us. Keep it up! Honoured to be your 5th like and already your subscriber.

  3. Thank you for a blow-by-blow sharing of steps to planning an event. Your brainstorming will benefit many who need to plan. Your experience and training are a boon to us. Keep it up! Honoured to be your 5th like and already your subscriber.

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