Home / Discover / Business / Hosting an Event? Here’s a Checklist for Some Essentials

Hosting an Event? Here’s a Checklist for Some Essentials

While every event is unique, there are generally a few things they all have in common. Even though the atmosphere for a gala, conference, or celebration will be quite different, hosts can’t forget to cross a few things off their checklist of essentials.

Table of Contents

Lighting

Lighting is something that some people are more consciously attuned to than others, but everybody is affected by it. A warm, dimly lit place would feel instantly transformed if the lighting became cold, white, and clinical.

Lighting is ambiance, but there’s also a practical component. If your event has guest speakers or talent on stage, they may need a spotlight. When eating dinner, people may prefer softer, pastel colours from a wall wash light or something less direct and more atmospheric.

Leading equipment suppliers like Toronto Audio Visual Rentals have a huge selection of lights for every occasion that can recast a space and create the effect you’re looking for. Many leading rental shops also do consulting, so they can tell you about the latest options you may not know about, like 3D mapping lighting that projects a dash of colour onto three-dimensional objects, not just a wall or screen.

Sound Matters

There’s a major problem when attendees can’t hear the guest speaker or music properly. Nobody should struggle to decipher what’s being said or worry that the music is too quiet or loud. Instead, it should be crisp, level, and balanced.

Getting the sound right can be difficult the more moving pieces there are. Is there a band playing? What are the room’s acoustics like? Sometimes it’s easy to make the sound clear in one area of the room, but not in the balcony, or a faraway corner.

Make sure that the microphones, speakers, and any other equipment you rent works properly. You don’t want to find out there’s a problem moments before the event, when there isn’t time to switch it out.

Staging

Some rooms don’t have raised platforms for guest speakers, musicians, honourees, or whoever has a prominent role in the event. Modern staging equipment doesn’t take long to set up and take down and can fit whatever space.

Whether hosting a product launch, art show, lectures, orientations, or whatever else, having a raised stage lets you literally and figuratively elevate the product and primary people.

TV Displays

Finally, modern technology often relies on screens for its effects. Whether you’re holding a TEDx talk or a music festival you may want to accompany the primary show with some live text or imagery that changes throughout the event.

You should be able to project crystal-clear moving images to heighten the performance, solidify your branding, or whatever else you need.

Digital technology has been with us for many years now. At the high end, you can get innovative, cutting-edge equipment like 3D mapping people haven’t seen. At the very least, your event’s basic essentials need to work reliably and effectively. Connect with the right equipment rental shop and your next event should be a hit.

Other articles from mtltimes.ca – totimes.ca – otttimes.ca