Those flashing lights, clicks of the camera and the glittering spectacle of a glitzy event. There is something about it all that seems so glamourous and exhilarating. The challenge is making it look like it is effortless. That is the impression that the event agency wants guests to perceive anyway. Little do many people know is what is going on behind the scenes. Here, we take you backstage for a sneak peek into the extremely precise and adrenaline-inducing world of pre-event setup.
Event designs are always driven by the event theme or corporate message. Hence the agency and client must have a robust direction so that the event designs can reinforce the very objective of the event. It is crucial to have a clear vision of how everything will come together. Each facet may look impressive or stylish individually, but when combined in a setting with other items, it must look SHOWSTOPPING!
Colour proofs are vital to ensure that the exact colours are selected and aligned upon. Due to varying screen resolutions or colour compositions, what appears on a 3D rendering may not be reflective of the final output. Completing the final artwork approximately two to three weeks prior to the big event day will ensure that one receives the colour proofs in time for approval.
Setting the Stage
Take no risks when planning for lighting and AV. These are two elements that no one pays too much attention to when all is going well. However, it will automatically become the bitter after taste to any event if technical issues arise. Over planning in this instance is necessary. As the heavy lighting and AV equipment would usually be setup the day prior or early on event day, do make time for onsite finetuning.
Experienced and reliable technical support is worth the investment, as reducing the chance of even a second of down time is invaluable. Make time to run through AV sound checks and stage calling dry runs of various lighting and sound cues – Rehearse, rehearse and rehearse!
Emcee and Live Entertainment
As the main person who is fronting the event, an engaging and charismatic emcee who knows how to read and work the crowd is key. To ensure that the emcee has sufficient time to grasp the tone and key messages of the event, share the final script over a comprehensive briefing session at least 3 days prior to the event.
Entertainment can come in the form of live bands, comedians, acrobats, dancers, or even professional yodellers. Regardless, it is imperative for corporate events that the content matches with the host’s company culture. In the event you select entertainment that have customised their performance for the occasion, be sure to thoroughly brief the performers to ensure that their content is the ideal fit.
In the hours leading up to the big event, the stage caller will rehearse with the emcee and entertainment, ensuring that everyone is clear on the timing cues and exactly where each individual needs to be at any given time. It is also crucial to communicate what may potentially crop up in case the emcee has to help smooth things over spontaneously during the program.
As you can imagine, dining timing and flow are very important and closely tied to the program. Equally crucial is the aim to make everything look smooth and effortless as the guests enjoy themselves. From menu conceptualisation to the tempo at which dishes are served and how food ties with the stage entertainment, the team at My Private Chef have run myriad dining events to understand how staffing, food presentation and service workflow will affect an event’s success. As a dining event agency, clients hold high expectations for the team to ensure the calibre of dining service, quality ingredients as well as impressive food presentation and flavours when they hire the team to take care of their events.
For all of these various event components, the universal truth is that it is all in the details. Brought together in position, on cue and served fresh, that is when the magic happens!