Planning to set up a venue for performers can be a challenge, especially if you have never done it before. However, this gives you the opportunity for the performers to showcase their talent. Therefore, you should set up your venue in a manner that will appeal to the audience and make the event to stand out. If you are not experienced in setting up venues for performances, then consider hiring an audiovisual contractor to assist you. In addition to hiring the contractor, the following tips will assist you in setting up your venue.
PREPARE THE VENUE
Ensure that you set up your venue early in advance and make it ready for the performers as well as your guests. Preferably, you don't want to be running around and doing the final touches just minutes before the event starts. Here is a list of some of the things that you should do before the event starts:
- Ensure that the furniture is in place
- The decoration should be done early
- Check to ensure that the audio, video, and IT equipment is working
- Inspect the security and safety arrangements, ensure that the first aid kit is available, and that the emergency exits are not blocked
Also, do final inspections around your venue just before the performers arrive to ensure that you didn't miss anything
TAKE CARE OF THE PERFORMERS
It's always a good thing to have someone welcome and attend to the needs of the performers. Making them comfortable just before they start performing can prevent them from getting hungry or thirsty as they wait to perform.
Mostly, the performers will give you a list of equipment they require for their performance. Always ensure that you acquire those things even before the day of the event.
MAKE GOOD ARRANGEMENTS FOR GUEST REGISTRATION
Strategically place people to monitor the entrances, and handle things like serving welcome drinks, registering guests, giving out tags, scanning tickets, and other related things. Ensure that the QR or barcode scanners or functioning properly. In case you are using free scanning apps, ensure that particular people in your team have the app installed on their phones.
If you have already printed the guest list and you are ticking the guests who have arrived by hand, monitor the number of guests who have arrived in order to adjust the people who are assisting you to register them.
ASSIST YOUR GUESTS IN NAVIGATION
Ensure that there are adequate signs in your venue and that every path is clearly marked. In case the event requires reserved seating, ensure that every seat is clearly marked. Some of the items that need clear signs include:
- Main entrances
- Emergency exits
- Primary location for the event
- Food and beverage stands
Always ensure that you have designated people to help the guests and performers navigate easily in the venue. A good event production services company can take care of a lot of the what-ifs that go into planning a live performance event.
For more information, contact a company like Audience Engagement Group.Share