Event Graphics and Displays Introduction
As a supplier of event graphics and displays—including backdrops, pull-up banners, podium graphics, tabletop signage, name tags, and directional signage—my goal is to help event planners and meeting coordinators sleep better at night. By ensuring your event graphic needs are under control, you can be confident they will arrive on time and within budget.
Stage Size and Design
The first crucial step in planning is considering the size of the stage and its design. Understanding the room’s dimensions and the placement of the stage is essential, as it forms the cornerstone of the keynote or main event. It’s important to field-measure everything; while drawings are helpful, they can sometimes be misleading. With accurate measurements, you can create room mockups that include the placement of various elements such as the stage, chairs, video cameras, video screens, and banners. These mockups can then be sent to your vendors for precise estimates.
Creating an Event Checklist
As you gather this information, it’s beneficial to create an event checklist. Experienced event planners may already have a system in place, but tools like Trello can be invaluable for assigning due dates and visually tracking tasks that need completion before the event. Additionally, meeting with the venue’s event staff is crucial to discuss timing, load-in and load-out instructions, and to obtain their Certificate of Insurance (COI) requirements well in advance.
Communicate with Vendors
Once you’ve received estimates and chosen your vendors, ensure you maintain open lines of communication. Organizing a Zoom meeting with all involved parties allows everyone to ask questions and fully understand the project’s scope. Over-communicating can prevent misunderstandings and keep the project on track.
Be Prepared for the Unexpected
It’s wise to prepare an emergency kit containing items like gaffer’s tape, rope, black and white cloth, and essential tools. Be ready for unexpected issues, and know the location of the nearest hardware store in case you need to make last-minute purchases.
Smooth Execution Through Organization
With proper organization and a cohesive team, your event can proceed smoothly. Success hinges on effective communication and attention to detail. By following these guidelines, you can mitigate stress and focus on delivering a memorable event. To learn about Large Format Printing Tips for Success, read our blog.
