Tips for organizing a successful roadshow event

Posted by Jon Young on Oct 8, 2019 3:37:43 PM

bring your own av teamMulti-location corporate events are more popular than ever. But that can really complicate things for event planners because you want to give all your attendees, in all your locations, the same message and experience. How can you take your show on the road and do it right? Take your AV team with you! Here's how that works.

Everything revolves around logistics

Your AV team and all their gear need to be in the right place at the right time. You have to allow enough time for shipping/trucking and personal travel. For example, here's how our Heroic crew handled the AV for Delta Airlines’ 747 fleet retirement event. Four locations across the US, 300-500 guests at each event, in four consecutive days. In winter!

The turnaround time from one location to the next was so short we had to double-up. Instead of one crew and one set of equipment, we had two that leapfrogged. We all started in Detroit so each team could see what the vision looked like in person. Then, one crew traveled to Seattle while the other went to Atlanta and Minneapolis.

We also had a logistics issue with the 747 scheduled to appear at each event. Our client wanted to fly the plane from city to city, but there wasn’t enough time to get the plane set up in Seattle before it needed to depart for Atlanta. So, we used a second plane, too.

Thankfully not all corporate roadshows are so exhausting!

Plan for the smallest space you have

You’ll work with a new venue in each city. As an event planner, you can try to book places that are similar in size but inevitably there will be differences. The key to achieving a cohesive look across the board is to figure out what fits in the smallest space you have and use that as your design standard. That way, you know your production will fit in all your venues.

For our Delta events, the venues (all hangars) were huge. Our semi filled with lighting, sound, and rigging equipment looked like a toy truck inside. Yet our lighting setup had to both highlight the enormous plane and define the party space for just a few hundred guests. We lit a stage for a DJ and speakers and also created a 26-foot tall projection screen in the shape of an airplane's tail fin. The key was planning ahead so it looked the same despite the differences in the four separate locations.

Don’t make plans without your AV team

The more complex your event, the more critical this becomes. You won’t be able to pull off a multi-location tour without upfront advice from your production experts. Plus, they need complete, accurate information to plan their equipment needs.

You know how many people you expect and what will take place during your event. But there must also be enough room for staging, rigging, screens, etc. Just because a room holds 700 people doesn’t mean you’ll be able to fit that many once the room is set up. Working together with your AV team and your venue improves communication so your multi-city corporate events will be flawless.

Trust. Continuity. Peace of mind.

That’s what you get when you bring your own team.

  • Trust is the foundation of flawless. Thanks to working together planning and executing events, you and your AV team know each other well. You trust them to get things done – no surprises, and no dropped balls. And they have your back with that. When you take your trusted team on the road, you know your event is in good hands. The best of hands. No worries about critical sound, visuals, lighting, and staging.

  • Continuity protects and reinforces your branding. The AV team you know already gets it. They know your message and company style – your brand’s unique tone and look. And since they know you so well, you can work together to really get creative, without fear of risking your event. Continuity is comforting for attendees, too. Executives and other presenters who are getting ready to deliver their message don’t want distractions. A new technician who isn’t familiar with their typical routine and setup can put be off-putting. Seeing the same friendly faces, the people who know how to hook up their mic just right inspires confidence. They can relax and focus on their presentation.

  • Peace of mind is priceless. Producing corporate events is stressful. You have to please an array of internal customers while juggling their varied expectations. The AV team you already know will make you and your execs look and sound professional. No missteps or flaws, no matter where you are.

A successful roadshow is an investment

Sure, it costs money to bring your AV team with you. But you know they will charge you fairly. Ultimately you are investing in what matters most, the quality of your event and the consistent presentation of your brand.

planning your budget

 
 

Photo credit: RobertEvansImagery.com

Topics: Event Production, Event Planning

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