Heroic Event Productions Blog

Since 1973, Christmas in Christ Chapel has evolved into a much-anticipated tradition at Gustavus Adolphus College, in St. Peter, Minn., involving the talents of over 350 student musicians, dancers, actors and faculty. Each year, a new theme is brought to life through the use of music, dance and spoken word, with 2018’s theme of “Visions of Divine Mystery” utilizing the artistic concept of the northern lights. Heroic Productions has long-supported this event with dramatic lighting, audio and, more recently, a multi-camera HD livestream broadcast. 

Have you ever wondered why the “same” meal costs more at a nice restaurant than at a corner diner? Probably not, because most of us just know the difference. At a nice restaurant, we expect a better chef, better ingredients, and better atmosphere at the nice restaurant, and we realize there are costs involved with that. Yet when we want something special, we know exactly where to go for an experience that lives up to the occasion.

The same holds true for top audiovisual companies. Some of the factors that affect the cost for an event include the size of the venue, goals of the production, and the AV gear necessary to make it happen – yet it’s just as important to make sure the right gear is in the right hands. Experience and expertise are the factors that can make your event production truly memorable and increase the value of your investment.

We had a unique 360-degree view of this year's Minnesota Star Awards, the International Live Events Association's gala to honor the top performers in our industry. Not only did we have the opportunity to present one award and win another – which was a true honor – but we also handled the entire AV production. And if you don't think we pulled out all the stops for a ballroom full of our industry colleagues, you don't know us very well! 

It was a huge event, and working with industry insiders as both our "clients" and the "talent" only added to the pressure, yet that ultimately proved the value of some of our most trusty processes to pull it all together. 

When you're hosting an event of any size, there are a lot of details that have to come together. Chief among them is AV, because every event needs sound, visuals, and (usually) lighting. One of the best and easiest ways to avoid overlooking an important detail is to create a day of event checklist. You can use it to plan your event and also to literally check off each item as you review your final preparations.

People will attend your fundraising gala because they want to support your organization. But, let’s face it — a fun or intriguing theme won’t hurt. After all, you want to maximize attendance from people who are willing to invest in your cause! This is where fundraising gala themes come into play.

You've probably heard of the Met Gala, an annual fundraiser for the Metropolitan Museum of Art's Costume Institute that draws every top celebrity in the country to one venue. Each year, the gala follows a certain theme:

• Rock Style, Cubism, and Fashion
• Superheroes: Fashion and Fantasy
• Punk: Chaos to Couture 

While the Met Gala is one of the most extreme examples of gala themes, you can pick a theme that intrigues invitees and sets the tone for your entire event. But, what are some good fundraising gala themes you might consider? Here are 14 of our favorites. You can adapt them for your event or use them to kick-start your own imagination.

There's nothing more frustrating than putting a lot of time and money into planning an event only to have something go wrong. But, as we all know, it happens — ALL THE TIME! Whether it's a small misunderstanding about table settings or a technical issue with the soundboard, people will make mistakes and problems will arise. Your job is to remain calm, adapt, problem solve, and communicate. 

So, how do you show your event management skills when things go awry? 

As you’re looking for that perfect location for your next event, be sure to ask this question: is it a union venue? If so, that fact may affect your budget and will likely impact how you schedule certain elements of your production. What, exactly, does it mean to work with a union facility? There are different types of unions – governing different jobs – so let’s look at the basics from an AV perspective.

If you're hosting a fundraiser, chances are you’ll have a silent auction. Silent auctions are a great way to raise money, and you can get a lot of unique donations to put up for auction. But success (as in maximum dollars raised) is no accident. These silent auction tips will help you get the most from yours.

Staying top-of-mind after an event is important for businesses. And what's the best way to do that? Provide free swag to event attendees. After all, who doesn’t love free stuff? But beware, there’s stuff, and then there are really great swag ideas. A bag full of “who cares?” won’t do anything to identify your business as innovative or memorialize your brand.

So, what can you give away that will really impress your guests and keep them thinking about you long after the music stops? Two critical factors to keep in mind:

• Relevance (to your audience and/or your event content)
• Long-term value (the point is to keep your name in front of people)

If you are new to event planning, you’re still learning what kind of AV equipment is available, let alone what’s necessary for a particular type and size of event. That’s OK, there’s a lot to learn. And even seasoned pros sometimes need help when it comes to knowing how to plan a small event that makes the best use of audio and visuals.

So, let’s talk about the kind of equipment small events typically require. Even when your audience is small — say, around 75–200 people — you still need entertainment and/or speakers. Every event has some kind of programming, so it’s simply a matter of scale.

Maybe you just need the basics for a meeting with presentations or an awards luncheon that will include a video or live entertainment. Whatever the details, the last thing you want to do is cut corners. The event will reflect on your company or client, and on you as the event planner, so you want it to deliver its professional best.