Event Staging Blog
Transforming a Traditional Meeting Space into a Spectacular Experience (Part 2)
Posted on: October 14th, 2013
Have you ever walked into a conference or event expecting to be “wowed” but left wanting more? Whether you are an attendee or planning a meeting, chances are you have experienced an event that lacks flair causing you to lose interest and disengage.
IMS can work with you to identify solutions to transform any venue from lackluster to extraordinary quickly and easily, without breaking your budget.
Projection mapping, gobos, and decorative truss towers were three ideas we shared in part one, and here are three more ways to transform your venue to spectacular:
Modular / Fabric Stage Sets
Pre-designed and modular stage sets allow for easy setup and dramatic effect. They can be used in conjunction with an event’s theme, or displayed as an attraction all on its own. Acrylic Panels, Modular Cubes, “Honeycomb” displays and non-linear “Sharkfins” or “Leaves” are just a few of the elements to choose from that can be lit in any color, or be used as a display surface.
Intelligent / Ambient Lighting
Much like the awards shows you will see on TV, having lights move around the room in sync with music can create a celebratory environment. Intelligent and ambient lighting can reflect the mood of the event and increase the excitement level with your attendees.
Widescreen Projection Blend
Get rid of the two screen format and create a massive widescreen display or “video wall” that allows for multiple images, videos, IMAG and other content to be shown simultaneously. These displays keep your audience’s attention, ensure visibility and allow for more creative presentations.
Contact IMS to learn more about transforming your space from ordinary to extraordinary.
Transforming a Traditional Meeting Space into a Spectacular Experience (Part 1)
Posted on: October 14th, 2013
“WOW” Your Audience
Have you ever walked into a conference or event expecting to be “wowed” but left wanting more? Whether you are an attendee or planning a meeting, chances are you have experienced an event that lacks flair causing you to lose interest and disengage.
The good news is that any venue, big or small, can be transformed from lackluster to extraordinary quickly and easily. There are customizable solutions that can provide positive impact without breaking your budget. Brand recognition and sponsorship opportunities are limitless when considering theatrical lighting, scenic decor, video production, and of course presentation technology.
Put the attention of your guests and attendees where it belongs: Center Stage. The most effective meetings or special events leave the audience inspired, motivated, evacuated, and wanting more.
Projection Mapping
Projection Mapping, also known as Video Mapping, is a projection technology used to turn objects, often irregularly shaped, into a display surface for video projection. Truly wow your audience and immerse them in a presentation by creating a 3D interactive environment. Content is key with any sort of creative display, so be sure to consult with your production company well in advance of the event date.
Gobos
Custom lighting fixtures that display an image onto a surface. Company logos, branding images or text can be created to enhance brand recognition.
Decorative Truss Towers
Truss is industrial. By dressing truss with white spandex “socks” and lighting them with LED lights from inside, you can create colorful displays out of a regular support beam.
Stay tuned for part 2 of Transforming Your Space with 3 more ideas to wow your audience.
State of the Meeting & Events Industry: Positive Returns on Your Dollar
Posted on: October 14th, 2013
The state of our industry is always changing and growing. 2013 has presented challenges with short lead times to plan and execute an event. Many planners are left with less than 60 days to plan the event. With these challenges come opportunity to grasp the trends that will separate a positive return on the client’s dollar so cautiously spent.
Some of the effective trends as reported by Planners are…
Smart Food
It’s more about what’s on the table than who is in the kitchen. 43% of planners believe focusing on a healthy, nutritious dietary offering is important. This is coupled with utilizing organic and locally grown foods.
Be Green
Eco-friendly is not new but utilizing properties that are creative in their friendly environmental practices is important. Properties like Hamilton Park Hotel in NJ participate in the Clean the World program.
Location
Planners are heavily focused on flexible locations that are reasonable with their rates and provide plenty of amenities.
Work It
Healthy eating isn’t the only option for a healthy lifestyle. Team building exercises that include active or adventurous activities are of great interest. Also, environmental friendly events like helping rebuild an oyster reef or a community-based project like fixing up a playground are great group activities.
Social
The social network is a must. Get the word out instantly on LinkedIn, Facebook, Twiiter or Pinterest.
Technology
Streaming media, web-conferencing and on-site video production are the most common uses. 36% of planners noted that one of the aforementioned services is used on a regular basis during their events.
Social Media- “To Tweet or Not to Tweet”
Posted on: October 14th, 2013
Using Social Media to Engage an Audience
Every event is different, but to maximize impact, it’s important to use Twitter before, during and post-event. Here are some helpful tips.
Establish a hashtag
Do this long before you start promoting the event and make sure it one that is not currently in use. The hashtag should be easy to remember, short and relevant. This will be key in incorporating Twitter into your event. Your event specific hashtag should be included on everything from the Invite / Evite to the Facebook page to signage at the event, and possibly even on your title slide.
Create buzz before the event
Tweeting to the masses pieces of information and things to get excited about pre-event will ensure that the enthusiasm carries over to the actual event. Be sure to include polls, contests, reminders, and event advice.
Host a live stream
During walk-in or scheduled downtime, replace your on-screen presentation with a live stream. A live stream could also be incorporated at all times on a projection screen. If you are announcing winners or honorees, use Twitter to share the big news. Keep your audience actively engaged by tweeting trivia questions and giving an award to the first to tweet the correct answer.
Engage with your audience
Allow attendees to ask questions via tweet. Follow the hashtag stream and be sure to respond to these inquiries, engage guests, and update them on event changes.
Be visual
Take pictures at the event to engage the audience in the room (trust me they will look for themselves) and let the guests that didn’t attend know what they are missing.
Incorporate social media into the event
Using live tweeting for an event? Consider TweetWall Pro. This organization helps to generate more interaction during your event, promotes visitors to tweet at your event, creates visibility on your social networks, helps with branding and live moderation allowing you to feature select tweets.
You may also consider displaying tweets on your main screen, using projection blending.
Planning a Successful Outdoor Event
Posted on: October 14th, 2013
Preparation is Key to Avoid Murphy’s Law
The weather may be getting cooler around Philadelphia, but we have many clients heading to warm-weather destinations this winter and planning events in outdoor spaces. Outdoor events allow flexibility and creativity, but the trade-off is that there are many details to consider that sometimes can be more difficult than planning an indoor event.
Here are ten tips to remember:
1. Permits: This should be the very first thing you do once the venue site is chosen – not having the appropriate permits is a quick way to get an outdoor event shut down, especially if it is on city property.
2. Ordinances and Codes: Plan on having music? Be sure to check noise ordinances as well as fire and safety codes. You will have to contact local authorities to get the information you need with regards to the venue’s specific location.
3. Making Vendor Arrangements: Depending on the type of event and how raw the outdoor space is, you will have to contact appropriate vendors to set up power, toilet, provide communication, food service equipment, sound support, lighting, etc.
4. Logistics: Have a meeting at the venue with all of your suppliers as soon as possible so that you can coordinate load in/out, parking, power needs, etc. This will help you build a comprehensive logistics plan and keep details from getting too overwhelming.
5. Lighting: Exit paths, walkways, parking lots – all of these areas will have to either have pre-existing lighting or you will have to bring some in to ensure safety.
6. Keep Guests Comfortable: In case the weather is a little warmer than you’d like, you need to ensure that there are places for guests to escape the heat. Ideas may include cooling stations with portable air conditioners or perhaps even mist machines to provide guests some quick relief from the heat. Cold water should also be readily available throughout your event space.
7. Pest Control: If you are close to the water, you will want to have a pest control technician spray the area for mosquitoes and other bugs. Nothing is more uncomfortable for guests than being eaten alive!
8. Communication: Be sure to supply a means for communication for staff and safety/medical personnel. You will need to make sure the walkie talkies/radios are able to reach the entire grounds.
9. Inclement Weather: Have a plan B! Work with vendors to make sure they bring what they need in case of rain, especially if their equipment is not weather proof.
10. Clean Up: The event might be over, but your work is not. Make arrangements with a local sanitation company to assist in clean up. Be sure to restore the venue to the way you found it so others can enjoy it too!
Investing In Your Success
Posted on: October 14th, 2013
Did they hear what I said? Is this thing on?
When planning a meeting there many challenges that must be addressed to ensure a successful program before the first guest ever takes a seat.
What is the purpose of the meeting? Is there a common message, theme or communication strategy? How will you measure the effectiveness of the program? And then there is marketing, registration, transportation, venue logistics, confidentiality & security, content development, technology support and of course attendees return on experience to name a few.
Presenting to an audience can be intimidating. There are three very important keys to take into consideration.
- Content: 7% of what you say is retained by they attendee.
- Tonality: 38% of your presentation success will rely on tonality and pitch.
- Physiology: 55% is in your body language.
To engage an audience, 45% of what you are presenting is dependent upon pristine, intelligible verbal communication. Selecting the best technology that will support you will be imperative.
The Right AV Equipment for Your Event
Have you ever been to a meeting where the microphones cut out or you had intermittent interference causing the keynote speaker to lose the attention of the guests? This is a presentation nightmare for the meeting stakeholder, planner and attendees.
This scenario is also avoidable with the right technology.
IMS Technology Services can help select the right equipment to ensure that your message is effectively heard. Many clients have been using a new, state-of-the-art digital microphone system that optimizes the sound and provides unmatched security for your content that may be proprietary or sensitive. Key features include:
- Advanced (AES) 256 Encryption that is privacy secure and unbreachable. No more worries of someone listening in on the radio frequencies you are assigning to the wireless microphone system during a meeting.
- High Density Mode optimizes the system and reduces bandwidth, ultimately providing 3 times the amount of usable frequencies. This dramatic improvement is most important in cities like New York or Washington D.C. where buildings are over-saturated and hotels that have multiple meetings in ballrooms are all using wireless microphone systems that are competing for bandwidth.
- Transparent 24-Bit Digital Audio delivers the purest reproduction of sound quality from a speaker’s voice than any other microphone system available. Using digital transmission, you now have superior clarity and audio quality.
Planning a meeting or presentation can be challenging at times. Be sure to choose the best tools to deliver your message the way you intended it to, with impact!
Contact us to learn more about selecting the right equipment for your next meeting or event.
Transforming Your Event with Video Mapping
Posted on: September 27th, 2013
Projection mapping, also known as video mapping, is a dramatic and exciting video technique that is used to turn everyday objects (or even buildings) into display surfaces for video projection. The end result is a fully customized display with an unmatched “wow factor” for your event.
What Is Projection Mapping?
Projection mapping creates a model of a 3D object on the computer and then wrapping it with video content, essentially making it a digital canvas. Imagine the possibilities – adding unique set elements to your stage, transforming architectural elements of a venue, and supplementing the content of a presentation are just a few ways to integrate projection mapping into your event. This technology makes it possible to turn virtually any surface into a display, instead of relying on projecting onto a two-dimensional screen.
Two Ways to Integrate Projection Mapping Into Your Event
Set Elements
IMS has created set elements that are specifically designed to be projection surfaces. These elements can be integrated into your event to instantly transform the look of your set and create energy and excitement, without adding significant cost to your budget.
These elements can also go beyond merely adding visual interest to your set by incorporating them into your content strategy and using them to display key messages or infographics to your audience. You may also consider showcasing sponsor logos on them to increase sponsor visibility, or create a new sponsorship opportunity that generates additional revenue for your conference or event.
Use Architectural Elements of Your Venue for a Custom Experience
A key feature of projection mapping is that it can transform any three dimensional object into a display. This means that the columns in the middle of your ballroom or trade show space can now become thematic scenic elements, or the walls of a meeting room can feature real-time social conversations or audience questions.
You can also incorporate projection mapping around your stage for much more visual appeal than the traditional pipe and drape option offers. The only limit to what you can do with projection mapping is your imagination.
What Kind of Content Do I Need?
With projection mapping, the content can be anything.
Whether you are simply looking for an interesting visual element that can add some personality to your set or you want to transform an entire venue into useable content space, projection mapping scales to fit your goals.
Any content that you have already created (videos, graphics, logos, infographics, etc.) can be brought to life with projection mapping. Real-time content, like housekeeping notes, social engagement, or announcements to attendees, can also be used. If you need new content created, our creative team can work with you to create exactly what you need.
What Type of Budget Do I Need?
You do not need to spend tens or hundreds of thousands of dollars to incorporate projection mapping into your event. Using stock pieces with visual elements or content you have already created is a cost-effective way to add projection mapping into your event plan.
Anything Becomes A Canvas
Projection mapping allows any object to be brought to life with color, energy, movement, and content. IMS Technology Services will work with you to utilize projection mapping to create a lasting impact on your audience and brand, while being sensitive to your production budget.
Want to Learn More?
The Vice President of Sales and Marketing for IMS Technology Services, Jason Cataldi, CTS, was interviewed in the current issue of Mid-Atlantic Events magazine. Or, contact us to schedule a time to talk about how you can incorporate projection mapping into your next event.
Maximum Impact: What Lighting Can Do for Your Event
Posted on: September 12th, 2013
The days of hard sets being the only option when it comes to an impactful event environment are long gone; creating subtle (or extravagant) ambiance is easier and more cost-effective than ever.
Lighting plays a huge role in creating moods and emotions in attendees. The intensity, the color and even the angle of the light and pattern can affect how an audience member is feeling. For example, you are planning a winter gala and you want attendees to feel as though they are trekking through the woods on a snowy evening as they enter a venue. Using dark twilight blues and shimmery textures, the reflection of an amber moon off of the polished concrete floor – this entire environment can be created through the use of lighting, highlighting any ancillary décor elements.
Dinner is over and it’s time to get the audience on their feet – by using intelligent moving lights on the dance floor and transitioning room lighting to more energetic, lively colors, your guests will be motivated to move. A simple change of color can have a major impact on the way a guest feels.
The right lighting can impact the look and feel of the event and provide impact to ensure the event is unforgettable.
An entire space can be transformed through the use of lighting; the possibilities are endless.
View our event staging portfolio.
Ensure ROI in Today’s Economy: Don’t Slash Event Marketing Out of Your Budget
Posted on: September 6th, 2013
All too often, companies see event marketing as an expense rather than an investment, especially during economic crises. In today’s industry, event marketing is being used to assist in reducing the overall cost of running a business. Even if your marketing budget is small, planning an event is a strategy that generally produces a high return on investment (ROI), ensuring brand awareness and ‘top of mind’ status.
Here are some cost-cutting tips to keep in mind when planning an event:
Slow down. Take time to really plan and promote a successful event while being mindful of your budget. The more time you give yourself, the more creative cost-saving options you are able to explore.
Team up with vendors. Co-marketing is key and will, in turn, help you save while resulting in referrals for both parties.
Explore unique venues. Consider hosting your event at locations that cooperate with your budget while offering its own decor – one less obstacle you have to overcome.
The key to recession-survival is opportunity. Your contemporaries’ hesitation to stage an event is your chance to take optimum advantage of their marketing blunder.
Step-out and get noticed; companies who continue strategic marketing practices during tough times will find themselves far ahead of their competition.
Learn more about our event staging services.
Bring Events to Life by Producing Virtually Limitless Video Content
Posted on: June 17th, 2013
For many years video has been the most powerful and engaging form of communication. Professionally produced video content has the ability to deliver substantial and memorable impact on its viewer, but it can also be a double-edged sword. If your content creates the wrong impression or isn’t impactful, people will remember you – but for the wrong reasons.
It Begins With Content Creation
Using video at live events or during; university commencements, inaugurations, annual meetings, national sales meetings, tradeshows, symposiums, corporate road shows, award galas, grand openings, employee meetings, business meetings, town hall events, corporate conferences, and training meetings is made great by producing content that is engaging and impactful. The value and importance of professionally developed content and produced video cannot be over-emphasized, especially in a day and age when many people are looking for shortcuts to giving and receiving information. Because video can be repurposed to create images, audio, and written content, video is now a very cost-effective form of content creation if planned and executed by skilled video producers who thoroughly understand how to create and deliver impactful video production.
Video Represents the Most Viewed and Fastest Growing Information Delivery Channel.
The possibilities for video content are endless and the value added is immeasurable. We’ve brought our clients’ most high-profile events to life by designing lower third titles that match their existing event marketing pieces and creating high-definition motion backgrounds for set pieces. We’ve also produced high-energy motivational intro videos for sales conferences. Take a look at this content creation video to see how IMS’ tremendous depth and breadth of experience has helped us deliver impact at events that customers and participants will remember for years.
At IMS Technology Services our talented in-house video production and editing team can help maximize your live events with an infinite array of video content options designed to increase communication and enhance audience engagement. We collaborate with producers, meeting planners, corporate sales managers and technical directors, in order to create video content for marketing, training and corporate communications that is both impactful and engaging. Our in-house team can help make sure your vision and your voice are presented in a clear, consistent manner that is in sync with your company or organizations brand. To see how visit: https://imstech.dev2.openspark.me/portfolio/event-staging/videos/?vid=4
Projection Mapping
IMS Technology Services has been leading the way in Projection Mapping on the East Coast for quite some time. Projection Mapping, also known as Video Mapping, is an amazing technique utilized to turn everyday objects and buildings in to display surfaces with a fully customized display with a wow factor that is unmatched. IMS Technology has made it possible to incorporate this in to any event by adding set elements IMS Technology Services has designed for display surfaces or by utilizing the architecture of your meeting space. At IMS Technology Services we currently have many different display options that can take your event to the next level without adding to your production cost and at the same time create the most incredible 3D Video Mapping you’ve ever seen. IMS Technology Services will work with you to utilize Projection Mapping to create a lasting impact on your audience, brand, and budget. View a snapshot of our industry-leading Projection Mapping capabilities, click here.
Taking Your Vision and Message To The Next Level.
One of the new technologies that IMS has begun implementing for our clients is called “Projection Blending”. Projection Blending allows for a more balanced and symmetrical set design, minimizes the overall set design footprint, and helps presenters and attendees focus on what information to look at on screen. This technology allows us to easily and intuitively overlap pixels between blending projectors to create a seamless, unified image. The use of blending projectors provides a unique, cost-effective solution for boardrooms, classrooms, digital signage applications, and worship and presentation environments looking to drive seamless digital content in a wide range of configurations. One of the key benefits of this technology is the creation of an affordable multi-projector solution that avoids the higher costs and complexity associated with ultra high-end projectors and custom projection hardware and software.
View our Projection Blending demonstration video by clicking here.
To see a few of the other ways that IMS Technology Services has helped our client’s reached their desired result, visit our portfolio.
For more information on how IMS Technology Services can assist with an upcoming meeting or event, contact us today. sales@imstechnologyservices.com • IMS. 1.855.467.2828 www.imstechnologyservices.com
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