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Top Tips for your 2018 Conference or Event


First off let me start by saying Happy New Year to you! 2018 is going to be a exciting and prosperous year for all industries.

Here are a few tips to get your started with organising your conference or event and a few tips on hiring audio visual equipment.

1. The Venue

Your venue choice is paramount to pulling off a great conference. Consider the size of your audience. You don’t want visitors to feel cramped in a venue that’s too small but, on the flip side, you don’t want your venue looking empty because your audience isn’t big enough to fill it.
Think outside the box, your only option isn't just a specialised conference centre and there are lots of venues that could be used for a conference right on your doorstep.

- Marquee's are commonly used to create excellent temporary spaces in car parks, fields and alike
- Community halls can offer big spaces for a low buck
- Golf and country clubs, nearly all will have an event space
- Rugby and football stadiums
- Sports hall, they can fit big numbers and often have lots of parking
- Your office or warehouse, it could be an easy event space to convert, but it might be nice to get out of the office for a change...

Often we find that any space can be easily transformed with drape hire, lighting and audio visual equipment. Tables, chairs, projector screens and stages can all easily be hired in to create the perfect space.

2. Considering budget

Do you just want a functional space with chairs & projector screen? If you're just doing an internal staff training event, you probably don't need to go all out. Keep it simple and just hire the space and simple AV equipment.


Do you want to impress your clients? Does the event need to have wow factor and go without a hitch? Why not consider an event company to help you arrange everything? We have extensive experience in the events industry and are always happy to help.

3. The Stage

Will there be a stage or impressive branded backdrop with your branding? Stage backdrops are a very effective way to create a professional focal point and will help your audience really engage in the message you want to portray. All stage backdrops can be expertly lit and provided with the highest quality sound systems, if necessary. Professional AV hire is the key to (quite literally) showing your brand in the best light, and in a way that your audience can appreciate.

4. The Entertainment

Including an element of entertainment can make your event. Just like your choice of venue, your choice of entertainment should be relevant to the product and it’ll help steer the focus of the day, whilst adding a refreshing element of participation. It can also be a great way to spread brand awareness, whilst engaging your audience with the product. A contest with some activity or game, a ‘chance-to-win’ Tweet challenge, or even hiring a comedian to lighten the mood - these can all work well. Keep your entertainment task-focused to make the most of the marketing opportunity.

If you are organising an event in 2018 and just want to get started with some free advise, we are always happy to take your call.

5. AV Hire

Whichever venue you choose and however you decide to arrange your conference and stages, we as AV professionals can bring the day to life by providing high-quality sound for any speeches, music or video presentations. You’ll want your conference event to be brightly lit, possibly in colours that promote your brand, and you might even choose to project logos or slogans onto the walls of your venue. Going with a professional AV company will be the best decision you make if you want to impress your attendees and make the most out of the marketing and sales opportunities that stem from an unforgettable event.

- Recent Testimonial -


Thanks for your support and taking our events to a new level.

Have a great Christmas and look forward to working with you in the New Year.
Group Marketing Director - Churchill Retirement Living

We deliver Audio Visual & Staging across the UK for Churchill Retirement Living, including customised stage backdrop, all AV Equipment and event technical support.
Contact us today to see how we can help you with your event.

Posted: Tuesday, December 29, 2015, Tags: Corporate Events, Event Ideas, Conference Audio Visual Hire, PA Hire , Filed in:

Good sound engineering will often go unnoticed...

Why is it that better sound often goes more unnoticed?

In most cases it’s only after a bad experience that sound is given the thought it deserves at events and when things are going well the sound technicians may go unnoticed.

For speech especially, good sound is often subtle. If the level in the room is too low, nobody can hear it and strain their ears in vain trying to do so. If it is too loud, delegates in the room will be wincing with discomfort. Good sound sounds natural, often like there is no sound system or technician present. Good sound should always be clear, natural and evenly dispersed throughout the room, meaning the sound levels should be relatively the same front to back and side to side.

Poor sound often has a lot of distractions which make the message of the speaker unclear or inaudible. These include distortion, noise, electrical hum, RF interference and feedback to name a few. Sound technicians actually need quite a bit of knowledge and skill to remove these distractions from the audio that he is delivering, but the thing about a distraction is that we only notice it when it is present.

During the rig, the sound engineer might be making all kinds of noise as he induces feedback and often pushes things louder than he needs to in order to tune the sound system so it sounds smooth and intelligible. When it comes to the event itself though a good sound technician often makes his work look effortless. A production company not used to hiring a specialist sound technician may even question the seeming ease at which the sound technician gets through the day, in turn thinking of cutting back on the practise of using a dedicated sound technician. This of course is counterproductive.

By and large my experience is that many end clients and production companies do know the benefits of good professional audio. Many also know the cost of poorly delivered audio- from painful experience. In educating others about good sound how can we communicate its’ benefits? Many good things go unnoticed and without a song and dance. Think about water for instance, most of us are blessed enough to get it on tap, it has massive health benefits and actually we couldn’t live without it- but if my water supply were polluted for some reason I would definitely know about it. Maybe we need to think about good audio in the events sector in a similar vein: it is pretty much essential to the message on stage being delivered.

Learn more about Stage Engage Sound Services...

Looking for good sound at your next event?
Stage Engage can provide the complete service.
Contact us today.

Posted: Monday, September 28, 2015, Tags: Conference Audio Visual Hire, Corporate Events, Projector Hire, Stage Hire , Filed in:

Tips on choosing the right venue for your event

Choosing the right venue for your event can make a vast difference for your guests. When you are looking at a venue, whether it’s for a large conference, an intimate wedding reception or a lavish dinner, there are lots of things to consider to ensure you exceed expectations.
We have put together a few simple top tips to help you pick the best event venue possible.

The venue location needs to be the most important decision for your event. It should have good transport links, parking space nearby and accommodation if the event is more than a day.

It’s essential to evaluate where your guests will be travelling from and ensure that the location is accessible for the majority as well as being an attractive venue.

Don’t forget to consider marquee hire; flexible, mobile event spaces are attractive, create a great atmosphere and can be set up easily anywhere you like, as well as giving you more control over catering and brand display.

Whether you are hosting a drinks reception, stand-up buffet, cabaret style dinner or conference presentation, ensure the venue has experience and plans in place to cater for your desired style and seating arrangements. You can also ask the venue if they have a seating plan or a gallery of images from past events that have used your desired style to ensure the format will match your expectations.

If you are considering stage hire or rigging this is even more important, but a professional stage hire team will help you plan down to the last detail. Remember, you know what you need, but the venue staff and your set provider will know what can be done! Work together and you’ll arrive at a great result.

The venue size and capacity needs to be considered carefully so that it can make your guests feel comfortable.

Most venues should have capacity numbers available for all their rooms; if you aim to be ever so slightly under the capacity limit it helps to create the right, relaxed ambience.

Great food and drink is essential for success. Whatever you are providing, ensure you have something available for everyone’s tastes. Provide non-alcoholic and vegetarian alternatives as well as catering for those with food allergies. Considering every eventuality is key to letting your guests enjoy every minute.

Date and Time
Make sure you check your calendar for significant events around the time you are planning, both within your industry (similar competitor events for example), seasonal events and in particular events local to your desired location.

The date is crucial to maximise your attendance numbers.

Lighting and Sound
Whether you're in a plain conference suite or a baroque dining room, good lighting and sound is essential in getting the best out of your venue. Highlight features and create interest in the room with smartly placed lighting, and make sure every speaker is heard with crystal clarity by working with your venue and a professional AV supplier. Properly integrated lighting, sound and video projection makes for enjoyable and memorable events, and the services of a great AV design team will keep the process as stress free as possible. Ambient light is to be considered as the brighter the room, the brighter the projector will need to be. In very bright rooms, you should consider plasma screens.

Allow time
Events take time and trying to create a successful within a few weeks is not easy. Invitations needed to be sent out in time to allow for possible attendees to check their diaries and other commitments. When setting up for your event bear your requirements in mind, and try to allow yourself enough time to overcome any problems. One hard-and-fast truth of event planning is that something always crops up! Knowing what time you will have access to the venue, and when you need to be out by can make the difference in terms of equipment setup. For larger events, it is worth booking out the venue for a day earlier to have time to get in and set up.

Event planning is many things; exciting, challenging and rewarding to name only a few. By working with a professional event support team you will minimise your worries and maximise your impact. For advice, ideas and anything else, contact us today and make your next event your best yet!

Contact Us

London Team
+44 (0)20 8099 6533

Exeter Team
+44 (0)1392 927888

Stage Engage London, Brook Lane Business Centre, Brentford, London, TW8 0PP

Stage Engage Exeter, Old Wheatley Farm, Exeter, Devon, EX4 2HA
If you would like to visit us, please contact us to arrange an appointment first.