How to Book More Business with Speakers Bureaus with Diane Goodman and Kris Young

Jane Atkinson of The Wealthy Speaker Podcast featured our very own VP of Speakers and Entertainment, Kris Young, and the founder of Goodman Speakers Bureau, Diane Goodman, on her podcast about navigating toward the “new normal.”

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Don’t Cancel That Meeting. Consider Live Streaming!

The meetings and events industry has been shaken by the realities and uncertainties of the recent coronavirus (COVID-19) outbreak. Companies have started to second-guess their meeting plans, or are canceling them altogether, especially when travel is involved. Hindsight will be 20/20 as to whether or not these steps are overreaction or prudent. But, at the very least, they are certainly well-intended. And though that intention for your audience is there, the delivery of your event’s message has now been compromised. So, short of canceling altogether, what can your organization do to share its message, in a safe and timely manner?

Continue reading “Don’t Cancel That Meeting. Consider Live Streaming!”

Heroic Welcomes Kris Young As New VP Speakers & Entertainment

Kris Young_Heroic ProductionsWe are excited to announce our newest member to the team, Kris Young as VP, Speakers & Entertainment. In this role, Young will solely focus on helping clients secure talent to help deliver event key messages.

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Best Convention Cities: Is Minneapolis a Good City for Live Event Production?

Ladies and gentlemen, searchers and seekers, we are happy to report that yes indeed, Minneapolis should be on your shortlist of best convention cities. We’re west of Chicago, east of Las Vegas, just south of the world’s largest freshwater lake and far north of your expectations.

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Conference and Event Lighting: Considerations, Color Schemes & Tips

Point fixture, flip switch, ta-da—Lighting. Hang on, there’s a bit more to the art and science of lights and lighting gear, techniques and design. Let’s begin with some options and definitions:

Key & Fill Lighting — Illuminate the front, from two slightly different directions.

Side Lighting — Add more definition in an unusual way. Strong side light from a single direction can produce dramatic shadows on the floor or walls.

Backlighting — Separates people and things from the background – eliminate it and things recede. Picture your host emerging from a darkened rear stage, stepping into the front lights and picking up her backlight as she steps forward. She literally comes to life.

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Ask the Pros: 7 Event Lighting and Sound Tips to Make Your Event Special

Whether your big event is going to be in a stadium or arena or a hotel ballroom, everybody would love to have the same kinds of sound and lighting as the pros use. But what if you don’t have access to all that big equipment? You can still use some of their tips.

“The impact of your event depends a lot on the talent and creativity of your AV team,” says Mike Rice, production manager here at Heroic Productions.

So, if you want your event to be extra special, he suggests remembering that there shouldn’t be a “standard” setup for sound and lighting. It should always be based on the venue. “You should mix sound in a glass wall ballroom completely differently than in a stadium,” he notes.

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No Filter Needed: How to Add an Instagram Museum to Your Event

Creating an engaging experience that attendees can share on social media platforms is crucial to the success of your event and future attendance. And what better way to invite your attendees to engage with the event than by installing an Instagram museum, where they can snap selfies and post to social media!

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6 Top Convention Cities You Haven’t Considered for Your 2020 Events

top convention citiesLas Vegas is a sure thing (so to speak). Chicago is a favorite. Orlando is magic. And, New York… New York is so good they named it twice.

These are classic convention city favorites, and undeniably, they’ve earned their stripes for good reasons. But what if we ditch the obvious and expected and put a new pin on the map for convention possibilities?

Don’t confine your event to the city limits. Try convening your soiree in a less-than-traditional city. Might we suggest:

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Planning a Gala That Goes From Gala Dulls-ville to Gala Hits-ville

The gala is a staple for fundraising and corporate celebrations. Easy enough, just roll out a few white stage lights, a projector, white tablecloths, a plated dinner, seat guests at the same table all night—and, cue the collective “YAWN.” It’s time to shake your mental Etch-a-Sketch on those ho-hum traditional assumptions and make way for fresh, energized, and memorable.

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Music Harmonized: 8 Considerations When Planning Live Music for Events

Heroic Productions_Live MusicMusic inspires, incites, and indicates a level of thought and care that went into your event. Besides, who doesn’t like music? Or at least good, well-played, produced and curated music.

When you are planning for events, live music can serve as a background, or take center stage, or both. Either way, it’s essential to consider the details. Should it be a band, orchestra, duo, soloist, organ grinder with a monkey, or maybe a drum line? Wait, what genre—jazz, pop, rock, hip hop, cover dance, there are lots of choices. 

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How Gustavus’s Christmas Performance Fosters Student and Alumni Engagement

Here in Minnesota, where choral music traditions are mythic, we are blessed with an abundance of Christmas concert performances. And one of those cherished traditions is Christmas in Christ Chapel at Gustavus Adolphus College.

When you talk to people about Christmas in Christ Chapel, the word you hear most often is joy. Happily, there is a long-standing connection between the Heroic Productions team and Christmas in Christ Chapel, or C in CC as it is known locally. In a way, you might even say Heroic has been there from the start. Continue reading “How Gustavus’s Christmas Performance Fosters Student and Alumni Engagement”

What We Prefer In A Preferred Event Vendor

Heroic Productions_Preferred Event VendorWe know it’s hard to believe, but no, we at Heroic do not do everything. We have trusted cohorts, collaborators, and creative comrades—and yes, we have preferences. Our vendor standards are as high as the standards we hold for ourselves.

Often, the client selects the partners on any given project. In which case, we anxiously and hopefully scan the roster. Sometimes we’re downright giddy, and sometimes we’re not, but we always play nice with others.

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Tour Tips: How to Take Your Corporate Events on the Road

08_07_TakeYourCorporateEvent-1Multi-location corporate events are more popular than ever. But that can really complicate things for event planners because corporate events that are scheduled in series should all have the same look and feel, no matter where you are. So, how can you take your show on the road and do it right?

Here are some tips using Delta Airlines’ retirement event for the 747 fleet. Continue reading “Tour Tips: How to Take Your Corporate Events on the Road”

Tips for Throwing a Kickass Annual Corporate Event

Heroic Productions_Kickass Corporate EventOnce the holidays are over and everyone’s back in the office, you may think your employees are partied-out. But, no! Kicking off the new year with a kickass corporate event is the perfect way to keep the happy holiday spirit rolling as everyone re-focuses on the work at hand. Throw the right event, and you can reinforce their renewed sense of motivation and look forward to a successful business year.

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Our Favorite Venues in Minneapolis MN

Once you’ve decided to hold an event, the first question is, “where”? Over the years, our Heroic Productions crew has worked in just about every event venue in Minneapolis. When it comes to creating a memorable event, having the right venue can make a huge difference.

Your event venue will affect what you can do from a staging and production standpoint. It will also impact other event components like attendee access, load-in time, and production costs. So naturally, some of these locations stand out above the crowd, each for their own unique or practical reasons.

With our expertise and insight, we’ve compiled a list of some of our favorite venues in Minneapolis.

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7 Inspiring Stage Set Design Ideas for Your Next Conference

Even the most experienced conference event planner can sometimes feel stuck when it comes to set stage design ideas that will WOW your audience. It’s important to create something that will impress, but not detract, all while fitting into the venue, supporting your event goals, and staying within your budget.

Conference stage design makes the first impression for all of your attendees. It’s important not to settle into the same old, same old ideas that have been seen at conferences before.

Sometimes, all we need is a little inspiration. So, here are some of the Heroic team’s favorite set stage design ideas that we think will get those creative juices flowing.

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Tips for organizing a successful roadshow event

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!

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The Role of AV in Sponsorship and Brand Activations

Nintendo_Switch_Target_Heroic ProductionsLighting and sound convey emotion, which is why they are such critical elements of any AV plan. Emotions are what memories are made of, so creating an evocative experience makes your event memorable. It’s not surprising, then, that both lighting and sound can play an impactful role in brand and sponsorship activations.

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Using Projector Throw Ratio to Determine Audience Placement Relative to Screen

Ah, the screen. It’s a fundamental element in so many different types of events. It must be large enough and positioned properly for everyone to see projected images clearly, even from the back row. Yet it shouldn’t be so big it dwarfs other stage elements or looms over the audience members down in front. But the screen doesn’t work by itself, it has a companion element – the projector. So where should that go? It’s actually all about math.

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The Latest Technology Trends Going Into 2020

AdobeStock_232185673-1-1Technology is everywhere in our lives, often when we don’t even realize it. We see and feel the effects, or the direct benefits, without considering their source. You certainly cannot produce an event without lights, sound, and video technology! And there are ever-new technology options that make planning your event easier and put spectacular experiences right into the hands of your attendees.

Here are some tech trends already popular with event planners and some you’ll want to consider putting into play as we head into 2020.

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Use AV to Create Emotional Appeal for a Successful Event

08-27-19_Emotional LightingEmotion is all about the senses. No matter the size or purpose of your next event, its emotional appeal is what will draw attendees in, keep them engaged, and give them an experience they won’t soon forget. Yes, your content is the foundation. But the way you highlight it and create an atmosphere around it make all the difference.

The pros do it in movies all the time. We don’t know the people on the screen, but somehow, we’re invested. Sure, there is a script and acting, but lighting plays a huge role in creating an environment that feels real.

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Successful Event Planning: What’s Your Plan for When Disaster Strikes?

successful event planningBad, worse and full-out tragedy. For event planners, “disaster” can range from your speaker being unprepared, to a microphone malfunction, to the Fyre Festival. No one wants to think that something truly disastrous will happen during their event, but the truth is that things do happen. And if you aren’t prepared, the outcome will likely be worse – perhaps catastrophically worse. Planning for the worst usually means you’re better equipped to deal with it if disaster really does strike.

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Augsburg University Scholarship Weekend With Steve Wozniak

Augsburg University

Augsburg University (Minneapolis, Minnesota) hosted their annual Scholarship Weekend with a kickoff event featuring a keynote conversation with Steve Wozniak. Heroic was there to transform their large gymnasium into a visually interesting and easy-to-see-and-hear venue for a full house of attendees. We used a wall of gray drape (gray takes lighting much better than black), plenty of lights, large iMag screens and a couple of well-placed Meyer Sound line-array speaker systems. Take a look at the video!

Theatre Lighting Techniques for Dramatic Stage Lighting At Your Event

Camera! Action! Wait, where are the lights? We often take lighting for granted, but as an event planner, the more you know about the creative side of lighting, the more you can engage your audiences and impress them with memorable experiences.

The best way to add drama with lighting is to take a tip from the theatre. Stage lighting pros are experts at using light to evoke emotions and create a dramatic (or romantic, or we-mean-business) mood. The same goes for big music events because nothing uses more lighting to make an impact than a rock concert!

Here are some stage lighting tips and tricks we regularly use: Continue reading “Theatre Lighting Techniques for Dramatic Stage Lighting At Your Event”

Want Massive Impact at Your Event? Try Storytelling.

event storytellingStorytelling. It’s not just for bedtime anymore. Now it’s all grown up and ready to wow guests at your next event. Telling stories can be a compelling way to massively boost your event’s impact and make it more memorable because it has multi-sensory appeal. Storytelling is the all-inclusive technique to deliver that extra wow factor! Continue reading “Want Massive Impact at Your Event? Try Storytelling.”

Live Stream Events: How to Boost Your Audience Attendance Through Streaming

live stream eventWho doesn’t want a bigger audience for their event? Live streaming lets you take your event state-wide, country-wide, or global. Suddenly, your awesome conference speakers can present to thousands of people without being limited by venue space. In fact, you can spread the live impact of any big event. Or not-so-big event.

Live streaming lives on, too. Besides the live feed, you can post the video on your website, distribute all or parts of it via social media, or email it to key stakeholders to get even more bang for your buck. Hot dog!

Obviously, live streaming can boost your audience, but how can you make the most of that opportunity? We have some tips. Continue reading “Live Stream Events: How to Boost Your Audience Attendance Through Streaming”

WOW Factor at a Zero Waste Event? It Can Be Done!

zero-waste-eventsEvery event planner’s goal is to wow their audience. While you can always do more to impress them, you can also do less. Nothing, to be exact!

Zero Waste events are a big deal these days, for both event hosts and attendees. Announcing “This is a Zero Waste event” is a great way to attract and enthuse the audience, and your event will positively impact the environment, too. But can you get the wow factor you’re looking for in event production and be sustainable at the same time? You bet!

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How to Improve Live Streaming at Your Event and Guarantee a Quality Feed

how to improve live streamingLive streaming has become a very important way to expand the reach of big events. You can include a virtual audience from around the world for a live look-in at a charity event, or open your doors to participants who can’t travel to a conference or company function. That can present extra challenges, though, so In order to provide a flawless experience, you need to know how to improve live streaming.

Why? Because streaming quality not only affects audience enjoyment, it reflects on your brand. Even sketchy transmission can send your content out to more people, but technically excellent streaming will make them feel like they’re right there with you.

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Outside the Box: Creative Ways to Use LED Signage at Your Next Event

led signage

No matter the size or purpose of your gathering, LED signage can vastly enhance your content as well as the features of your venue. For example, you can welcome attendees at the entrance with an LED scenic that creates an atmosphere or LED signage that displays the agenda or map of the venue or promotes the keynote speaker.

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A look back: Super Bowl LIVE 2018

Nicollet Mall in downtown Minneapolis

It was one winter ago that the Heroic crew was braving the Minnesota elements in support of Super Bowl LIVE 2018, on 6 blocks of Nicollet Mall in downtown Minneapolis. As one of only two local vendors chosen to handle production for this huge event, we were proud to provide dynamic lighting throughout the entire site, on top of the IDS Center, and on the Verizon UP Stage, where local and national entertainment performed every evening of the 10-day run, regardless of weather conditions. Acts included Idina Menzel, Sheila E, Morris Day & the Time, Prince’s band – The Revolution, Jimmy Jam & Terry Lewis, The Jets, Ispo Facto, Vocal Essence, The Jayhawks, Dessa and many more.

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LIVE-STREAMING Christmas in Christ Chapel at Gustavus

Gustavus Adolphus College

Heroic Productions was back again at Gustavus Adolphus College in St. Peter, MN supporting their 2018 production of Christmas In Christ Chapel. This annual event has been a campus and community tradition since 1973, with Heroic’s involvement having grown from simple lighting support to the current multi-camera live web broadcast and recording for broadcast on national Public TV stations. The five sold-out performances feature the talents of more than 300 students, faculty and staff, with music, dance, spoken word and the visual arts bringing this performance to life. The AV needs have evolved to require massive amounts of colorful dynamic lighting, multiple wireless microphones for soloists, and 8 video cameras for the web live stream.

In addition to a 2019 Telly Award, Heroic has also garnered a Hermes Creative Award 3 years in the running, for its production of the live stream broadcast.

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Heroic Lights Super Bowl LIVE 2018

Nicollet Mall in downtown Minneapolis

We were elated to be one of just two local AV companies to be selected by the producers of Super Bowl LIVE 2018. As the designated lighting contractors, we were tasked with lighting six entire blocks of Nicollet Mall in downtown Minneapolis, the top of the IDS Center, and the popular Verizon UP Stage.

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Home For Life Gala With Guest Jane Goodall

International Market Square, Minneapolis

Recently, Heroic was honored to work with “Home For Life,” providing lights (incredible gobo effects!), sound reinforcement and HD projection for their Spring Gala fundraising event at International Market Square in Minneapolis. Famed researcher Jane Goodall was guest speaker at the event and raised much-needed funds for the Star Prairie, Wisconsin animal sanctuary “for cats and dogs who have been unable to find adoptive homes.”

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Delta Airlines’ B747 Farewell Tour

Detroit / Seattle / Atlanta / Minneapolis

Logistics. Planning. And more planning. That’s what it took to pull off this before-Christmas whirlwind-around-the-country, 4 cities (Detroit / Seattle / Atlanta / Minneapolis) in 4-days farewell tour for Delta’s B747-400 airplanes. We supported BI Worldwide by providing the lights, audio and video/projection (notice the large projection screen in the shape of a tail fin!) for the hangar parties. How did we do it? It took two crews and two sets of gear, leap-frogging one another across the country, to pull it off. Some of our crew even had the exciting privilege of riding on the final leg of the tour! It was an honor to be a part of this historic event.

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Heroic Wins Award for Live Webcast

Gustavus Adolphus College

We’re proud to announce that we were awarded a 2017 Hermes Gold Award in the category of Streaming Video, for our live web-stream production of 2016 Christmas in Christ Chapel at Gustavus Adolphus College. This live broadcast via the internet allowed thousands of friends and alumni of Gustavus from all around the world, to view the event as it happened.

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X Games Party – Maxim & Indian Motorcycles

Aria, Minneapolis

Maxim Magazine and Indian Motorcycles threw an exclusive “by invitation only” party at Aria during a recent edition of the X Games here in Minneapolis, and Heroic was there with over-the-top lighting and audio. We’ve put together a fun, time-lapse video of the set up and included images of some of the incredible motorcycles that were also on display at the party. What a night!

Heroic Supports Nobel Conference 54

Heroic Productions returned to Gustavus Adolphus College in St. Peter, MN for Nobel Conference 54. For this annual prestigious event, the Lund Arena ice rink is transformed into a lecture setting for several thousand attendees, and it’s our job to help make sure the message is seen, heard and remembered by all in attendance. We do that with fabulous scenic, crisp audio and video, and creative lighting. A rock-solid video feed is provided for a live web-stream (also recorded for viewing on YouTube) of all the presenters so that people unable to attend have front-row seats for the lectures.

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Live Web-Broadcast from Gustavus

Gustavus Adolphus College

For the third consecutive year, Heroic produced the live web- broadcast of Gustavus Adolphus College’s Christmas In Christ Chapel. The hard work and talents of over 350 students as well as faculty and staff, creates a high performance standard. Heroic met that standard with intense planning and logistics, scores of lights, thousands of feet of cable, multiple channels of audio and our large staff of talented AV professionals. Watch the entire program or click HERE for some behind-the-scenes video.

2019 MN ILEA Star Awards

2019 MN ILEA Star Awards

The 15th annual MN ILEA Star Awards highlighted the incredible work of this year’s Star Award nominees and showcased the best and brightest in MInnesota’s event world. 2019’s reception/awards and after-party were held at the Renaissance Minneapolis Hotel – The Depot.

As a Platinum Production Sponsor, our intent was to deliver an “over-the-top” AV experience, and everyone at Heroic jumped in to make that happen. With thematic, mood-setting lighting, dynamic LED scenic banners, an LED wall, and an LED podium (all from our ContentCanvas™ family), and crisp-clean audio, attendee response indicated mission accomplished!

For us, the highlight of the evening was being presented with an ILEA Star Award for “Best Technical Production” for our work at 2018 Super Bowl LIVE on Nicollet Mall in Minneapolis. (All awards were judged by independent ILEA chapters from outside Minnesota.) Congratulations to everyone involved in the planning and execution of Star Awards. It was truly an awesome event for all that attended!

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What Factors Drive Costs for Top Audio Visual Companies?

top audio visual companiesHave 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. Continue reading “What Factors Drive Costs for Top Audio Visual Companies?”

Gala Tips and Takeaways from the Minnesota Star Awards

minnesota star awardsWe 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.  Continue reading “Gala Tips and Takeaways from the Minnesota Star Awards”

Day of Event Checklist: What You Need For Any Sized Event

Day-Of-Event-ChecklistWhen 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.

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14 Fundraising Gala and Event Themes Attendees Will Love

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. Continue reading “14 Fundraising Gala and Event Themes Attendees Will Love”

Event Management Skills: 6 Tips to Remember When Things Go Wrong

event management skillsThere’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?  Continue reading “Event Management Skills: 6 Tips to Remember When Things Go Wrong”

What to Know When Working With a Union Venue

union venueAs 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.

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Heroic Production’s Super Bowl Live Earns Star Award for Best Technical Production

heroic productions earns star awardJust over a year after providing technical support for Super Bowl LIVE in Minneapolis, we were honored to accept the Star Award for Best Technical Production from the International Live Events Association — Minneapolis-St. Paul Chapter for the big event.

“Anyone who owns their own business knows you only receive these awards if the entire team contributes. Team Heroic is unbelievably good and made this award possible. I accept it on their behalf” – Jon Young

Don’t know what the Minnesota Star Awards are? Here’s a little information about the award and a recap of our experience at Super Bowl LIVE. Continue reading “Heroic Production’s Super Bowl Live Earns Star Award for Best Technical Production”

Everything You Need to Know About Cue-To-Cue

You know your talent needs to rehearse before the event goes live, but did you know that your AV team also needs to rehearse? We, in the AV industry, call it cue-to-cue. In the same way that performers and presenters need to practice, your AV team wants to be sure that all the lights, sound, visuals — and, yes, the talent — are poised to do their thing at exactly the right time.

After all, your AV team wants your show flow — the end-to-end production — to be flawless. And they know you do, too.

Continue reading “Everything You Need to Know About Cue-To-Cue”

Fundraising Tips: How to Get The Most From Your Silent Auction

silent auction tipsIf 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.

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Impressive Event Swag Ideas to Keep Your Business Top of Mind

swag ideas 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:

Small Event Tips: What You Need to Plan a Small Event

how to plan a small eventIf 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.

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Event Management Tips: 6 Ways to Reduce Stress While Planning an Event

event management tipsLooking for some event management tips to help reduce stress? You’ve come to the right place. Being an event planner sounds like nothing but fun to those who don’t have to do the job. But you know it takes a lot of creativity and careful choreography to pull things off flawlessly. And that, of course, is stressful.

You’re responsible for managing vendors, presenters, performers, caterers, contracts, marketing, and all those tiny details that go into planning an event. You’re good at that, but you need to get good at managing your stress, too. So, here are some event management tips that are guaranteed to help: Continue reading “Event Management Tips: 6 Ways to Reduce Stress While Planning an Event”

7 Websites That Make Finding an Event Space Easy

event spaceUsing new or unusual venues keeps events interesting and engaging. But finding the perfect event space can be time-consuming. It has to be the right choice, otherwise, your event could flop or execution could become a major headache. Thankfully, there are websites you can consult to simplify your selection process.

Here are some of the best websites we’ve found that make finding an event space easier. While some of them are global in reach, others focus on the U.S. Many even allow you to contact the venue or submit requests for proposal (RFPs) directly from the site.  Continue reading “7 Websites That Make Finding an Event Space Easy”

How Syncing Projection Mapping to Music can Enhance Your Event

Projection mapping is a great way for entertainers or speakers to engage with their audience. But have you thought of combining sight and sound by syncing projection mapping to music? We can do that. Talk about creating a cohesive and eye-catching AV element!  Your event is sure to be the talk of the town.

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What the Numbers Say About Your Event’s Audience Engagement

event-audience engagementCreating an engaging event for your attendees is top of mind as you’re planning the event. But how do you know if you succeeded? Can you actually measure audience engagement — and, if so, how?

You can look around as your event unfolds to see how people are reacting (and you should), but that’s pretty vague and doesn’t necessarily give you an accurate picture. You need reliable data. Details. Ideally, you need to measure attendee response to every aspect of your event — not only the content but the ambiance, the food, the venue, even the back-end processes such as sign-up. Sure, people came to your event, but were they engaged? Continue reading “What the Numbers Say About Your Event’s Audience Engagement”

Beyond Your Logo: 5 Classy Ways to Brand an Event

branding ideasBranding your event is really important for business, but attendees don’t want to see your logo and brand colors plastered all over the venue. Too much, and it all becomes “background music,” losing its visual impact. Besides, your brand is more than your logo and colors anyway — it’s the total perception people have of the company, whether they’re employees, customers, or event guests.

So, what are some branding ideas that will draw positive, memorable attention? You want buzz, not zzzzzzzzzz. So think beyond the same-old-same-old. Continue reading “Beyond Your Logo: 5 Classy Ways to Brand an Event”

Cue the Music: Best Way to Set the Mood at Your Event

mood music

Music has a strong correlation to memories and mood. Whether you choose a DJ or live musical entertainment for your event, make sure their playlist and their style match the atmosphere you want to create. If you succeed, attendees may remember your event for years to come every time they hear a certain song or listen to a specific band. That’s the power of mood music.

Successful mood music is no afterthought. There are a number of factors that you’ll want to consider before making any musical decisions, and you’ll want to get busy with that as soon as you start planning your event. Not only is music integral to your entire event experience, the best DJs and bands often book up far in advance.

Here are four key elements you’ll want to think about: Continue reading “Cue the Music: Best Way to Set the Mood at Your Event”

7 Loading Dock Questions to Ask Your Venue

loading dockA large event requires coordination among several vendors, many of whom will need to use the loading dock to get equipment in and out of your event. Most venues have rules and restrictions for using their loading docks. As an event planner, it’s important to know those rules so you can communicate them to your vendors.

Here are some loading dock questions you should ask your venue. Do this as soon as possible because everyone (including you) will have to plan ahead to ensure loading dock activities run efficiently and safely.

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An AV Experience: What We Learned from Super Bowl LIVE

super bowl liveThe opportunity to work on Super Bowl LIVE festivities doesn’t happen very often for Minnesota vendors. In fact, the last time we hosted The Big Game was in 1992, when the Washington Redskins defeated the Buffalo Bills 37–24 at Hubert H. Humphrey Metrodome. When The Big Game came to U.S. Bank Stadium last year, we were honored to have a seat at the table by being chosen as the lighting provider for all of Super Bowl LIVE 2018.

Super Bowl LIVE was hands-down the largest event we’ve participated in to date, and it challenged us in ways we’ve never experienced before. We learned a number of great lessons from our AV experience at Super Bowl LIVE that we wanted to share with others in the event production world. Before we jump into the lessons we learned, it’s important that we lay out the details of this large-scale event. Continue reading “An AV Experience: What We Learned from Super Bowl LIVE”

6 Ways to Get Out of Your Event Design Rut

event designIt’s every event planners goal to make things go as smoothly as possible at your event. So it’s easy to follow a tried-and-true formula of branded colors, logos, and speeches from the CEO — no surprises there! But, think about it from your audience’s point of view. No one wants to attend the same event over and over again. So, if you’re focusing on efficiency instead of your attendees, it’s time for a change!

Here are six ways you can get out of your event design rut, freshen it up, and reignite excitement. Continue reading “6 Ways to Get Out of Your Event Design Rut”

Event Personalization: How Technology is the Key to a Memorable Event

Event PersonalizationNowadays, providing a customized experience is a common goal for retailers, entertainers, and event planners. The more personalized an event feels to your attendees, the bigger impact it has. It will be more engaging, more memorable, and more shareable. To make that happen, you’ll need one essential tool — technology — because it takes tech-driven data to customize.

Technology comes in many forms, so there are many ways you can use tech tools to enable event personalization.

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Event Production 101: What it Takes to Pull Off a Large Event

Large Event ProductionA lot of work goes into hosting a great event no matter what size it is, but larger events require bigger venues and more of everything. And more almost always means more complicated, especially when you’re talking about audio-visual requirements. So, what goes into AV setup for a large-scale event?

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Best Event Management Software for 2019

Event-ManagementProducing a large event is a lot of work. Heck, even a smallish event can have a lot of moving parts, and they all have to come together just-so. Why not make your job a little easier by investing in quality event management software? Technology can help you save time, avoid overlooking important details, watch your budget, and give your attendees the best possible experience. All with less worry and stress.

Here are some of the best software options to try in 2019, along with some tips to pick the best one for you.

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Event Setup: 3 Tips for a Quick, Stress-Free Load In and Load Out

Loading DockIf you’re planning an event for your business or organization, load in and load out may not be the first thing that comes to mind. It may not be “your job,” but a smooth load in and load out process can make all the difference for your event. So it is up to you, as the planner, to do everything you can to ensure event setup goes well. Continue reading “Event Setup: 3 Tips for a Quick, Stress-Free Load In and Load Out”

A Crash Course on AV For Event Planners

av eventsIf you’re an event planner, every one of your projects incorporates audio visual elements in some way. Your needs might be quite simple, or they could be fantastically complex. You don’t have to be an AV expert (that’s what the pros are for!), but a basic understanding of the sound and lighting terminology and how to work with your AV team will help make each of your AV events flawless.

With that in mind, we’ve put together this crash course on AV. We hope it helps!

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10 Must-Use Promotional Strategies for Your Large-Scale Event

how to promote an eventYou want people to attend your event, yes? Then don’t get so caught up in planning the experience itself that you forget to promote it! When considering how to promote an event, the more avenues you can tap into, the better — as long as they’re relevant, of course. So, go ahead and use traditional options such as posters and press releases, but be creative, too. Especially when it comes to digital promotion.

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Virtual Attendance: How to Engage With Your Online Guests at an Event

virtual eventsFor every event, there is a maximum capacity, but that doesn’t mean you can’t have virtual attendees. More and more events are providing ways to participate from anywhere. But how can you engage with your online guests and make them feel part of the crowd, rather than an outsider looking in?

It takes some extra planning and the right equipment, but it can be well worth the effort. (And, PS, you can also earn more revenue to help cover the costs.) So, let’s take a closer look.

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Going Once, Going Twice: Tips for Conducting a Charity Auction

AdobeStock_142288278 [Converted]If you’ve ever been to a fundraising event, you likely cruised the silent auction tables and watched (perhaps in amazement) as an autographed football jersey sold for $500 in the live auction. Auctions are one of the most fun and profitable ways for organizations to raise money. But a charity auction is also a lot of work.

Whether your event will feature a silent auction, live auction, or both, you’ll need careful planning and savvy strategy to bring in top dollar. In addition to auction item donors, recruit sponsors to help cover event costs because, ultimately, “top dollar” really means net income.

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Event Planning 101: 4 AV Fees You Should Know

AV FeesNo matter how great your audience finds your event, it cannot be deemed a success if you blow out your budget. So, as you’re searching for an AV partner and set-up that won’t break the bank, remember to ask about additional fees. You may not think you need to pay for extra cables, a scissor lift, or lunch for the crew, but you do. Or you might. Don’t get caught off guard by overlooking these details.

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A Host with the Most: How to Pick an Enthusiastic Event Emcee

event emceeWhether you want an emcee that tugs at heartstrings, cracks jokes, poses for a selfie that later goes viral or all of the above, it’s important to pick the right person for your type of event. After all, your event emcee can quickly engage or disengage your attendees. So, choose someone who is appropriately enthusiastic, friendly, and quick-witted.

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#EventOfTheYear: How to Create a Socially Shareable Event

You want to attract the largest possible audience to your event. After all, you plan to deliver some truly impressive event experiences. But not everyone can attend. So, how can you take those experiences to non-attendees? Through social media, of course! By creating shareable moments throughout your event, you can reach a larger crowd than is physically possible and inspire even greater participation next time.

Fear of Missing Out (FOMO) is one of the strongest motivators ever. A socially shareable event plays on that worrisome FOMO, by building pre-function anticipation. Your event is all the buzz — clearly, it is a must-attend. Sharing also eases FOMO by enabling non-attendees to benefit vicariously.

A socially shareable event allows you to take the experience to those who cannot attend, and to bring them in as participants. And if you’re thinking social sharing is only for millennials, think again. No matter your type of content or target audience, you can bet your people are using social media.

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Captivating Your Audience: How to Find Engaging Conference Keynote Speakers

conference keynote speakersYou can plan fun breaks, great food, and live-wire after-hours entertainment, but if your conference keynote speakers aren’t absolutely terrific, your attendees will leave feeling short-changed. Speakers should be informative, of course. But they should also be so captivating and engaging, your audience won’t believe the time went so fast. More! More!

How can you find stand-out speakers like that for your next gathering? Here are some things to keep in mind. Continue reading “Captivating Your Audience: How to Find Engaging Conference Keynote Speakers”

Event Staff: Hiring Tips to Ensure Your Event Runs Smoothly

event staffCreating an extraordinary experience for attendees is your goal for any event, and event staff plays a big part in that. So, once you’ve planned your event, you need to hire the right people to run it. Sometimes, a hotel or conference center will have their own personnel for coat check, food and beverage, etc., leaving you to fill only a few jobs. Other events, however, require an entire staff. And not just anyone — you want experienced professionals who understand your goal and how to bring it to life.

No matter what positions you’re hiring, here are five tips to make sure your event goes off without a hitch.

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How to Create an Event That Appeals to All 5 Senses

create an eventImagine an event without music, visuals, or food and drink. It doesn’t sound very captivating, does it? That’s because events are better — not only more captivating but more memorable — when they appeal to all your senses.

Skip a sense, and you’ve omitted 20% of the way attendees experience your event. That won’t do these days when attendees expect an immersive experience. But fear not. There are ways to turn virtually any event into a multi-sensory wonderland. No deprivation, no overload. Everything just right.

Sight and sound are no-brainers. Every event includes things for people to see and hear. (And we’ll assume you plan to work closely with your AV pros to ensure every audiovisual aspect of your event is flawlessly presented.) But why stop with the obvious? Here are some ways to create an event that appeals to the senses.

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How to Use Interactive Touchscreens to Enhance Your Event

Interactive Touchscreens

Interactive touchscreens are gaining traction in the event world, and for good reason. They are versatile, functional, and just plain fun. You can use them to enhance your event and inspire audience engagement, to provide a more sensory, immersive experience. How? That depends on the type and size of your event.

Here are some examples of ways to use interactive touchscreens at your next event.

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Front vs. Rear Projection: Which is Best for My Event?

Video is key for any event whether you’re enticing attendees with an introduction video or live streaming to remote locations. But if you plan to use video at your next event, you must decide whether to use front or rear projection.

Simply put, front projection reflects light off of a screen whereas rear projection diffuses light through the screen. They cost about the same and take similar time and effort to load in and load out. So, what makes one better for an event than another? Here are several factors to consider.

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How to Format an Event Video for a Large LED Screen

Video has become a common feature in many successful and engaging events, and most of these videos are displayed on an LED screen. But, if your formatting is off, your display may fail to fill the screen, or it will look squished, stretched, or worse. No one wants that! To ensure your event video has maximum impact, here are some tips on formatting for a large LED screen.

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Why Venue Capacity is About More Than Body Count

Venue CapacityYou’re planning an event for 500 people. You find the perfect venue that claims to comfortably seat 550. Perfect! Except you didn’t account for the stage, soundboard, sign-in table, photo booth, buffet, or bar. Oops! You quickly learn — the hard way — that venue capacity is about more than just body count.

Besides, just because the fire marshal assigns a capacity figure to a venue, doesn’t mean you want to fill it to the max. There is a lot to be said for comfort, too. Feeling crammed into a space isn’t conducive to relaxation, learning, or enjoyment. Here’s why it’s important to pay close attention to venue capacity for your event.

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Top Factors When Choosing Corporate Event Locations

corporate event locationsYou have a large corporate event coming up and you need to find a location that works for everyone. Do you want to be close to the office for convenience or further away for a retreat feel? And just as important, if you have entertainment or a big speaker planned, how will the venue work for your show? Here are some key factors to consider when looking for an event location.

Your goals

Every event has a purpose, whether it’s training, entertainment, a major announcement, or something else. You can be creative when it comes to corporate event locations (and your attendees will probably thank you for that), but the venue you choose must be conducive to your overall goals. Remember that workarounds, whether for audio-visual or any other set-up, will cost more and may not deliver quite the experience you envision.

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5 Tips for Managing Your Event Planning Team

event planning teamIt takes an entire team of dedicated individuals to create a large-scale event that draws big crowds and goes off without a hitch. But with a lot of people working on one event, it can be a bit chaotic if you don’t know how to manage them well, so delegation and communication are just as important here as they are with any other aspect of your business.

Having a “dream team” to help plan and run your event not only makes everything go off more smoothly, it brings a lot more brainpower and varied perspectives to the project. That can elevate the entire experience – for you and for your attendees.

Here are some of our top tips for managing your event planning team from day one. Continue reading “5 Tips for Managing Your Event Planning Team”

Eco-Friendly Event Planning: 8 Ways to Host a Sustainable Event

ways to host a sustainable eventSustainable living keeps getting more and more popular with many people, whether that’s opting for reusable shopping bags, organic cotton clothes, LED light bulbs, or composting food scraps. So, it’s no surprise that making events eco-friendly is becoming more and more popular, too. Doing your part to conserve our natural resources can boost your event’s appeal and give attendees more ways to engage while they’re there.

If you’re not yet an old hand at the Three R’s – reuse, reduce, recycle – don’t worry. There are lots of easy ways to started, and every step you take makes a difference.

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11 Memorable Event Entrance Ideas with a Wow-Factor

We all know how important first impressions are. Your event entrance is your guests’ first impression of what’s to come. It sets the tone, so you want it to engage, excite, and fill them with anticipation. You want to wow ’em.

You can do that in big and small ways, limited only by your imagination and budget. The secret is to make it a multi-sensory experience to trigger maximum engagement. Here are some of our favorite ideas to get your creative juices flowing:

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10 Best Ways to Use a Large LED Screen for Your Event

LED screens are a great way to liven up your event. Sure, you could use projectors and screens, but the advantages are that screens created from LED panels are brighter (think daylight and outside use) and easier to see in rooms with ambient light issues. They can be assembled at almost any size and screen ratio, and don’t require the extra space and positioning concerns of a projector.

You can use them as a backdrop for your stage, to display social media posts with your event’s hashtag, or live stream the main presenters from a different location. But that’s just the beginning. Indoors or out, LED screens can transform your next big event in other unexpected and memorable ways.

10 Ways to Use LED Screens at Your Next Event

  1. Giant LED screens can display wall-size murals that transport attendees to an entirely different environment. They can also display sponsor logos, your event’s branded visuals, or the message of the day.
  2. You can display virtually anything on an LED screen, so let your imagination take over here. (But keep it relevant, so every little detail reinforces your event’s branding.) Think: dimensional effects, live conferencing from multiple locations, or action situated in front of a chroma-key screen.
  3. Some events such as music concerts and sports events require huge venues that accommodate very large audiences. Crowds build excitement, but it’s virtually impossible for most people to actually see the action on the field or the performers on-stage. Unless you use LED screens. Live-streaming your event onto strategically placed screens ensures no one misses a beat. Or a play.
  4. Overly popular speaker at your upcoming conference? No bigger room available? No problem, just live-stream the presentation onto one or more LED screens in another space, and no one will miss out.
  5. LED screens can keep arriving attendees entertained (or informed) before the official action gets underway. And if there’s an unexpected delay, the audience won’t get restive. They may not even notice. Use video that promotes speakers or performers, hits on the latest trends in your industry, or offers sightseeing tips for the city where your venue is located.
  6. Use an LED screen to display a continuous montage of stills or video clips from your year as a corporation. The same idea applies to political or cause-related events.
  7. People love to see themselves on camera, so project audience “sweeps” onto the big screen. Sporting events do this all the time, but you can do the same thing using a hand-held camera at your festival or conference.
  8. Even better, instead of just showing a sea of faces, get them talking. Before your event, do some on-camera interviews with attendees — what do they expect, why are they there, etc. — then show those clips during the event. Conduct “man on the street” live interviews in the hallways during your conference (or around the grounds at your festival) — what did they think of that last talk or performer, what’s their favorite part so far?
  9. Aside from projecting sponsor logos, LED screens are ideal for displaying ads or even full-length commercials or other branded material. Your audience will learn more about your event’s key funders, and your sponsors will love, love, love the greater exposure. Where can they re-up for next year?
  10. Use LED screens to deliver messages to conference attendees — scheduling reminders, updates, etc. Or set up one or more screens to serve as social media hubs. Encourage attendees to post comments and visuals using your event’s hashtag, then display those postings for all to see.

As an event organizer, you want to wow attendees, whether you’re producing a one-off concert, an annual conference, or special festival. LED screens are so versatile, they can give your guests a more engaging, immersive experience and leave them wanting more.

How to Avoid Audio Feedback and Other Sound Issues at Your Event

Nothing is worse than starting your event off with a bunch of ear-piercing shrieks coming from your speakers. Or no audio at all. Although sound glitches are common, they don’t have to be. Audio feedback and numerous other annoying problems can easily be avoided or quickly fixed.

Whether you’re working with a professional AV team or not, it behooves you as an event planner to know basic preventive measures. Here are some tips, straight from the pros, to help you treat your audience to crisp, clear sound instead of a cacophony of weird, unpleasant noises.

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Projection Mapping: How to Add Dimensional Variance to Your Event

Projection MappingIf you’re looking for a new way to amaze and impress attendees and indelibly brand your next event, projection mapping might just be the ideal solution. Instead of projecting a simple image to a screen, wall or building, you could use projection mapping to create an entire 3D “atmosphere” or make static objects appear to be moving. (If you’ve never seen examples of projection mapping, you’re in for a treat! Here are links to a large-scale mapping project, and a fun, smaller project.)

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Special Event Tips: 11 Things to Look for in Your Venue Contract

things to look for in your venue contractDon’t sign that venue contract! At least, not until you’ve read it and are sure you understand what it says… and what it doesn’t say. Once you sign, you’ve agreed to those details. So, does the contract cover everything you want and need — without sneaking in anything you don’t need or want? Is the language clear? Ambiguity can work against you if something goes wrong.

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There’s an App for That: 7 Ways Conference Apps Can Enhance Your Event

Stock Image for 9/4 Blog (Event Apps)Nowadays, there’s an app for just about everything — even your large-scale events. Whether it’s Pathable for conferences, Attendify for networking events, DoubleDutch for consumer events, CrowdCompass for engaging event participants, or FestApp by Aloompa for festivals, conference apps can help attendees fully experience your event with the help of their phone or tablet. But how? And which app should you choose for your event?

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Event Design: How Branded Visuals Can Take Your Event to the Next Level

branded visualsCreating an event that stands out from anything your guests attended before is top of mind for any quality event planner. While there are many facets to event design, visuals may be the most important. But not just any visuals.

Visuals create instant impact — that all-important first impression. Branded visuals take your event to the next level — reminding attendees who is responsible for this magnificent event! And they do so in an engaging way.

Here are some types and examples of branded visuals and which ones work best for your event.

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4 Tips for Building an All-Star Event Team

event teamDon’t you just love it when you get to work with the best people ever? Creating and executing a large-scale event requires teamwork. But not just any team. It takes the right people, working as one, to produce an event that runs smoothly and makes a lasting impact on attendees.

The more skills and creativity you bring to the planning process, the more interesting and marvelous your event will be. Here are some tips to build your all-star event team.

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Hiring Vendors: A Comprehensive Breakdown of AV Quotes

08_23_AVQuote_REVAs a new event planner, you had to learn how to read a venue contract in order to book your hotel, expo center, etc. You learned (perhaps the hard way) where the phrase “the devil is in the details” came from. The same applies to AV quotes. If you can’t understand the lingo, your event could get off to a less-than-stellar start.

So, what should you expect from your AV quote? How do you avoid surprises? And can you negotiate your quote? Here’s a comprehensive breakdown of AV quotes to help answer those questions.

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Fog Effect: How Smoke Machines and Hazers can Enhance Your Event

Looking to add a little “atmosphere” to your event? Perhaps some smoke, haze, or fog? Smoke machines and hazers are popular for large-scale events because you can create a cool look that permeates your room or generates special lighting effects.

Here are some ways these machines can enhance your event.

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Ask the Pros: Everything You Need to Know About Event Rigging

If you’ve ever attended a live concert, chances are you noticed the stellar light show dancing on the walls, ceiling, and over the faces of the people in the crowd. Those lights add so much visual appeal to the show and they’re crucial to illuminating the singer, but without rigging, a light show of that size couldn’t happen.

Not familiar with rigging? Here’s everything you need to know.

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Acoustics and Rigging: How Important is My Venue’s Ceiling Height?

When you’re checking out venues for your next event, look up. Why? Because ceiling height matters, too.

You may be a pro at examining the room’s layout, walls, even the floor — mentally picturing how you might arrange the room. But are you forgetting the ceiling? Believe it or not, your venue’s ceiling height has a big impact on both the acoustics and rigging for your event.

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Tech Team Roles: 11 Important People in Your Planning Process

tech team roles

When you work with an audio visual team, it can be supremely helpful to know who does what. The more complex your production, the larger your tech team will be, but many of the key roles remain pretty much the same. Don’t worry if you don’t know every individual and their job, they will still do the same amazing work they always do. But the more you understand specific behind-the-scene roles before and during your event, the smarter and more creative you can be in planning and executing something truly memorable.

Here are some common job titles in the AV industry and their responsibilities.  Continue reading “Tech Team Roles: 11 Important People in Your Planning Process”

Testing 1, 2, 3: Event Timing for Your Audio Team

event timing for your audio teamTiming is everything. We hear that often, but when it comes to producing an event, this expression really says it all. Event planners always create a detailed production schedule leading up to the big day, so nothing is overlooked. It’s just as important to have a game plan when you go live, because event timing is crucial if you want everything to go off like clockwork.

The more information your AV folks have in advance, the better job they can do advising you on how to create an experience that’s flawlessly functional and impressively impactful. Sound is just one part of that, but it is fundamental. And it has to blend beautifully with visuals, staging, lighting, and any special effects you have planned.

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Political Event Planning 101: How to Organize a Rally

It’s campaign season. And what better way to launch a campaign than by hosting a rally? A rally can be appropriate for any campaign whether you’re running for a position on the school board, for governor, or if you’re promoting a ballot measure.

Here are some tips on how to organize a rally.

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Audio Considerations for Your Next Event [VIDEO]

When putting together an event, audio may be one of the last things you consider. You just plug in a mic and go, right? Wrong! Audio requires careful attention to detail and forethought like so many other aspects of event planning. Let us walk you through just a few of the basics of audio.

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5 Event Planning Tips to Create Cohesive Multi-Site Events

Heroic Productions_Event Planning Tips_Create Cohesive Multi-site EventsHosting an event no longer means you have to be limited to one location. You can take advantage of technology to increase attendance and create a more inclusive event. And you can do it without sacrificing the sense of “being there” that sparks attendee engagement. Here are some event planning tips that will open new doors for those looking to produce meaningful, memorable programs.

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8 Event Safety Tips to Keep Production Staff and Crew Safe

Heroic Productions_Event Safety TipsStructural staging for events almost seems to materialize right before your eyes. It’s impressive. But most non-AV folks don’t think about what it takes to set up and tear down, or how critical event safety is during those processes. Equipment can be massive, and it’s fragile. So are human bodies. Rigging all that heavy equipment can be dangerous if you don’t take proper safety precautions.

No one wants injuries, whether minor or catastrophic. Following these tips will help ensure your event production staff and crew stay safe during setup and teardown.

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Event Staging: 11 Tips for the Best Stage Setup

If your event includes a presentation or performers, your stage should be the focal point of the room. But where should it go? The front of the room may seem obvious, but is that the best location? If people can’t comfortably see the action, your event will be a bust. These tips will help you determine the best event staging for your space.

Hint: Get your AV team involved in planning right from the beginning. That way, you can avoid overlooking vital details and get the best show on earth (or at least on your stage) for your budget.

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Lighting Considerations for Your Next Event [VIDEO]

Lighting during an event plays a much bigger role than most people realize. When done right, lighting seamlessly creates a mood and enhances the theme of the event. But if you have never worked with lighting before, there are a few things you should know that will impact how it will affect the feel of your event. In this video, Heroic’s Jon and Steve talk through some key information to consider when choosing what type of lighting should be used at your next event.

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Digital Projectors, LCD Screens, or LED Panels: Which is Right for my Event?

Heroic Productions_Digital Projectors LED Panels LCD Screens

Whether you’re organizing a rock concert, a conference, or a family fun run, digital displays can help you create the right atmosphere and relay important information during large-scale events. But with a wide variety of display options available such as:

  • digital projectors
  • LED panels
  • LCD screens

You want to make sure you’re choosing the right technology for your needs.

The display best suited for your event typically comes down to lighting, audience size, and the other staging elements available. Use this blog to choose the digital display that will make the most significant impact at your next event.

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Event Planning 101: First Steps to Hosting a Successful Event

Heroic Productions_Event Planning 101If you’ve never hosted a big event before, it can feel overwhelming. There are a lot of tasks to complete and people to manage. But don’t worry, you’ll be fine. The key to creating a stellar event is to take it one step at a time. You can’t do everything all at once, so the first rule of event planning 101 is: start with the foundation.
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Elicit an Encore: Backline Considerations for Live Music at Your Next Event [VIDEO]

Nothing brings an event to life better than live music. But if you have never worked with musicians before, there are a few things you should know that will impact how well the live entertainment performs during your event. From two guys who have lived the musician’s life themselves, Heroic’s Jon and Steve talk through some key information to consider when planning to include a musical performance at your next event in this video.
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Weather Permitting: Special Considerations for Planning Outdoor Events

Heroic Productions_Planning Outdoor EventsFestivals and other outdoor events have maximum appeal as long as the weather cooperates. But, what if it doesn’t? No matter how “reliable” the date you’ve chosen for your event, you have to be prepared for inclement weather. It can be a small annoyance, or it can cancel the whole event.

It’s hard for attendees to enjoy themselves if they’re soaking wet or roasting under a way-too-hot sun. You can put up extra tents or hand out sponsor-branded plastic ponchos or paper parasols. But what about protecting rigging and equipment? Hosting an outdoor event requires special considerations to ensure everything is secure, protected, and functional under adverse conditions.

Safety is the number one concern at outdoor events, and weather can play an unwanted role at any time. Here are some key issues to think about and prepare for: Continue reading “Weather Permitting: Special Considerations for Planning Outdoor Events”

Union or Non-Union Venue: What to Know Before Hiring Event Pros

There may come a time when you plan a large-scale event at a venue that requires union labor. In this instance, it’s crucial that you work with an audiovisual company that understands what it means to work with a union house. One who knows how to provide the services you need while making sure union members also get what they need. Here are some tips to ensure all runs smoothly in situations like this.

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Considerations for Video at Your Next Event [VIDEO]

Incorporating video in your event is a great way to engage the audience and better showcase what is happening on stage. However, it’s not as easy as simply setting up a video camera and letting it roll. Video is a common AV challenge we frequently see in the industry. It would help if you considered several things, from screens and sightlines to the ambient lighting of the room. In this video, Jon and Steve will break down some key components to consider when adding video to your next event.

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How to Host Hybrid or Virtual Events for Multi-City Involvement

Heroic Productions_Hybrid or Virtual EventThanks to evolving technology, you can host an event that attracts audience members who aren’t even on-site. Virtual events and hybrids that serve both in-person and remote attendees are a hot commodity these days, and growing fast in popularity. Why not? Everybody’s a winner if you do it right.

Hybrid and virtual events allow you and your sponsors to deliver your messages to more people, on a local, national or even global level.

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6 Must-Know Tips About Live Streaming Events

Heroic Productions_Live Streaming TipsToday, you can live stream just about anything — from a fundraiser, birthday party, or vacation to a cooking lesson, wedding proposal, or corporate event. It’s an excellent way for those who cannot attend in person to enjoy the experience in real-time. For companies hosting corporate events and concerts, it’s a great marketing tool, as well. That is if you do it right. And do it well.

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10 Ways Interactive Technology Can Bring Your Event to Life

Heroic Productions_Interactive Technology to Bring Your Event to LifeWhy do we bother to attend live music concerts when we could stay home and listen to a CD? Because we want multi-sensory engagement. We want to be a part of the crowd. Interactive technology can help foster this. It makes things more interesting, more fun, and more convenient. It can do all that and more for your next event, bringing it to life instead of delivering the same-old-same-old.

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Innovative Ways to Enhance Audience Engagement at Your Event

Heroic Productions_Enhance audience engagement at your eventYou could host an event with nothing more than guest speakers and featured videos. Yet, if your audience can’t engage beyond passively watching and listening, they’re less likely to walk away, thinking it was a good experience. Fortunately, ever-evolving technology is making it easier than ever to inspire more audience engagement. Continue reading “Innovative Ways to Enhance Audience Engagement at Your Event”

Best Tips for Creating a Successful Event Planning Timeline

Heroic Productions_event planning timelinePlanning any size event takes thought, time, and organization. When that event includes a large crowd, catering, live music, staging, and displays, it takes even more. So, what do you do first, how soon do you book your venue, when should you hire a production company, when do you finalize details?

Don’t leave any of this to chance. A thorough event planning timeline can save you from forgetting any detail, big or small, and prevent headaches down the road. Here’s a template to help get you started.

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Large-Scale Event Trends that are Turning Heads in 2018

Heroic Productions_Large-scale event trendsIf you’re putting on a significant event such as a national or international conference or a multi-day festival, it’s your outstanding array of “content” that will attract attendees. But, let’s face it. Today’s attendees expect a comprehensively exceptional experience — one personalized for them. And the hottest event trends reflect that.

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When Should I Include an Event Production Company in My Planning?

Heroic Productions_ Delta Fairwell Event_Event Production

You need lights, sound, maybe even video. You know you’re going to need an event production company to handle all that, and maybe more. But should you include them in your planning now, or wait until you have a clear plan ready to go?

We recommend bringing them right from the beginning. Always.

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How to Choose an Event Production Partner

Choose An Event PartnerNothing is more critical to the success of an event than partnering with a company that can ensure flawless execution with your visual and audio components. But, with so many companies, how do you decide which one is right for you and your event?
The keyword is a partner. The right event production company will be more than a supplier of equipment and labor. You can take advantage of their years of experience to get sound advice and new ideas that can make your event more exciting, fun, or all-around impressive. Choose the right partner, and you can look forward to your event instead of worrying.

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7 Things Every Planner Should Know About Event Venue Selection

Some events call for a lovely setting, five-star food, live music, guest speakers, lights, displays and more. That requires a lot of planning. And, the larger your event is, the more planning you need. When people have to crane their necks or leave their seats to see the speaker, auctioneer, video, or band — or when sound quality is less-than-stellar — they’ll tune out instead of engaging or enjoying your event. The truth is, when everything is perfect, no one notices the details. But when it’s not, everyone is distracted. Continue reading “7 Things Every Planner Should Know About Event Venue Selection”

6 WAYS FROM GALA DULLS-VILLE TO GALA HITS-VILLE

The gala is a staple for fundraising and corporate celebrations. Easy enough, just roll out a few white stage lights, a projector, white tablecloths, a plated dinner, seat guests at the same table all night—and, cue the collective “YAWN.” It’s time to shake your mental Etch-a-Sketch on those ho-hum traditional assumptions and make way for fresh, energized, and memorable.

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Drop the Mic: Download Our Production Partner Discovery Guide

Your big event is coming up and you need it to be a showstopper. Everyone who walks into the room needs to be blown away and leave feeling energized and inspired! You can’t afford to forget any details or have any technical glitches (are you already having nightmares about the keynote speaker’s presentation not loading?). It has to be right the first time.

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