How to Choose an Event Production Partner

Nothing is more important to the success of an event than partnering with a company who can ensure your visual and audio components are executed flawlessly. But, with so many companies out there, how do you decide which one is right for you and your event?

The key word here is 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 interesting, fun, or all-around impressive. Choose the right partner, and you can actually look forward to your event instead of worrying.

What should you look for?

Experience

What is the company’s track record? Do they have solid testimonials? What’s their experience working events similar to yours in size, venue, and complexity? Don’t make assumptions about what they can and cannot do because services and capabilities vary from one company to another. How much of their capacity is in-house, and how much do they outsource?

Creativity

It takes more than efficient AV set-up, execution, and tear-down to produce a seamless, memorable event. It takes artistry and imagination. Can they think outside the box and offer suggestions that will improve the vision of your event or add technological elements you’d never have thought up yourself?

Willingness to work within your budget

Everyone has a budget regardless of the size or scope of their event. The right partner will have your back here, with no hidden fees or last-minute surprises. They’ll help you get maximum bang for your buck, advising when it’s best to spend more money and where you can cut costs without compromise.

Communication

Choose a partner who is a good listener and an eager participant — excited to assist with planning your event as well as execution. That strengthens the quality of your production, eliminates misunderstandings, and makes ongoing communication easier. Equally important, it ensures the final event meets your business goals in ways that clearly communicate your brand.

Teamwork and a Great Culture

Camaraderie counts. You want a partner whose people work well and happily with each other because how they function as a team affects the work they do for you. Do you like them? You’ll be spending a lot of time together, much of it under stressful conditions. You want fabulous results, but getting there shouldn’t be torturous. So, how’s their sense of humor and “cultural vibe?”

You’ll find that not every event production company is a good fit for you or your project. Frankly, if you don’t like them or believe in their expertise and talent, you won’t trust them. And trust and flexibility are critical when you’re producing any event. Choose well, though, and you’ll find a long-term partner who will be a multi-value resource when it comes to creating flawless, unforgettable future events.

What Factors Drive Costs for Top Audio Visual Companies?

We’re all familiar with the phrase, “You get what you pay for.” There is truth behind that statement, but do you always need to pay more to get what you need? Well, yes and no. As with most things, it helps to understand why prices vary, and then you can decide what level of service you need.

After all, the top audio visual companies got there for a reason. As an event planner, you know how important it is to understand what sort of AV set-up and timeframe will likely be needed for different types of events. Understanding the AV business itself from a behind-the-scenes perspective makes you an even more insightful and effective planner and partner, and it gives you a clearer picture of what goes into the charges you pay. Continue reading “What Factors Drive Costs for Top Audio Visual Companies?”

Live Events Are Back: Celebrate With Entertainment

Live, in-person, events are back. People want to socialize, share ideas, and celebrate. It feels good to be together again!

Let’s talk about the celebratory part of the return to in-person events. Celebrations usually include entertainment, all kinds of entertainment. Of course, it’s exciting to see our favorite big-name artists, but many a fabulous event has been accomplished with lesser-known talent.

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Top 5 Tips for a Successful Virtual Commencement

It’s hard to believe spring is right around the corner, which means it’s almost graduation season. As you may have guessed, commencements in 2021 won’t be like they used to be – massive venues with hundreds, perhaps thousands, of people gathered for hours as they watched their loved ones walk across stage. But big venues and large crowds aren’t the only things that make a commencement memorable. Many schools are shifting away from cancelling commencements completely and transitioning to a virtual setting. We’ve compiled a list of our top five tips for you to consider when creating a successful virtual commencement.

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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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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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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”

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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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.”

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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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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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”

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.

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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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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 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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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 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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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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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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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”

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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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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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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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”

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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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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