So, you have decided on the event format and place, contracts are signed between the venue provider and your company, and you’ve now concentrated on the preparations. You have a great speaker line-up, and now you need to focus on their interaction with the audience.
It is no secret that the physical environment and setting has an equal impact on the audience as the content of your story. You are more or less familiar with the various formats, but how do you choose the exact ones? How would you know which ones suit you best?
Whatever type of event you’re organizing, using simple design principles to stimulate the senses of the participants will make it more engaging and memorable for everyone on board. Let us show you some ideas – but before that, let’s put down the main elements that create an outstanding and memorable setting.
1. The space
Get acquainted with the space and the different setting opportunities, as well as its overall design. Ask the venue provider what activities are possible to be offered there, how many people you may have according to the setting format (especially valid with the COVID-19 restrictions). If you can, bring a designer to help you with inspiration for design ideas, or ask the vendor for images of events that have been hosted in that specific location.
2. The lines, forms & layout
Take a look at the natural lines of the room and try to imagine how different forms and elements can transform the space. The lines you create will contribute to the overall impression of the event setting and the harmony of the elements inside. Do not skip looking into the physical limitations, the floor plan, and the little details like electrical outlets, sunlight v/s artificial lighting, ceiling height, movable walls, etc.
3. Furniture, materials & texture
Make sure the style, the size and the texture of the furniture, decoration and props respond to the purpose of the event and the venue layout. Too much furniture or large pieces of items in smaller spaces might create overcrowding of the space and lead to discomfort amongst your guests. Adapt your setting to the program and the format you would deliver. For example, roundtables are ideal for events that want to encourage group discussions amongst delegates. In addition, the decoration (props) and the texture of the setting give a final touch to the setting, as tiny and invisible they might be. Thematic walls, photo booths, art pieces, visually or sense-stimulating materials would make your event remembered and experiential, and even be a topic of discussion, serving as an ice-breaker during the working sessions.
4. Colors & patterns
The color palette and the patterns you choose are instrumental in the overall design of your venue. Carefully consider the impact of combining different geometric patterns, prints or floral motifs – colors and shapes should emphasize the space, not overwhelm it. Think about the atmosphere you want to create for your delegates – and how the chosen colors could affect directly the mood and emotions of your guests. Colors are ideal to personalize the space to your unique brand identity or event theme. Just make sure that you balance the patterns you use, and remember that less is more!
5. Sound & light
Whether your delegates are listening to a speaker or watching a performance, you want to ensure the right sounds are coming from the right places. Sound can make or break an event – so consider possible reasons for sound disruptions or possible external sound interferences. Make sure you have a good technical support staff whom you can rely on anytime during your event. As for light, it is essential in the overall look-and –feel of your event. It is a good idea to know beforehand what options are available to control the lighting in your event space, and what would the different formats need – dimmed or direct sunlight. You can also play with light, using spotlight when appropriate, projecting or highlighting key shapes or places, and create interactive space to bring unique experience to your delegates.
Stay tuned for our next story, where we would provide practical ideas and different formats that work, so you get inspired for your future event. We would be happy to exchange suggestions and insights with you!