Be sure that you meet all sound and/or light technicians that you might be employing for your event, however large or small. Creating ambience is crucial for any event and it is important to discuss set-up requirements. It is also useful for you to find things such as the following:

1. What lighting is required by your client and what ambience does he/she want to re-create? You will need to act as the intermediary between your client and your supplier. Not everything asked for is possible, so always consult your entertainment providers before you promise anything. Budget, layout, time and weather all have to be considered and compromises may have to be made. Remember that your entertainers and sound & light companies can produce great entertainment but they can’t perform miracles.

2. If rigging is needed, will the sound & light company be providing their own or will you need to source another outside company for this? If you are required to source a vendor, you will need to know the weight of the sound & light equipment that will be used and the company’s set-up specifications in order to fly both the sound and lighting.

3. What frequency they will be using for wireless mics, radios or COM systems? You do not want this to clash with your own event two-way radios that you may be using to keep in contact with your staff. Hearing over the entertainment system that Johnny, who you are so desperately trying to get hold of, has just popped to the bathroom, is not the most professional of images.

4. What back up equipment or contingency plan is there in the case of bad weather during outside events or those involving marquees or tents?

5. Will the sound & light company be supplying their own power or will you be required to supply your own mobile generator? It is never a great idea to have your kitchen area, bar area and sound and lighting system all on the one power supply. If you do have to supply your own generator, ensure that you have double checked what license you need for this and if the company you are using is in compliance with current government safety regulations. You may have to do a little research but it will be worth your time and effort.

6. What stage equipment will be provided for your entertainers? Where possible, get your entertainers and your sound & light company in the same room at the same time to discuss the specifics. Some entertainers can be quite picky as to what they will use due to how it affects their sound quality and others may simply bring their own. It is important however, to establish all these details as early on as possible.

Please also note that when working with electrical equipment, it is important to know what license you and or your contractors may need in order to run the entertainment you have in mind, especially where rigging may be required. It is therefore important to do your homework and check in with local health and safety authorities before any money changes hands.

Fiona

Following a University degree and a drastic career move, Fiona Warren-Bassett soon found herself rapidly moving forward in the events and PR world. Enjoying the change of direction, Fiona went on to further her Event Management experience, spending 6 years working for a renowned cruise line company. Having travelled extensively and been actively involved in many events and weddings, Fiona has since returned to land and has successfully launched her freelance writing and PR career.
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