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HelpTHE CHALLENGES OF USING ENTERTAINMENT TECHNOLOGY AT EVENTS (AND TIPS TO OVERCOME THEM!)
Image Credit: Starlight Video Mapping Show
Events and technology now go hand in hand, but there is still some level of hesitation when it comes toadapting new technology for events and even when booking hi-tech entertainment options. This may seem surprising when you consider the popularity of experiential events and immersive experiences.
Take a deeper look into the perspective of these challenges and solutions when it comes to event entertainment and event technology.
THE ULTIMATE DUO: EVENT MANAGEMENT + EVENT TECHNOLOGY
There are a number of reasons for this cause for concern when pairing entertainment, event management, and technology. The primary being that although most of us use technology everyday, there is something very different about booking it in a foreign form. If you’re struggling to even understand how a piece of tech works, it’s only natural that there will be worries about how it will work on the day and how to fix it quickly if something goes wrong, which is not an impossibility when you consider how many tech issues there are everyday just in the office!
There is also a lot of pressure to use event tech in the right way as well as deliver innovation in events, and there is often the misconception that using technology gives you less rather than more control but this is not the case. Using technology at your event as a vehicle for communication will actually give you greater control over how you engage and interact with your target audience, due to its versatility.
Scarlett Entertainment have years of experience booking high-tech acts for events, and knows what to look out for. Outlined below are some thoughts on the most challenging parts of using entertainment technology in events with tips on how to handle them:
1. Deciphering the Jargon – What do I Actually Need?
Tech riders widely differ depending on what kind of tech act you are booking for your event, but they should all have the basics in common: clearly set out sections detailing what is required for each part of the performance and who will be providing the tech. Any decent tech act worth their salt will also include images and diagrams including exact measurements and set up sequences for complicated in and outputs.
It’s hugely important that you stick to what is on the tech rider, making sure that you have every piece of equipment right down to the brand and all the specific connectors present and correct (including extras just in case). It’s when you try to take short cuts to save money or fit in with the venue that things start to go wrong!
2. Tech & Your Venue
Which leads us nicely onto the challenges of pairing tech acts with appropriate venues, because this is something that is often overlooked. With technology acts there is a lot more going on behind the scenes and in the production of the performance that the audience does not see, and the venue needs to be able to accommodate this.
For example, video mapping performances often require two projectors – one projecting from the front and one from the back behind the canvas screen to eliminate shadows, which requires a larger backstage area. There are also different types of screens used for different types or performances which all have their own unique specifications. You will also need to check that the venue has all the right licences to allow your performance to go ahead.
It’s also worth nothing that hiring one company to do all of the AV rather than having several different companies will minimise the risk of miscommunication and resulting mistakes.
3. Setting up
You will ALWAYS need more time than you think to set up, and it’s always better to have time to spare than not enough. It’s vital to ensure that you have access to the venue early enough so that there is enough time for testing all tech several times, as well as rehearsals if you’re having a live stage performance. It’s also worth noting that some clients are notorious for making last minute changes so if (when) this happens you’ll need that spare time to rejig the performance.
4. Salvaging a Live Performance When Something Goes Wrong
Most high-tech entertainment will be accompanied with an on-site technician either booked by the client or who regularly works with the act, but even so it’s good to know your stuff and be technically competent so that if something does go wrong you are on hand with practical solutions.
MINI CASE STUDY
One of the Scarlett Events event coordinators attended a corporate event in Kuwait last year for which he had booked a video mapping performance provided by one of the top video mapping groups. Though the performance was a huge success, there were several technical difficulties in the lead up to the final show: a crucial cable failure and last minute changes from the client. For the performance to go ahead the cables had to be wired in a different sequence and parts of the show reworked to fit within the new time frame. Creative thinking and being technically competent were fundamental to coming up with a solution under pressure!
So next time you find yourself faced with the task of booking any form of technology for a live event, take a deep breath, keep calm and remember the above and you are guaranteed event success!
Guest Bio: Alanna Bestwick is part of the Creative and Marketing team at Scarlett Entertainment, a global entertainment specialist working on over 2,000 events around the world every year. A whiz at creating engaging inspirational copy for the company website and blog you can find more of her exciting readshere.
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