Technical services are, as the name suggests, the most technically complex part of the event planning process - which is why DIY party planners often seem to run into difficulty when it comes to organising this part of the party.

When dealing with technical services - ie. the people setting up and operating your audiovisual, sound, lighting, staging and special effects - there are many advantages to having an event manager.

An experienced event manager understands "tech talk" and can liaise between client and technician, helping convey the client's vision to the various specialists. Effective communication greatly increases the likelihood that things such as scaffolding, screens, lights and sound systems will be set up correctly and will function smoothly on your big day.

Who do you choose?
If you're managing the event yourself and get a big company to handle lighting, staging or sound, they'll often have preferred vendors and can help you to find quality subcontractors in other technical areas. Sometimes they can supply other services you need "in house" as well.

Before you sign off on a venue, have your techs make a site check. You'll also need a final site meeting before they bump in (set up equipment). For a large event involving staging, lighting and audiovisual, it generally takes two days to bump in and one day to bump out (dismantle equipment).

Audiovisuals
You may require video or plasma screens, multimedia equipment and projectors, as well as video control, Powerpoint and video presentation equipment, plus operators. Audiovisuals can make or break a party, so work closely with AV technicians to get it right.

Select AV effects that are appropriate to the nature of event, be it a corporate product launch or a dance party. And make sure plasma and video screens are positioned so that lights don't shine onto them, making them unwatchable.

Lighting things right
Getting the lighting right is crucial to creating atmosphere at your event. Your event may require mood or practical lighting, sometimes in varying amounts. And achieving the perfect atmosphere is not going to happen if the practical aspects aren't handled properly. So make sure you choose a lighting technician with substantial experience handling events of a similar size and nature to yours. And be perfectly clear about what you want.

Your event may call for a spectacular laser light show, disco lights for the dancefloor, spots for the performers, or having your company logo, a specific image or a message projected onto dancefloor and walls.
A snow-maker or smoke machine can be combined with lasers and lights to create exciting atmospheric effects.

This chapter continues in Party Magazine