Virtual Event Planning & Event Production Hire Services With The Sound & Light Hire Company (A short story)

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Despite the cancellations across the board in 2020, the music festival industry is still in a strong position for next year’s summer season. In fact, we are a nation of revellers with over a quarter of all UK adults attending a music festival last year.

As a festival or music event organiser, you should know that the stage is the cornerstone of any successful musical event. It focuses the attention of your attendees, provides an elevated platform for your performers to look out over their adoring fans, and it houses of all the technical production equipment required for artists to sound their best.

Get your festival stage hire wrong though, and both fans and performers will be quick to notice that you’ve missed the mark. So if you’re organising a music festival or event for the spring or summer of 2021, what are the factors that you need to be thinking about now for your event to be a rip-roaring success?

Let’s take a look with a little help from our sister company Outdoor Stages, the arm of our operation dedicated to providing all manner of festival and music event stages.

Determine Your Requirements Based on the Scale of Your Event

It may sound obvious, but you’ve got to start with the scale of your event to make sure you’re choosing the right size of stage to hire. Hire a stage too small, and the performances can look awkward and cramped. By contrast, go way too big, and your attendees will think you have suffered from delusions of grandeur and you’ll likely lose money given the costs involved with hiring a much larger stage.

If this is something you’re initially struggling with, it’s often helpful to determine your needs based on the size of the audience. Generally, the larger your anticipated attendance, the larger your stage hire requirements will be. But this is not always the case. For instance, you may prefer to hire several compact stages to accommodate multiple performances in one central festival site location.

Once again, the larger the number of attendees, the more likely you are to invest in a large stage that provides a central focal point, an unobstructed viewing experience, and that can accommodate the technical event equipment hire required for clear sound and visuals for audience members hundreds of yards away from the stage.

Consider the Needs of Your Performers 

Next, you’ve got to factor in the requirements of the performers. If you’re hosting a classical orchestra, then obviously they are going to require a stage with a larger surface area than a local rock band, for example.

But it goes beyond merely space requirements, think about the technical specifications of your performers. While the acts scheduled to perform earlier in the day may not require much in the way of technical support, headline acts will often demand all kinds of additional technical support such as special effects, lighting shows, and superior sound equipment hire.

That’s without mentioning the offstage and backstage demands of top musical performers. Many will require at least a changing area. Some will specify a specific stage monitor mixing area or a musical instrument changeover zone. You might also need to put on a hospitality area and a side-on viewing platform for esteemed guests. By contrast, if you’ve booked an orchestra or a dance troupe, you’re going to need a sizeable backstage area to accommodate the sheer number of performers and their warm-up routines.

As the event organiser, it’s crucial that you receive each musical act’s rider in advance of booking in your festival stage hire so that you can make the necessary accommodations without any hassle.

Nature of Your Event Will Influence Your Event Equipment Hire Choices

Of course, you’ll also have to consider the nature of your event. For instance, are you running a festival with 12 local bands spread throughout the day? If so, it may be the case that you can have the artists share much of the technical equipment, saving on space and auxiliary event equipment hire requirements.

On the other hand, if you’re planning more of a one-night musical concert with two or three well-known national performers, each may demand their own specific technical setup. That means you’ll have to budget extra space for equipment storage in the wings ready for changeover between performances, even if the acts in question are solo performers.

Next, think about your preferred setup, which was briefly referred to previously. Are you going to out for one large stage for all performances, or are you going to over a couple of smaller breakout stages for solo performers? If so, you may want to spread you hire budget over several stages, rather than investing everything in your allocation on just the one.

Are There Any Venue/Location Restrictions?

One of the biggest mistakes we see from new festival organisers is not considering the limitations or restrictions of the venue. Erecting a stage requires significant engineering and logistical planning.

One of the first considerations you should make before you hire an outdoor stage is the ground. You need to consider the advantages and disadvantages of concrete and grass. If it’s going to be grass, is it even? Very rarely is the location proposed for a stage exactly flat in the case of those erected on lawn areas. But if it’s smooth and even, then it’s usually a suitable location for a stage.

Next, make sure that the area is free of any trees and human-made obstacles which might not necessarily be visible. Think underground pipes or wiring, as well as drainage systems. You can investigate the location of underground obstacles by obtaining ground surveys for your local council.

Lastly, turn your attention to logistics, even in their component parts, outdoor stages are not small. That means you’re going to need space for several HGVs to gain access and unload. Without sufficient access, your stage may never make it to the intended location, so don’t overlook this critical factor!

Other Considerations for Stage Hire That Are Often Forgotten

Perhaps the most underestimated factors of stage hire by festival organisers are the factors that are outside of their control, namely the weather. We don’t have to tell you that we live in one of the most unpredictable climates on the planet, and it’s par for the course to experience four seasons in one day, even in the middle of summer!

The important takeaway for you as the organiser to realise is that poor weather causes issues with building an outdoor stage. Firstly, it can cause access issues (particularly for grass setups). Secondly, poor weather means slow-going on the building of a stage. That’s why you must budget enough time for the building phase. You don’t want to find yourself on the morning of the event still having little bits and pieces to finish off on stage construction.

Speaking of time, don’t underestimate how long stages take to build regardless of weather conditions. While we can erect our smallest mobile outdoor covered stages in a matter of hours, our large 12m x 9m arc roof stage can take well in excess of a day to build and set up with the necessary technical rigging.

For allocating time allowances for stage set up, we say plan for the worst, hope for the best. That way you’ve got plenty of slack in your schedule should the weather, or any other unforeseen issues, cause any snags.

On a similar note, don’t wait to book in your stage hire once you know what you need. Most stage hire companies need advanced notice to build you into their schedules. While we don’t need as much as half a year, we do ask for at least three months to give us enough time to make the necessary adjustments to our inventory and works schedule. We can work off less in emergencies, but we can’t promise anything.

Stage Hire is Just the Beginning

For the less experienced among you, it’s important to point out the stage hire itself is only just the beginning. The structure is not going to achieve much for you without the help of professional lighting, sound equipment, and all other aspects of event production.

We believe it’s crucial to source these items from the same company that’s building the stage. It’s a better arrangement for several reasons. For a start, it’s fewer contractors to deal with on-site, all of which would turn up with lorries and several staff members. But it also eliminates any confusion between contractors.

By instructing one company to look after the stage, lighting, sound, and event production, every single team member is singing from the same hymn sheet. The stage builders erect the trusses the way the lighting team are used to working with, and the sound production team are using PA speaker systems and mixing desks they know like the back of their hand.

Given that you could have dozens of suppliers to work with on a musical festival, including caterers, performer booking agents, ticketing websites, wristband suppliers, and merchandisers to name but a few, it makes sense to hire just one company to handle all aspects of event production. We can handle all elements including staging, lighting, sound equipment as well as extras such as LED screens and special effects.

Why Choose Outdoor Stages for Your UK Music Festival?

The Outdoor Stages arm of the Sound and Light Hire Company has been providing stage hire and associated event production services festivals right across London, Surrey and Hampshire for over a decade.

We’ve taken a fresh approach to the festival stage hire industry by combining all required aspects of live musical performance and providing them bundled together as part of all in one stage hire packages. We genuinely offer an end-to-end solution for event organisers.

Take our biggest stage hire package as an example. Not only does it include an arc roof stage of 12m x 9m with a maximum roof height of 6.5m and a payload of 3500kg, but it also comes complete with a full-touring-spec sound and lighting system. We’re talking about the best in the sound business with the d&b audiotechnik PA systems used by the likes of Coldplay and Rhianna paired with over 70 lighting fixtures from 17R beams, moving heads washes, pixel battens and stage blinders!

When you also add in our highly-skilled and experienced crews and technicians who love what they do, you’ll receive an all-in-one event production package capable of amazing up to 10,000 music fans! Not bad for one easy-to-understand price, right?

We’re also on hand to help you through every step of the process should you need our consultation. We can assess venues, make recommendations, and provide bespoke quotes that match the specific challenges of either your site or the nature of the event in question.

In short, we are your one-stop shop when it comes to event production for your music festival or event. We have expert technicians, engineers and crew members, we offer top-of-the-range event equipment hire, and our stage hire options can cater for over and above 10,000 attendees giving us one of the largest capacities in the South East.

So if you’re putting together a music festival in the Spring or Summer of 2021, don’t hesitate to get in contact with a member of the Outdoor Stages team to arrange an initial consultation.