Lighting, when used properly, can be the most dramatic element in a production between lighting, sound, and video. It’s the easiest component to vary throughout the event. You can help change focus or mood of the show by simply changing the color, intensity, and/or angle of AV lighting.
It’s easy to create interest and contrast throughout the show by writing different cues. With current technology these cues can range from simple, almost imperceptible color changes to transition the mood all the way to big, elaborate, sudden ballyhoos to announce the entrance of the CEO on stage.
AV lighting is a huge part of our design and execution, so here’s what we want you to know about lighting for events:
1. AV Lighting 101: Know What the Common Types of Lights Do
Common Lighting Types and Terms
LED Lighting: this is the most common lighting used today and allows lighting design to be changed frequently. They're utilized for events of all sizes and come in various options, like large spot or wash lights hanging from truss to slim bars that sit on the ground and up-light the stage
Intelligent Lighting: you'll see these lights for larger events, where lighting cues can be programmed and ran from a single board. The functionality of these devices are growing at a rapid rate. They take some time to program in advance, but decrease the amount of technicians needed onsite.
Stage Wash: a necessary lighting effect that uses a wide beam to evenly light up a large area. This is what's predominantly used on stage.
Backlighting: as it sounds, it's lighting in the back of the subject. This is used for creating contrast by separating your speaker from the background
Ground Supported vs. Moving-Head Fixtures
Smaller shows work really well with ground-supported LED lights. They're easily deployed, and they quickly add noticeable production value without breaking a budget. Conversely, medium to large shows (and extra large shows) really call for moving-head lighting fixtures nowadays. They're slightly more expensive to rent, but the rental cost is made up in saved labor costs. When dealing with dozens upon dozens of lighting fixtures during a show, the ability to remotely adjust the position, color, focus, pattern, brightness, and zoom is priceless. Both shows can have a great time with ground-supported and moving-head lighting fixtures!
2. Discuss AV Lighting During Stage Design Process
There’s a lot that goes into finding the right lighting for your event. Things like your vision, available rigging space, budget constraints, and available power all play a huge role in designing the right AV lighting. If it’s not already a part of your RFP process, it should be!
Whether you’re working with a new AV company or an existing partner, lighting discussions should happen early and often to make sure they’re included in the design process.
3. Use Venue Lights to your Advantage
A lot of the hotel venues have limited room AV lighting options. Try to provide a stage glow that highlights the speaker without blinding them. This allows them to still be able to visually connect with the audience during their presentation.
At the same time, you can use the installed room lighting to create a warm feel that accommodates audience traffic and note taking.
4. Weave Lighting Throughout Your Pre-Planning Discussions
AV lighting deserves its space in your event planning conversations! Even when the set design is finalized, there’s more discussions needed to make sure lighting is being used effectively.
First, talk to your AV partner about how you want the room to “feel” throughout the program. What should it feel like when they walk in for the first time? Should that be a different feel for the opening remarks? The keynote headliner?
Color, brightness, patterns, and movement can all help tailor a feel for your attendees, even if it's not abundantly apparent to them.
Also important is sharing how the stage is being used during the event. Is everything being driven from the podium? Do you have a 7-person fireside chat? Does your keynote love to sprint into the audience handing out the latest version of their book? Building the right lighting "look" for each specific session means your presenters will always be the focus, and nobody's hanging out in the shadows.
5. Think Beyond the Stage
Don’t constrain the benefits of lighting to the stage! If your budget allows, see what it would look like to light the walls and/or ceiling of the room. There’s a lot of cost-friendly solutions here. It truly makes the whole space feel like a part of the set.
We often pull complimentary colors to match logos and conference branding. Walking into the General Session and seeing colors pop everywhere is always a crowd pleaser!
6. Light = Height
Lights need height! Getting the stage wash lighting instruments in the air well above the audience helps avoid the "deer in the headlights" look in your presenters, as well as minimizes long shadows onto any backdrop. Similarly, lighting instruments set behind and above the stage (aka "backlight") helps separate your presenters from the backdrop.
7. Don't Skimp on Lighting (Please!)
Making sure you have enough lighting instruments is key to making sure presenters are seen on stage. We know lights can seem like easy things to cut when trying to meet budget numbers. While stage wash isn't a flashy way to spend your AV budget, it is the first - and arguably the most important - jobs of lighting design.
For event lighting, unlike other types of stage lighting, you want a complete wash with each fixture to eliminate any slight shadows that might be caused by overlapping beams. Planners can also underestimate the importance of backlight to pop the presenter out from the background.
8. Change the Event Lighting Often!
Changing the AV lighting design throughout the show keeps your singular plenary ballroom looking new each time your attendees walk in. This is something we work on with our clients for every show. How can we make the static set look different for every use?
A great example of this is the inaugural Cities Summit of the Americas event we did. You can see that each lighting palette makes the stage feel different and new for each session. As one of our PMs says, "variety is the spice of life, and lighting design is no different!"
Let's Light it Up!
Using AV lighting correctly can add layers of interest within a fixed AV technology cost. We feel it can be an underutilized aspect of events and something we encourage all our clients to use where it makes sense.
Our experience in venues across the nation give us excellent insight into AV lighting techniques, best practices, and understanding how best to light your events in whatever space you're in.
We know what types of light structures, color, and design are going to look best with your event mix and speakers. Let's put together an idea for your next show!