First things first. Before you can start to plan any of your event’s lighting details, your priority is locking down the venue. You'd be surprised how many clients come in to plan lighting when they don't even have a venue picked yet!
Once your venue is confirmed, begin by gathering images or photos of décor and ambience you like. Bring in images that demonstrate the style or design you want to portray, such as an intimate candlelight dinner, a romantic night under the stars, or a peaceful and colorful wash across the room.
With your design ideas organized, you’re ready meet with your lighting company. Here are some helpful questions to ask the lighting company so your event planning comes off perfect:
Have you previously worked at this venue?
If so, ask for images of their work in the venue so you can see the capabilities and vision. Today, most lighting vendors use LEDs to create a color in the room. Different vendors have different types of LEDs; some are brighter and have more ability to create specific colors and saturation.
To best understand the overall look, ask for pictures. Pictures are very important and help to visualize the color of choice in your venue (or maybe a venue has the look but different walls). The perfect lighting partner will offer to place the preferred picture in your profile for execution. If they don't, they might not be your lighting company.
What amount off lighting will you bring in?
For example, if the company says they will use a "room wash," ask how many lights that will include and ask for a detailed list in the proposal. One company might price a room wash with 10 lights, whereas another company might do the same room wash with 20 lights.
You want to make sure you get the most for your money, and little details like that count.
What’s the power access management plan?
Although it may seem simple to ask about power — and you may hear a response like, “Don’t worry— the venue has power" — you need to have the confidence that the lighting company will have access. Keep in mind that even if the venue tells you it has six outlets to plug into, that doesn’t necessarily mean there are six individual circuits.
If power access isn’t properly managed and allocated to everyone, then you could have darkness or silence (no band or DJ!) in the middle of the event when a circuit trips. Some lighting companies, such as Beyond, will manage this for you by gathering the needs of your vendors and assigning plugs (circuits) to everyone to ensure a successful event.
Learn more about Beyond’s audio solutions on the company website.