Setting Up Stages

Proper setup is crucial when you incorporate a stage at an event. Knowing the best way to set up your stage will make it easier on you and your staff, ultimately aiding in the success of your event. 

When setting up stages, start by considering the needs of your event. Each occasion is unique, from simple small gatherings to large corporate venues, the setup process can be more complex as the needs increase. 

Following a few simple guidelines can help ensure that you set the stage up correctly and efficiently. In this article, we’ll go through the following:

• Planning
• Time Requirements
• Other Variables
• Final Sweep & Safety

1. Planning – Plan Ahead

Prior to physically setting up for any event, you need to have a plan. questions you’ll want to answer include:

• What is the purpose of the stage? H
• ow much space does it need?
• How will the stage impact the floor plan and feng shui of the event?  

For example, if you’re setting up a stage for a music concert, you’ll want to think about ALL of the necessary equipment, instruments and where they are placed.

It is beneficial to have stage plots for physical stage elements, including risers, steps, and equipment, as well as a sound and lighting plot.   

Lights and Sound 

A sound and lighting plot will help you understand and map out any details, including lights, microphones, speakers, and other special effects that will be part of your overall production space. 

Proper lighting and sound are essential to showcase the main act on stage so the audience can see and hear everything without problem or distraction.

Components of An Ideal Stage Setup

The stage should have a clear view of its audience. It can be hard for performers to connect with their audience when there is seating behind the stage or there is an obstructed view with structural elements such as pillars or speakers. 

Effective Use of Space

Use the available space effectively. If you have a narrow venue, position the audience directly in front of the stage vertically to create a deeper concentration rather than spreading them out along the sides horizontally to the stage. 

Although some individuals may be further away with a deeper seating position, they will likely have a better view to watch than if they were on the side.. 

Line of Sight 

Avoid any audience seated in a row of chairs or stands behind pillars or other structural components that could block their view and interfere with their experience. This aspect is vital when arranging the stage plot so you do not place large stands or speakers in front of audience members that could obstruct their view. 

Some stages will have risers that can enhance the audience’s chance for a better line of sight. If the venue does not have tiered stand seating, you can accommodate risers to ensure that everyone has a clear view of the performance, no matter where they sit. 

Safe Setup

Setting up involves many portable components that can break down over time from continuous use. When setting up a stage for an event, proper safety checks and acknowledging any safety restrictions, including weight limits, heights of risers, and other elements are crucial. 

You want to keep all performers and audience members safe while protecting the expensive equipment in use. Using faulty or failing stage equipment could lead to disastrous consequences that could have been avoided. 

2. Time Requirements

Rushing a job can create safety risks, make it look sloppy, and result in performance issues. 

Even with a perfect stage plot beforehand, ensure the time required is enough to make any maintenance changes if necessary. By allocating enough time, you can ensure that the job is done correctly, safely, and will be effective for the course of the event. 

Having a backup plan ready to go can be beneficial in times when the setup requires changes before an event. Alternative methods for lighting, sound, and stage elements can save you time and stress during setup if you need to make any adjustments. 

3. Other Variables

Events will include multiple variables. Things like buffet tables, merchandise areas, VIP sections etc. should be considered. 

Additional elements should not take the attention away from the performer on stage. Any additional components, including the lighting or sound controls, should be out of view to limit the possibility of distracting the audience during the event. 

4. Final Sweep 

After the setup is complete, taking the time to do a final sweep before the event is necessary. You want to search for any debris, loose objects, tripping hazards, or other elements that can interfere with the performer or cause problems during the event. 

Loose cords or cables can trip up performers and pieces of debris can interfere with equipment or pose safety risks for audience members. You can avoid any possible situations that could create issues by doing one last final sweep. 

Looking for an Event Production Team for Your Next Event?

Setting up stages the proper way can be vital for the success of your event. No matter how big or small your location is, by following these helpful guidelines LIV Technical always ensures that everyone is safe and the event will be the best experience for everyone involved. 

Contact us today to learn more about our services.