Creating a visual model of your event not only helps you plan and perfect your event but also helps you optimize logistics and efficiently plan resources and event costs.
There are multiple tools and aids available to visualize what an event would look like. Computer-aided design (CAD) software such as AutoCAD have been legacy tools that are widely used in creating building schematics as well as floor plans, as they provide an accurate scale of various elements in a space, and of objects to each other. However, in the basic form that they are most often used, there is little understanding and visualization of the 3D space. This can make planning certain elements difficult. For instance, a projector may be placed at the back of a room and projecting onto a screen that is 5’ off the ground, but the angle of the projected image may mean that a table placed too close to the screen would interfere with the image, or that it would shine onto a guest. A 3D visualization tool would make identifying such elements easier to account for. In addition, it allows the event planning team to better communicate to the client where they can place a variety of elements for the highest impact with the attendees, such as sponsorship banners, signage, supporting visuals and more.
One of the best tools available for small to medium size events is Vectorworks Spotlight. A part of the Vectorworks product family by Nemetschek (a large name in the CAD world), Spotlight is an architectural building information modeling (BIM) toolset with a specific focus on integrating live event elements. This includes tools to quickly design/replicate a venue (as rough or detailed as desired), place standard event furniture such as tables, chairs, staging and venue decor, and to integrate event technology.
Here are the 3 benefits of working with an AV partner who utilizes Vectorworks Spotlight:
Easily Plan Event Logistics
AV companies have increasingly taken on the role of providing floor plans for the use of planners, clients and venues, primarily to ensure there is sufficient room for the equipment being used. However, through the use of Vectorworks, they can also work with event planners to deal with logistics such as entry and exit, seating flow, sight lines, and venue beautification through the use of drapes, plant features and other elements. This can also help reassure the client that the visuals screens, graphics packages and other elements are an appropriate size for the space, by checking the view from each audience member’s seat. Vectorworks provides perspective tools that accurately reflect what this view would look like.
Creatively Design Your Event
By showcasing the venue in a 3D format, event planners and their graphic designers are able to see the entire canvas they have to work with, including (but not limited to) screens, banners, walls for projection mapping, signage monitors and others. They are also able to see how the sizing of an element may be too small, too large or just right from the audience perspective. This could also directly inform how presentation elements are put together, such as data graphs that are often too small. In addition, the designers can look at integrating features of the venue into the design, such as architectural details that may be hard to visualize on a 2D CAD or a simple venue-provided floor plan.
In addition, the planner can fully visualize what an event’s colour palette, lighting looks and even simulated natural light would look like for the event. This can then further creative decisions such as the addition of lighting elements, moving fixtures, LED walls and spatial projection.
Grow Sponsorship Opportunities
An additional benefit to Vectorworks would be the presentation of a lookbook or pitch deck to potential sponsors. By showing sponsorship banners, logos and other elements of interest in a virtualized 3D rendering, which could then be updated on the fly, event planners can approach potential sponsors and show them the visual impact their branding would have, providing them a good understanding of their ROI. This is especially beneficial in tradeshows or large conferences with distributed advertising and signage. This unique tool, presented by an AV company that has a rendering/presentation suite able to do a virtual walk-through of a space, can help drive the event revenue in a significant manner.
In Conclusion
Vectorworks provides these key benefits, along with other complex features such as rigging and support engineering diagrams with load calculations, as well as power layouts for circuit distributions. The benefits of Vectorworks Spotlight encompass multiple features with their own benefit and altogether providing an easy way to plan logistics for a complex event and greater visualization of the final event set up. The AV-CANADA team works closely with event planners to help ensure a successful experience in event planning and execution!
