TL;DR
A meeting needs basic AV, typically a projector, a screen and a simple PA system. A show needs theatre-style staging, lighting, sound and a professional crew. Equipment and labor are the clearest dividing line, and executive attendance, event goals and budget can push a gathering from one toward the other.
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Are you planning a meeting or putting on a show? It can be hard to tell at the start of event planning, when attendees, space and objectives are still taking shape.
As you gain clarity about what the event is about and who it’s for, certain inflection points offer telltale clues. Below, we break down when your event needs a simple AV setup, a professionally executed and choreographed performance or something in between.
Most meeting planners don’t want the gory technical detail we AV people geek out over. What you want is guidance on how to pull off your event, however simple or involved it turns out to be.
Typically, but not always, meetings are smaller gatherings where presenters or panels are introduced and present information directly, with little fanfare.
Seminars, internal team meetings, lunch-and-learns, small corporate recognition programs and some team-building events bring one or more speakers together in one place. They usually run 60 to 120 minutes.
From an AV and event staging perspective, these are simple to set up and run. A projector and screen for a PowerPoint or Keynote presentation, plus a basic PA system with one or two loudspeakers and a mic, is typically all the technology required.
Size, however, is not the only deciding factor. When an organization wants to excite its audience or evoke an emotion, a bit of stagecraft helps convey the message. Walk-up music between speakers, dramatic lighting and a kickoff sizzle video can all belong in a smaller gathering.
Things slip into a gray area when executives are involved or showcased. Add anyone at or near the C-suite and planners take a harder look at execution.
Executives typically attend organizational milestones, appreciation events, some executive retreats and incentive programs, and they bring a critical eye for detail. They expect everything to go right, so the technical execution should match.
Executives are also always present at annual, biannual and quarterly meetings. These range from small groups to halls of thousands, and they are important business events for boards and shareholders, so flawless execution matters. Even so, events like these can be, and sometimes are, simply larger meetings.
That brings us to the two intertwined elements that tell you you’re producing a show: equipment and labor. A show takes plenty of gear and the experts to put it together.
A true show is more than an event. It’s theatre. Technically complex AV and staging deliver a designed theme, with elaborate backdrops, intricate lighting and crisp production values. Planned, precise visual and audio cues work together to shape the audience experience.
Product launches and multi-day conferences are typical events where this level of stagecraft is expected.
What equipment does a show typically require? Expect an abundance of high-end gear:
What crew does a show typically require? You may need a stage manager, a graphics engineer, producers, and sound, video and lighting engineers to execute an elaborate staging design. Those same engineers usually stay on site to keep the proceedings and equipment running smoothly. These capabilities are often beyond what a hotel or in-house AV provider can offer.
Whatever the event, you’ll balance your needs against your budget. An AV partner can work with you to deliver the best quality at your level of investment.
As you review your slate of events, take a closer look at your audiences, participants and expectations. You’ll get a better sense of when to run a meeting and when to declare, “It’s show time!”
What is the difference between a meeting and a show in event production?
A meeting uses basic AV, such as a projector, screen and simple PA. A show uses theatre-style staging, lighting, sound and video with a professional crew.
How do I know if my corporate event needs a full production?
Look at the audience, the event’s goals, executive attendance and budget. Product launches and multi-day conferences typically call for a show, while seminars and lunch-and-learns usually need only basic AV.
Can a small event still need production support?
Yes. Walk-up music, dramatic lighting and a kickoff video can add impact to a small gathering.
What crew does a show-level event need?
Typically a stage manager, producers, a graphics engineer, and sound, video and lighting engineers.
Do executive events always need a full show?
No. Annual and quarterly meetings can be larger meetings, but executive attendance raises expectations for flawless execution.