Making It Work In A Lofty Space

Picture this: you're planning a licensing meeting for a hip new TV show with an edgy downtown feel. Your client wants the venue to set the tone for the attendees and has selected a cool, loft-like space that has exposed brick walls, Corinthian columns, high ceilings and hardwood floors.
Your job is to make the meeting have just as much impact, and flow jus as seamlessly, as if it were in a hotel.

No problem. You've passed your CMP exam and know all the appropriate seating layouts, the ideal screen-distance ratios, and scores of other details that will make the function come off without a hitch. Right?

Unfortunately, places like this, while being used more and more frequently, just aren't in the manual. Here are some things to watch out for:

* Check out the HVAC (heating, ventilation and air conditioning) systems. That term may be too sophisticated for what you may find, but the bottom line is: Can you control the temperature fairly quickly and quietly?

The time of year will determine to what degree this is an issue. Generally radiators warm up a space far slower than forced-air systems. And window air-conditioning units can be noisy and cool the room's periphery faster than the interior. If the site doesn't have an entry vestibule to shield cold air in winter, consider renting industrial space heaters for the entrance, concealing them behind a couple of potted trees.

For acoustics, exposed brick is beautiful, but it will bounce the sound around somewhat. Painted brick is even worse. The harder the service, the more the sound will ricochet around the room. Hardwood floors have the same effect. High ceilings don't help either, because they increase the area the sound must fill and require higher volume output. Consider draping thick fabric along the walls, or hanging fabric from the ceiling for absorbency.

It pays to spend the money to rent a quality sound system with a knowledgeable technician. If the site is large, rather than having to "pump up the volume" to a level that will be too loud for those in the front, have your AV consultant set up a series of smaller speakers staggered along the length of the space to keep the volume consistent.

* Make sure everyone can see the visuals. Does the lighting dim off of a central panel, or do you need to dim a half-dozen switches around the room? It's important to be able to control the level of light uniformly and quickly. You may need to bring in an outside lighting contractor, who can install any type of lighting from simple spot lights to elaborate theatrical systems.

If there are a lot of windows, you may need to black them out by draping in front of them, or by covering them with photographic blackout paper.

If you're bringing in outside lighting, make sure the site's power supply is adequate. Lighting and electrical heaters tend to draw a decent amount of power. Collect power requirements from all outside vendors and fax them to your site contact. If necessary, the site electrician often can run additional lines. If not, you can usually rent a generator and run a cable out to it.

* Consider attendees' telephone needs. How many pay phones are on site? Where are they located in relation to your break areas. If they're not readily apparent, have signage made and advise all staff of their location. Consider bringing in additional phones if needed. The local telephone companies can run lines for you, but it's considerably easier and not much more expensive to rent cell phones.

Don't let this column scare you. Alternative venues like loft spaces are used all the time and they can make for events that guests remember.

 

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