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Embracing The Magic: Lessons From The Oscars 2023

Just like a well-crafted film, every live event tells a story. It is no surprise, then, that we found ourselves spellbound by the 2023 Oscars, a celebration of narratives, craftsmanship, and the artists who bring stories to life. Here are some observations and lessons that we, as event professionals, can draw from this year’s Academy Awards.

CAPTURING THE ART OF PRODUCTION

The Oscars this year did a phenomenal job of honoring not only the final product but the extensive work that goes on behind the scenes. The opening segment set the stage for recognizing the vast array of artists and staffers involved in creating cinematic magic. A vital takeaway for our industry is the power of transparency – the more we shed light on what goes into making an event successful, the more we can engage and awe our audience.

THE POWER OF DESIGN

The art deco production design was a feast for the eyes, using content across the staging to reinforce the message being delivered. This approach is something all event planners can learn from – design can be an effective tool to highlight your event’s core message, thereby enhancing audience engagement and facilitating content capture.

Screens and scenic content have emerged as game-changers in event planning, often underutilized in corporate events. They offer an upgrade from standard PowerPoint presentations and can elevate productions to a broadcast level. The Oscars showed us how scenic design can also create distinct sections or vignettes for different activities, keeping the event fresh throughout without needing drastic set changes.

MANAGING DISRUPTIONS

Every event organizer knows the unexpected can, and often does, happen. For the Oscars, it was a peculiar headpiece in the audience that could potentially obstruct the view for others. This situation serves as a reminder for event planners to anticipate possible disruptions and have contingency plans in place.

CELEBRATING TALENT

This year’s Oscars showcased numerous powerful female performances, notably Rihanna’s mesmerizing act, and Lady Gaga’s raw energy on stage. Their distinctive performances were a testament to the diverse talents in the industry and a reminder to event organizers to curate a variety of talents that can cater to a diverse audience.

STRIKING THE RIGHT BALANCE

One image that resonates with us was a camera positioned directly in front of the stage, capturing presenter and audience in one shot. It underscored the ever-present challenge event planners face: balancing the needs of in-person and virtual audiences. While the perspective was perfect for TV viewers, it may not have provided the best view for in-person attendees. This serves as a reminder that event planning often involves trade-offs and finding the right balance to serve all attendees effectively.

LIGHTING THE WAY

The Oscars’ lighting was exceptionally well executed, especially during musical numbers. It showcased how good lighting can set the mood, enhance scenic design, and even highlight audience seating. While budget constraints may prevent corporate events from following suit entirely, there’s no denying that strategic lighting can significantly enhance an event’s atmosphere.

EMBRACING TECH

In a nod to technology’s ubiquity, we noticed QR codes on screen, providing an efficient way to share content with the home audience. This simple tool has been revitalized during the pandemic and has potential applications for live events as well.

THE ART OF EDITING

Reflecting on the Oscars, less can indeed be more. More clips and less banter could have made the show more compelling. This is a lesson for all event organizers – the essence of an impactful event often lies in its simplicity and the ability to deliver a succinct, captivating experience.

In conclusion, the Oscars 2023 gave us much to mull over. They were a testament to the power of the collective effort, the magic of well-executed design, and the importance of maintaining a delicate balance between different elements. For us in the corporate event industry, these are lessons worth emulating as we continue to strive for excellence in crafting unforgettable experiences.

EMERGENCY EVENT ACTION PLANNING: SHOOTINGS/BOMBINGS

We need to have the talk. Our kids are doing shooting drills like we used to do tornado and fire drills. This is something that needs to be in your event plan just like weather, wind, fire and crowd crush plans and we can not ignore it.

We have had plans altered before- I remember being in a hotel lobby before a load in of a 100,000 person festival watching the events of the Boston Marathon Bombing. No one knew if it was a localized attack or not at the time, and we had some sobering and serious security discussions into the night to ensure we were ready to keep our attendees safe that weekend.

Many of our events have high-profile speakers and when it is Presidential level, we have secret service, working K9 units, and metal detectors. While that type of security is usually only deployed for the top-tier protectees, it really does secure a venue. The question remains what to consider in the mid-tier events and how much safety and security to plan for at your own event.

First, it is important to remember that our team at Decibel is not a security, legal or law enforcement team. These are just recommendations we have learned along the way, so the number one recommendation we have is to partner with a trusted security partner. These teams are usually staffed by ex-law enforcement and are invaluable in the planning phase. Having this trusted partner helps with conversations and a plan of action from the start.

From here we start our security plannings with a team approach including the client, Venue staff, security vendor, production team, PR team, as well as any local resources (Police, Fire, EMS, Department of Transportation and any Federal Agencies that may be required based on your location and speaker mix). We evaluate the threat assessment in regards to the content of the event, the public profile of the speakers AS WELL AS the potential attendees. This is not only for political speakers- many high profile speakers, influencers, athletes, etc have stalkers and crazies that follow them around. We also look at the type of event and setup- is this free and open to the public, is there registration, is this ticketed, and what are the costs of ticketing? There is additional scrutiny if there is alcohol sales or expected drug use among attendees.

From here we work to formalize a plan of action. Will there be a bag check, metal detectors, when will alcohol be served, etc. We evaluate security staffing, ingress and egress as well as attendee access at all points. We look to see what the coverage is across the event- from the official security vendor, their staff, contract local guards, off duty and on duty hired police. Our team typically staffs at least one member in the security command to be able to view all the venue security cams and have direct communication to our production team.

Most important of all of these elements is an open line of communication between all the parties. It is imperative that everyone works together in a coordinated and collaborative fashion and prioritizes the safety of the team, the attendees, and the stage participants to ensure a safe event.

ANATOMY OF GREAT EVENT PRODUCTION

Live event production requires great production, whether it is for your association’s annual conference of 350 people or your multi-million dollar software user conference. But what does the term production really mean?

When thinking about producers or production teams, Television Broadcast and royalty inevitably come to our minds. Why? The pageantry of it all. Part community building, part spectacle, all goal driven towards a purpose (even if the audience doesn t explicitly know what that purpose is)…live events allow large groups of people to bond together around common ideas and explore places they haven t experienced before, even if they never leave their home offices.

For instance, the opening of the 95th Academy Awards on Sunday was always going to be a “moment,” if the show producers had anything to say about it. Glenn Weiss and Ricky Kirshner, this year’s (2023) executive producers and showrunners, were certain that it was going to pull audiences in and keep them engaged for the duration, despite being shown at the same time as a highly binge-able TV show and waning viewership numbers for the past ten years.

They accomplished this, in several ways, most impressively through social media impressions. Since the Oscars aired this year in 2023, the event has generated a total of 4.2M total mentions across the globe. The awards also attracted 18.7M viewers, an increase of 12{04d9822e7d95da125d508d8e1efbcf2edc79acd8aec1f0bbdcbd6a6f684f9bb3} compared to 2022. Pretty great KPIs for an event, no matter what you re tracking against.

To give you an idea of the scale, it typically takes over 5,000 broadcast technicians, stagehands, and associate directors, among many other professionals, to produce the Oscars. Here are a few of the items they use to bring this live event production to life.

• 55 cameras are used across the Oscars, pre-show, digital show, and international feeds
• 12 mobile broadcast units and more than 20 technical support and office trailers are used in the production
• It requires 30 days to load, set up, rehearse, and strike the show
• Los Angeles DWP provides all electrical power. In the event of a power failure, a dual UPS backup system is used saving hundreds of hours of generator time and diesel fuel use
• 14 miles of fiber optic cable are used to support the broadcast infrastructure
• 1,500 lighting instruments and 18 miles of data and power cable are used to light the show
• There are over 120 musicians and 80 dancers performing in a typical show.
• More than 45 presenters participated in Saturday rehearsals. The orchestra rehearses and records at the world-famous Capitol Studios in Hollywood prior to moving into the Dolby Theatre
• In 2022, the stage was 120 feet wide and 75 feet deep
• There’s a 32-foot-wide elevator on-stage that descends 50 feet into the basement to assist in changing scenery
• The set is embedded with almost a mile of custom LED tape and is covered in 3,500 yards of pleated fabric
• The on-stage video wall surface totals 2,400 square feet
• There are more than 3,000 linear feet of red carpet created in custom “academy” red (Was it not champagne this year and caused a bit of a stir?
• It takes 600 man-hours to install and remove the red carpet (again, perhaps Champagne? ). The entire length of the carpet is cleaned on the morning of the show. We imagine with the beige carpet chosen for 2023, these man-hours increased dramatically.

What is Event Production?

Event production is the technological and creative execution of an event using sound, lighting, video, design, and more to control the atmosphere, mood, and emotion of attendees. An event producer will work with clients (typically meeting planners or event managers) to identify the concept of the event and subsequently plan the logistics and technical components, including audiovisuals, vendors, crew, equipment, budgets, and more. All of this to develop a visual communication of your brand or meeting concept.

If you re new to the event industry, you ll often hear words like event planning, event management, event coordination, and event production. While many of these terms are often used interchangeably, each requires different personnel with a variety of skill sets. On the other hand, if you re already a seasoned pro, here s a quick refresher before diving in-depth into event production throughout the rest of the guide.

The actual definition of the word production is rather boring and rather flexible, depending on to whom you re talking to. Technically speaking, producers are the folks who are in charge of the financial and administrative aspects of the live event. However, we feel the idea of the more mechanical definition of production:

the action of making or manufacturing from components or raw materials, or the process of being so manufactured.

Is apropos.

Producers take a raw idea, components such as speakers, collateral, and content that the events, marketing, sales, executive, and so on and so forth team has put together and creates stages and spectacle filled with light, magic, soaring oratory, and sparkling screens, reaching audiences in the room and around the world under high pressure, loud public and private opinions, and sometimes shrinking budget and always filled with stakeholders of competing goals.

This is also why producing a live event like the Oscars is not a job not everyone is cut out for. One might even wonder why Weiss, who was the director of the show when both Envelopegate and The Slap happened, would want to put himself through it again.

“There’s only a few shows on the bucket list,” Kirshner said. “I needed to go for the awards show EGOT.”

Event Planning vs. Event Management vs. Event Production

Event planning is about managing the activities prior to your event, which includes selecting venues, finalizing event dates, managing budgets, hiring a caterer, and more. On the other hand, event management is essentially the project management of an event, which may involve registrations, managing staff during the event, and resolving any onsite conflicts that arise. In short, event planners create the blueprint for an event, while an event manager takes ownership in seeing the plan through to execution on event day.

Event production elevates an event to the next level. Rather than focusing on planning and project management, event production focuses on the live, stage presentation of an event. Working with presenters, audio-visual crews, and technology vendors, event production teams produce and deliver amazing live experiences at an event.

The team who produced the live events surrounding Queen Elizabeth s funeral and the upcoming Royal Coronation for Prince Charles doesn t garner the same type of awards, but the quality of the production team an eye for detail, agility to think on their feet despite what the days might bring them, and a commitment to high standards is the same.

Queen Elizabeth II s funeral was an intricately staged farewell production that had it all: elaborate costumes, bagpipes, tolling bells, soldiers on horseback, cannons, and castles.

The streets along the procession routes along the route from Balmoral to London were jammed with crowds, but the far bigger audience was watching on TV around the world. Many analysts said the funeral could turn out to be the most watched single TV event in history, with a large portion of the 7.7 billion people around the globe catching at least some of it.

British officials are betting that the enormous effort to give the queen a proper send-off, the cost of which is still unknown, will return far more in tourism revenue. Japanese broadcaster NHK carried the funeral live, with simultaneous interpretation, and the funeral was the third top trending term on Japanese Twitter.

Live events are nerve-racking to pull off, said Jon Reynaga, a British film and TV producer. That s how you know you have a stand out company though. They re not afraid of the big stuff. A successful event production company is a partner that is able to turn its clients visions into a tangible production plan that can be shared with production vendors, crew, and venues. Essentially, they convert the client s vision into something that the greater production industry can understand and deliver on.

Many event production companies handle virtually all production aspects, so their clients can focus on the big-picture themes. Whether it is a document that your planning team has put together this year or similar to The Royal Family s plan leaked even earlier by the Guardian in 2017 showed the minute detail of 10 days of mourning.

Raynaga said The Queen s funeral was unique having the military involved, the government planning for years, and the royal family behind it all, is unique. They and the producers talked today for hours about orbs, scepters, symbolism and people love it, he said.

How To Choose A Great Event Production Company

With so many event production companies out there, how do you choose the one that will make your next live event make stand out?

The first thing to note is that the best event production companies will have experience producing hundreds of events for multiple industries, and will be able to tailor their focus to your goals and needs. They re not afraid or shy of potential clients asking key questions that will help them determine if their event production company is the right fit.

This includes questions related to what their core services are if the team is able to travel, whether or not your company can hire and coordinate your own AV labor, and whether or not you are up to speed on event production trends. We also find that long-term relationships with clients and event properties are a marker of a fantastic partner.

Great event production companies also share advice and recommendations on local venues and transportation, permitting, power requirements, and other potential logistical issues.

Finding a Trusted Crew

You ve heard and probably felt the hiring and HR challenges of not having enough people in all the roles you need; either because of a recruiting challenge or because of these uncertain times. The entire events industry (as with most industries) finds itself with fewer seasoned technicians returning to work post-COVID. This leaves experienced and desired technicians at a premium and booking earlier than ever.

We know going into this that crewing is often a difficult process because of the sheer number of freelancers who all need to be available for the days of the event. Sometimes, trusted crew members are already booked for other events or are only available for part of the event. When hiring new crew, there is always a risk of someone underperforming, which can make a big difference for the success of the show.

This is why it s so important for our producers to invest in relationships with trusted crew members who will go the extra mile. We pride ourselves at Decibel Events to keep good relationships with crew members, so they re more likely to pick your show over another company s.

Our event production team leads figure out their preferred crew and make sure to work with their clients early on in the process to set expectations with both you and the crew.

What Type of Events Can an Event Production Company Produce?

Event production companies can produce various types of live events, including corporate events, live sporting events, and broadcasts to turn your ideas into a reality.

Corporate Event Production

Corporate events can range from conferences and trade shows to team building and product launch events. The goal of these events ranges from raising brand awareness to potentially acquiring new customers. As an event production company, great event production companies will work with you early on to identify what the exact goal of each event is.

On top of that, in the corporate world, they know it s all about ROI. Corporate event production needs to help achieve those ROI goals too. The best event production agencies understand this and can help their clients set and achieve event ROI goals. As an event production agency working on a corporate event, we can bet that if we re able to help measure and maximize our client s ROI, your client will be coming back.

Televised Events and Broadcasts

Similar to sporting events, the experience of the listener or viewer is essential to the success of the show. Event production companies can flex their expertise in audiovisual technology to ensure the audience is enthralled. When it comes to televised events and broadcasts, there isn t much leeway for errors and missteps. Everything is timed down to the second. The best event production companies prepare well enough to predict and prevent miscues in order to deliver a smooth event or broadcast.

Any live event production has a lot of moving parts. Being able to identify and understand what needs to be done during the event production process is only half the battle. The other half? Learning the most effective way to complete the process.

Pre-Production

Pre-production is the first step in the event production process. This should typically start three months prior to the day of the event but can range down to less than a few days. It begins with listening to the client’s pitch. During the entirety of the event production process, the production team needs to be able to help the client thoroughly plan out the concept, coordinate graphics and videos, build the production schedule, and create a script for the event.

For event production companies, one of the biggest challenges is working with a client that doesn t have a clear vision of what they want their event to accomplish. When a client doesn t give enough information on goals or even logistics (like what the venue is or what the budget is), the event production team needs to be able to create this roadmap for them.

We know that as a client this can be frustrating as well. You have several stakeholders you want to please and are needing to show results quickly. Our approach is to make sure to ask our clients the right questions, including questions about their intended audience, which aspects of the event (execution, professional techs, gear types) are most important to them, what their budget is, and any past learnings they might have from past events.

It s also easier for both sides if there is a base to work off of. Did you produce similar shows in the past? Have you worked with a similar client in the past? If you have your old cue sheets, revisit them and see what you can learn. We also recommend listening into comm records from events. Hearing the stress level (or lack thereof) can garner a sense of calm with your team.

Since the production company s staff that is coordinating the event usually only makes up about 10{04d9822e7d95da125d508d8e1efbcf2edc79acd8aec1f0bbdcbd6a6f684f9bb3} of the onsite crew, booking your show crew should begin almost immediately, two to three months before the event if possible. The production team needs to reach out to show technicians early on to confirm availability and day rates, as well as book travel and lodging. These costs add up, so make sure you are prepared and can appropriately budget for this large expense.

Roughly two months prior to event day, the production team will work out the set design and branding and scope out gear costs associated with AV vendors (rental and staging companies), furniture, and equipment. Great production companies will work with you to keep costs efficient and realistic because this both increases the likelihood they will win the bid and still be able to deliver on the vision.

Coordinating with our clients on speaker presentations and collecting PowerPoint and scripts is a large part of the pre-production responsibilities. As much as possible, we don t want to arrive on show site with unknowns about the run of show. While there will always be last-second changes and additions to the show, the production companies that really succeed are the ones that ask the right questions during pre-production and really focus on removing the unknowns leading up to the show.

Another key part of the pre-production process is set and room design. On smaller shows, this will likely focus more on simple stages, projection screens, and pipe & drape. Larger shows will often have a custom fabricated or rented backdrop. This is where the coordination and communication of a successful production company really comes into play. Being able to coordinate between the audio, video, and lighting to ensure your event has the right AV gear to bring a set to life is key. We work with our clients and the venue to properly measure distances from screens to projectors and design the lighting and truss rigs so that they fit in the room. This is also where budget transparency is key. There is a vast range of scenic that can be tailored to each event. The more information we have about budgeting, the more successful we can be in getting to something that we can produce in your budget.

One month out from your event, your production team should begin building out a production schedule. This schedule should outline when AV vendor trucks should arrive at the docks, load in and show crew call times, load in schedules with meal breaks, client rehearsals and technical cue2cues, when the show starts, and details about the load and travel back.Some of this you ll know about as the event manager; typically though a great production team just takes care of and gives you high-level pieces of information to help keep your event running smoothly.

On-Site

The second step in the event production process begins a few days before the event. At this time, the rental and staging companies and production team should arrive on-site for set-up (load-in) and rehearsal. Oftentimes, clients won t fully understand what is involved in the set-up and the importance of setting aside time for tech run-throughs and client rehearsals. It is the job of a production company to carve out the required time here and give you AND their onsite crew the information everyone needs to be successful. This is where the production schedule and run of show is of utmost importance. It becomes the plan while onsite. Typically, the entire show flow, or rundown, isn t finalized until you get on-site.

Last minute changes really test the organization of the production team if they don t have a solid infrastructure to be flexible and agile. It is also one of the ways unproved or inexperienced teams trip up . If you do not have everything planned to perfection, you will be planning onsite, and not have bandwidth to focus on the new items that come up. Unforeseen technical problems, last minute changes from the client, and issues with the venue can all cause chaos. While being prepared for the unexpected is a must, we believe and live by the results from more than 16 years in the industry that help us produce successful event production quickly. We haven t seen it all (but we ve seen quite a bit) so ask us and we ll try to figure it out, within reason.

While on-site, behind the scenes while you re finalizing your elements of the event, your production lead will be coordinating with crew leads involved in producing the event. This typically looks like having a paper-tech meeting to go through the show flow item-by-item with the lead show crew, show caller, and producer. At this time, they will finalize technical details, fill out the run of show with AV cues, and discuss potential issues. Next, the team should have a cue-to-cue / run through from their respective positions in the venue (in person and virtual) on headset.

This is the time to step through all of the cues for a given show and really see how it all comes together. The run of show really gets dialed in during this period, often with multiple cues being changed or re-written entirely. Decibel Events uses several tools that help managing the changes to the run of show will really help the backstage team stay in sync.

From there, depending on what you ve requested of your production team lead, they ll report back any questions or concerns they have before you all move to a dress rehearsal – technical run through together. After the cue-to-cue, it is best practice for the production team to run through a rehearsal with the client present. This gives the client full transparency into what to expect and allows the client to request any changes that they want made to the rundown.

Show Day

On show day, the show crew should come in several hours before doors open. This gives everyone a chance to get their coffee and then run one more cue-to-cue before the show. This will often be a time where the client can get an extra rehearsal, if needed. The show crew should have the latest version of the show flow printed and distributed across backstage at this point.

Load-Out

One of the last steps in the onsite event production process is load-out. After a successful event, the production team breaks down the stage and all the AV, packages up their production office, and finally goes out to celebrate! The rental and staging crew generally take 1-3 days to pack up all the gear and load it onto the trucks. Depending on the size of the event or how busy the event production crew is, the team may be headed straight to another show! This can have effects on your overall event labor costs so be sure to ask questions during contract negotiations about call times.

Post Event: Assessing Your Event Success

The focus of any production team is creating a memorable experience for all event attendees, but the work doesn t stop there. For event production companies, it is necessary to show their clients the value of production services.

Return on Investment and Return on Objectives

The bottom line is important to all companies. How well was the event production company able to maximize budgets? Were they able to appropriately allocate resources to ensure event success? These are all questions you, as the client, may be wondering. However, it isn t always possible to tie production services directly to ROI. So one way we can is how we can provide results back to your team by looking at the return on objectives, or ROO. We collect and analyze this data providing vital feedback for our clients and advising them on how they can improve upon their events in the future.

Hiring the Right Production Agency for Your Next Event

What corporate events is your organization looking to pull off? Whatever it is, Decibel Events can help you to pull it off flawlessly. As a leading event production and management firm with experience in organizing everything from presidential events to massive trade shows to high-end corporate events, Decibel Event is right on top of all event management trends and knows how to best incorporate them into your next event. Let us help you to bring your event to life.

EMERGENCY EVENT ACTION PLANNING: A HIGH WIND ACTION PLAN

Continuing our Safety Series is a quick look into how we approach weather and safety. We produce a number of outdoor events, from street teams and mobile marketing that may have 10×10 EZ-Up tents all the way to 7 city blocks of major engineered structures.

Over the years, we have seen so, so many mistakes. I see this a lot on a personal level with the smaller tents- ZIP TIES are not structural!! I have seen the smaller tents zip tied to 5lb hand weights etc.

Image via Flickr by artistmac

I have also seen major accidents (Sugarland, the recent GP sailing accidents, etc). At an airshow we produced we subcontracted a raising roof grid structure from a local midwest vendor. This just happened to be the Sugarland stage that had the tragic accident less than a month later. What we saw when we rented this was a concern all around.

Why use water ballast? Because we know the weight of water. at 8lbs a gallon, this is an easy and mobile way to weigh down your structure. What else? Stakes at 36-48″ depending on your engineering diagrams as well as concrete blocks that are weighted are all useful methods. We stay away from “found” methods onsite (e.g. attaching to something found onsite).

Also, we have a HWAP policy. When we deploy large structures we have a set plan that is approved in advance. This includes a scale of wind speeds and actions that we employ when those speeds are reached. There is NO discussion onsite, just implementation. This ensures that there is no delay or waffling to “see what happens” or trying to keep a crowd nearby so the event isnt cancelled. This is intended to ensure Life Safety comes first,

HIGH WIND ACTION PLAN (HWAP) Wind Ratings:

20MPH: Safety team is assembled and on alert (within 5 minutes) and remains on alert until wind stays below 25MPH for 30 minutes.

25MPH: Wind wall and backdrop are lowered to stage level and secured. Backdrop to be removed within 10 minutes.

30MPH: Remove all fabric panels to create an open structure. All panels removed within 15 minutes.

40MPH: CEASE ALL SHOW OPERATIONS. Evacuate audience members and crew except HWAP personnel. Do not lower roof, do not climb structure.

67.5MPH: Evacuate all personnel from within the vicinity of the structure and do not return until winds fall below 40MPH.

We also employ a meteorology team out of Oklahoma when we produce large-scale events and build outdoor structures. This gives us access to an extended forecast, real time lightning awareness as well as windspeed and rain activity. We have an on-call meteorology team that we have access to in order to evaluate any issues that come up throughout the event.

NAVIGATING EVENT SAFETY: ADAPTING TO NEW FIRE MARSHAL RULES AND VENUE CHANGES

Every event planner knows that safety is a priority when organizing any event. At Decibel, we’re well aware of the ever-changing municipal regulations around event safety, which can often feel like navigating through a complex maze of paperwork and procedures. However, no matter how tedious it can seem, we know that this meticulousness is vital to the planning and production of events and ensuring life safety.

Collaboration is key when it comes to safety. We regularly work hand-in-hand with various building venues, adhering to their rules and restrictions, and collaborating closely with Fire Marshals around the country. While the basic safety standards for events and venues are often similar, it’s important to remember that every event and venue has unique rules and hyper-specific elements. These rules are usually based on their past experiences and, being aware of these can save time, effort, and prevent unexpected surprises.

One key step in ensuring event safety is conducting detailed site visits. This helps us understand the physical environment better and ensures that our plans align with the reality of the venue. The importance of such visits was recently highlighted during an event at the Washington Convention Center. The venue had undergone changes during the COVID shutdown, including the addition of storage areas and new walls. This change was not reflected on the CAD diagrams available at the time, and had our Technical Director not conducted a walkthrough, verifying measurements, we could have incurred serious changes, overtime, and extra costs.

Moreover, staying updated with the latest policies from Fire Marshals and venues is a crucial part of our process. For example, our DC office recently shared updated notes from the Fire Marshal outlining new and updated items to be aware of.

To give you a glimpse into the safety standards and guidelines, here are some policies from Javits Center and Moscone Center:

Javits Center Policy

Moscone Center Policy

And here are some notable updates from WCC Fire Marshall:

• Optimal time for plan submission is 30 days.
• Event plans submitted within 7 days of the event are charged double ($300) for expedited service.
• No additional fee for revisions.
• Any event with 100 people or more requires a plan.
• Layouts and exits are the primary concern of Fire Marshals.

To ensure a seamless and safe event planning process in DC, we suggest you include the following in your plans:

• Name of Event
• Date of Event
• Estimated number of attendees at any one time
• Set up date and onsite point of contact

Also, remember to apply for Public Assembly Permits for trade shows or any event with more than 100 people in attendance.

Ensuring safety at your events can feel overwhelming, but with meticulous planning, collaboration, and a firm understanding of venue policies and fire safety rules, you can smoothly navigate this process. At Decibel, we’re committed to understanding these ins and outs and making safety a priority in every event we plan.

Remember, while the process may seem unglamorous, it is essential. Safety is not just a checklist – it’s a commitment to every attendee who walks through the doors of your event.

For more detailed information on event safety planning in DC, read through this. Your safety is our priority and we believe in sharing knowledge that empowers you to conduct successful and secure events.

Stay tuned for more updates and insights into the world of event planning and safety.

2022 s Must-Attend Christmas Events

The season for decking the halls, wrapping the gifts, and drinking the eggnog is just right around the corner. And we re ready for it!

While there is no shortage of amazeballs Christmas events right here in our own backyard, there is a truly diverse and creative set of events taking place around the globe. Here we take a look at the top eight events taking place around the world that will have event-goers and Jolly Old St. Nick alike saying ho, ho, ho this coming Christmas season.

#1 – The Twelve Pubs of Christmas

The Irish are known for their love of drink and their love of pubs, so it only seems natural that in Dublin it is customary to ring in the season of joy with a glorified pub crawl. This event has taken the Irish nation by storm over the past decade and is now a go-to for office parties, friend groups, and family reunions who aim to hit 12 pubs in one evening and have a drink in each one.

Resplendent with drunken Santa Clauses and Mrs. Clauses, there are rules in effect, including:

• No drinking with your right hand at the first pub
• No pointing at anyone in pub #2
• No talking to any one you know at the third pub

and so on and so on. Rulebreakers must chug their drink down as a penalty. Cheers

More information available at https://www.irishcentral.com/culture/craic/irish-12-pubs-of-christmas

#2 – Giant Lantern Festival

San Fernando, Philippines

Described as the biggest, brightest, and most colorful Christmas event in the Philippines , this festival is an exhibition of giant lanterns with lights and music. The festival has earned San Fernando the title of the Christmas Capital of the Philippines and has been running on an annual basis since 1904, although it evolved to its modern-day version in the 1930s after the introduction of electricity to the region.

More information available at https://giantlanterns.com

#3 – Winter Wonderland

London, England

Beginning in mid-November and running until early January, Winter Wonderland has been a staple of London s Hyde Park for almost two decades.

Winter Wonderland fun includes:

• Santaland a magical one-stop shop in the corner of Hyde Park designed to make visitors feel like they have been transported to the North Pole
• Street food galore fried chicken, fish & chips, churros, pizza, hot dogs enough to keep even Santa himself full and jolly
• Rides and games reminiscent of a fair
• An ice bar .deemed the coolest bar at Winter Wonderland
• An ice slide where visitors can catch the thrill of sliding down an ice slide on an inner tube
• Ice sculpting workshops
• and so much more

More information available at https://hydeparkwinterwonderland.com/

#4 Christmas Fair

Budapest, Hungary

Widely considered to be one of the most beautiful Christmas markets in Europe, multiple locations around the city host fairs featuring vendor food and gift stalls, live performances, crafts, skating, and the food oh, the food. Hungarian specialties including chimney cake, mulled wine, apple strudel, potato pancakes, and cabbage rolls are available at every turn.

More information available at https://christmasmarketsineurope.com/budapest-christmas-markets/

#5 Bethlehem Christmas Tours

Bethlehem, Palestine

Given its birthplace-of-Jesus roots, it s not surprising to see Bethlehem make an appearance on the list. How do the fine folks of Bethlehem ring in the season? With a selection of Christmas tours, for starters.

These Christmas tours take visitors through the historic Bethlehem and include the tale of a candle in every window, and teachings about the star of Bethlehem. Midnight Mass is a must-do while in Bethlehem for Christmas, visitors flock to the Church of Nativity or Manger Square.

More information available at https://historicbethlehem.org/christmas/christmas-tours/

#6 – San Juan Christmas

Puerto Rico

There may be a distinct lack of snow, but that doesn t temper the San Juan Christmas experience one iota. Their 45 day Christmas period, La Navidad, kicks off after Thanksgiving Day and lasts until mid-January, with the Fiesta de la Calle San Sebastian a huge street festival where party goers dress up as characters and participate in a parade, marking the official end of the holiday season.

Parrandas, Puerto Rico s version of Christmas carolling, is another big piece of the yuletide festivities.

More information available at https://www.discoverpuertorico.com/article/holiday-traditions-puerto-rico

#7 Santa Claus Village

Lapland, Finland

This is where Santa kicks it year-round. And who can blame him? This picturesque village includes a huge range of ways to get your Christmas fix at any time of year. Dog sledding, snowmobiling, Northern Lights safaris, reindeer rides, shopping, and restaurants are just a few of the activities available to visitors.

More information available at https://santaclausvillage.info/

From Chocolate to Fortnite: Experiential Events Inspiration

In a time when you can ask an inanimate household object to tell you anything from the weather forecast to the lyrics from Kelis s Milkshake to the date of the initial moon landing, it shouldn t come as a surprise that events have taken on a more experiential vibe. People are engaging in more creative ways than ever before, and events need to deliver on these creative engagement opportunities if they are going to succeed. Here we look at five experiential event ideas that brought all the boys to the yard.

Van Gogh Exhibit: The Immersive Experience

Their website sums up the experiential event philosophy rather succinctly:

Have you ever dreamt of stepping into a painting? Now you can.

The Van Gogh Exhibit, which has been touring since 2017, has had more than 5 million visitors across North America, Europe, and Asia. This is especially impressive when you consider that two of their five year run was during COVID. In order to accomplish this stepping into a painting sensation, through the use of virtual reality and projections of Van Gogh s works onto large gallery spaces.

Photo credit: https://www.flickr.com/photos/vincentsg/

M & M Interactive Pop-Up

What does a chocolatier do when they need help deciding on their newest flavor option? They create a pop-up experience that gives attendees the opportunity to experience what each of their three prospective flavors taste, smell, and even feel like. This 2018, New York-based event included three specialized rooms where attendees could indulge themselves in these flavors, including flavor-inspired drinks and snacks and d cor. The winner? All the attendees who got to experience this unique event. Oh, and Crunchy Mint, which beat out Crunchy Espresso and Crunchy Raspberry.

House of Vans

In honor of the release of their David Bowie trainers, Vans went to skateparks across the country with their House of Vans pop-up spaces. And House of Vans was a cool space, designed to attract a cool crowd. Elements included music, art, workshops, fashion, Skate Skool, and more. Bringing all the boys to the yard, indeed.

Credit: Vans

The Fortnight Rift Tour

Virtual events, which experienced a huge surge in 2020 2021 thanks to a little thing called COVID, are going to continue to have some staying power. So it s worth looking at one virtual event that brought the experiential-ness in spades. Coined a musical journey unlike any other, brought together fans of Ariana Grande with Fortnite gamers for a uniting of gameplay and concert. This win-win opportunity resulted in a 123{04d9822e7d95da125d508d8e1efbcf2edc79acd8aec1f0bbdcbd6a6f684f9bb3} bump in streaming of Ariana Grande songs post-event. Check it out here.

League of Legends – Worlds Semi-Finals

Video games have an incredible way of bringing people together online, but the world of live tournaments is helping connect people from all over the world in a powerful in person experience. With teams from all over the world, including Korea, China, and Europe, the crowd was diverse and ready to watch their team win it all. As this was right up the street from us at the Madison Square Garden Hulu Theatre, we couldn t help but get tickets. From our seat in section 202, row V, we took a plunge into the world of League of Legends to experience just how insane the production levels and customer journey can be when the world comes together, and it did not disappoint!

The Budweiser Beer Garage

Beer and garages go hand in hand, and Anheuser Busch did a fantastic job of connecting those two dots with their immersive campaign at the 2016 SXSW Festival. Festivalgoers were invited to celebrate all things Bud in this creative and memorable display which included a 4-D immersive reality Budweiser brewery tour that provided a multi-sensory experience that combined sight, hearing, and smell. Cheers!

Feeling inspired to work some cool experiential elements into your next event? Let the team at Decibel Events help you bring all the boys to the yard.

All About the Rockefeller Tree Lighting

On Wednesday, November 30th, the annual tree lighting at Rockefeller Center will be taking place. For many, this is the symbolic start to the Christmas season.

Here we share the history of the tree lighting, some fun facts, and what you can expect at the 2022 tree lighting ceremony.

The History of the Rockefeller Center

The Rockefeller itself dates back to 1928, when business tycoon John D. Rockefeller leased land for the future Rockefeller Center. The space leased spanned three square blocks. One of New York City s most iconic landmarks, the Rockefeller Center was originally intended for vaudeville shows before transitioning to a movie house. More than 700 films have premiered there since 1933.

Before construction was even complete on the Rockefeller Center, in 1931, Great Depression-era workers pooled their funds to purchase the first-ever Christmas tree for the Center. A 20 foot balsam fir, the tree became a symbol of hope and optimism during trying financial times. Two years later, the Rockefeller Center made the tree an annual tradition. At this first official lighting ceremony, the tree was 50 feet tall and adorned with 700 twinkling lights.

In 1936, the skating pond was added to the Rockefeller Center. Legend has it that the skating pond idea was courtesy of a skate salesman who demonstrated his skates on the ice in the Rockefeller Center fountain, and thus inspired the idea for a skating pond.

In 1952, The Today Show made it s debut at Rockefeller Center. The Tonight Show followed suit in 1962, and Saturday Night Live followed in 1975. Rockefeller Center has served as the backdrop for countless movies and shows, including Tin Fey s 30 Rock sitcom, which was modelled after the behind-the-scenes shenanigans at Saturday Night Live.

The Deets for 2022

As is customary, the tree will be lit from 6:00 am 12:00 am daily from November 30th until it comes down (this date is still to be determined).

The lighting will take place via NBC s live national broadcast of Christmas at Rockefeller Center at 8:00 pm EST on Wednesday, November 30th. Public access is also typically made available.

The 90-year-old tree itself is a bit of a beast. An 82-foot tall, 50-foot wide tree, it weighs in at 14 tons (which is roughly the equivalent of the weight of two elephants and big ones at that).

For the last three decades, Erik Pauze, the Rockefeller Centers head gardener, has been tasked with selecting, nurturing, and transporting the annual Christmas tree. And Pauze takes this role seriously. As he shared in a recent Q & A, what I look for is a tree you would want in your living room, but on a grander scale. It s got that nice, perfect shape all around. And most of all, it s gotta look good for those kids who turn the corner at 30 Rock; it needs to instantly put a huge smile on their faces. It needs to evoke that feeling of happiness.

There are over 50,000 LED lights on the tree (five miles worth). The star that goes atop the tree is a three-dimensional Swarovski star that was designed in 2018, weights 900 pounds, and features seven spikes covered in 3 million crystals. Bling bling!

Fun Facts About the Rockefeller Tree Lighting

Read on for some little known tidbits about America s favorite tree-dition:

• More than 125 million people view the Rockefeller tree every year
• The tree size has grown exponentially in the past several decades originally a mere 20 footer, 1971 s tree was over three times as tall at 65 feet, 1999 s version was 100 feet tall, and nowadays 80ish feet is the height of choice
• What happens to Rockefeller Christmas trees once their 15 minutes of fame is up? They are milled into lumber which is then donated to Habitat for Humanity and used to build a home
• During World War II the tree remained unlit due to blackout regulations, and simple yet patriotic red, white, and clue decorations were used
• Once the tree is selected, a crane supports the tree while it is cut down it is then dressed in giant red bows with banners extending holiday greetings and transported to Rockefeller Center
• The tree went energy efficient in 2007 by converting to LEDs which use 1,200 fewer kilowatt hours of electricity per day
• Performers at the tree lighting ceremony over the years have featured some big names including Garth Brooks, Lady Gaga, Aretha Franklin, Mariah Carey, Tony Bennett, Dolly Parton, John Legend, and more!

So, mark your calendar for 8:00 pm EST on Wednesday, November 30th, pour yourself some eggnog, and start Christmas off right by taking in the Rockefeller Tree Lighting ceremony. Here are some viewing options:

• NBC site
• NCB app
• Stream on YouTube
• Peacock site
• Peacock app
• Hulu + Live TV
• fubo TV
• Sling TV

Cybersecurity Best Practices for Events

Just before the weekend, on the 28th day of Cybersecurity Awareness Month, it was announced that Events D.C. was the victim of a recent cyberattack (likely a ransomware attack), one that likely compromised employee and customer data. Events D.C. has over 400 employees and owns or manages 10 major venues across the District, including the Walter E. Washington Convention Center and RFK Stadium.

This is why cybersecurity needs to be top of mind for event planners. After all, event planners are responsible for managing people, logistics, finances, and all of the data that goes along with it – all of which are potential targets for cyberattacks. Here are some of the key vulnerabilities that event managers need to be aware of.

Data, Data, and More Data

Event planners are in possession of and responsible for a lot of sensitive information. Credit card numbers, social security numbers, addresses, and other personal data are all part of the job. And if that information falls into the wrong hands, it could be used for identity theft or fraud.

Here are a few best practices to help keep your data safe:

• Use a secure server to store sensitive information;
• Don’t use easily guessed passwords (don t even remotely consider 123456, password, or Change them often and make them long and complex;
• Encrypt all data that is transmitted electronically;
• Be careful about the WiFi networks you connect to. Public networks are not secure; and
• Educate your team about cybersecurity risks and best practices.

The Virtual Event Hack

When we all moved to Zoom and Google Meets virtual meetings at the onset of the pandemic cybercriminals were quick to follow suit. In their defense (Zoom and Google, that is), these platforms simply weren t fully prepared for the rapid adoption they experienced courtesy of a virus-who-shall-not-be-named. In December 2019, Zoom had 10 million daily meeting participants; by May 2020 they were up to 200 million.

Most people who attended a virtual conference in 2020 (before these platforms were able to find ways to better keep out Internet trolls) have a Zoom-bombing story .and it s usually a pretty unpleasant one (obscene images, name-calling, and just general all-around asshole behaviour). These Zoom-bombings may not have been damaging in the same way that other cybersecurity breaches like ransomware and phishing scams are, but hurtful and disruptive nonetheless. Neither of which is something that an event planner wants.

While the world is back to in-person events, virtual events still have a presence and will continue to do so for the duration. Which means that event planners still need to ensure they are following best practices in ensuring they are doing everything possible to avoid these virtual event breeches, including the following:

• Get to know your platform settings and how to rapidly disable or evict a jerk attendee if needed;
• Use the waiting room feature in order to have further control prior to admitting attendees;
• Always set a meeting password, and be discrete about how you are sharing it with your audience;
• Lock down screen sharing controls so unwanted intruders cannot hijack the screen for their own nefarious purposes; and
• If it s not imperative for your attendees to be able to communicate with each other and with the presenter then remove the ability for them to do so.

The Conference Hack

Conferences are fertile ground for cyberattacks. They bring together large groups of people, often from different organizations with different levels of security awareness. A lot of data is exchanged at large scale conferences and trade shows. Between the numerous email entries vying for the latest tech gadget giveaway to attendee demographic information to smart floors, data is available in spades, and you can bet that this has not escaped the attention of those cybersavvy folks with ill intent.

There have been a number of high-profile attacks on conferences in recent years, including an attempt to hack into the Montreux Jazz Festival and an attack on the DefCon security conference in Las Vegas. But the threat isn’t limited to big events. Smaller conferences are also vulnerable, especially if they don’t have the resources to invest in top-notch security. And because conferences often involve high-profile speakers and attendees, they can be an attractive target for attacks that seek to disrupt or embarrass the event.

That’s why it’s important for all conference organizers to be aware of the risks and take steps to mitigate them. Here are some tips:

• Make sure your WiFi network is secure, with strong passwords and encryption enabled;
• Use event management software that includes security features, such as two-factor authentication;
• Require all speakers and attendees to use unique passwords for their accounts; and
• Educate your team and participants about the dangers of phishing scams and other common attacks.

See Yourself in Cyber

October is Cybersecurity Awareness Month. The President of the United States and Congress declared this month in 2004 to help bring awareness to the importance of cybersecurity during a time when attacks were drastically on the rise.

The theme for 2022 is See Yourself in Cyber. This reinforces that despite all the tech lingo and complexities around cybersecurity, at the end of the day it s all about people. The Cybersecurity and Infrastructure Security Agency shares these four key actions that they encourage all to take:

• Think Before You Click: Recognize and Report Phishing: If a link looks a little off, think before you click. It could be an attempt to get sensitive information or install malware.
• Update Your Software: Don’t delay — If you see a software update notification, act promptly. Better yet, turn on automatic updates.
• Use Strong Passwords: Use passwords that are long, unique, and randomly generated. Use password managers to generate and remember different, complex passwords for each of your accounts. A passwords manager will encrypt passwords securing them for you!
• Enable Multi-Factor Authentication: You need more than a password to protect your online accounts, and enabling MFA makes you significantly less likely to get hacked.

Source: https://www.cisa.gov/cybersecurity-awareness-month

In honor of cybersecurity awareness month, why don t you go ahead and change all your passwords to something so ridiculous and random that it makes your head hurt. We guarantee .it will make your head hurt less than a data breach or cybersecurity attack.

October Events Around the World

Yikes, I blinked and here October is, with its shorter days and its yellow leaves and its pumpkin spiced lattes. Let s see what October has in store for us, events-wise.

But first, you may wonder why Germany s beer-fueled Oktoberfest isn t on the list? Fun fact: Oktoberfest is actually held in September due to the cold weather. Who knew? I guess Septemberfest doesn t quite pack the same punch. But anyhoo, there is no shortage of magnificent events taking place this month, as you will see!

The Albuquerque International Balloon Festival Albuquerque, New Mexico

Date: October 1 – 9

The initial 1972 festival had 13 balloons. Last year s festival had over 600 balloons and 700 pilots. As their website claims, any local will tell you that October is the most beautiful time of year in New Mexico, made so in large part by the much-anticipated sight of colorful balloons punctuating the skyline. During this season, the sky is bluer, the days are gentler, and the mornings crisper — almost as though the landscape has taken a deep sigh — and on the desert s warm breath sails the annual Albuquerque International Balloon Fiesta. Sign me up!

More information available at https://balloonfiesta.com/

The Cirio de Nazare – Belem, Brazil

Date: October 1 – 16

The Virgin Mary (ya, that Virgin Mary) is the cause for celebration for this annual festival. The fifteen day festival wraps up on the second Sunday of October when the city welcomes a procession of more than one million pilgrims as they follow an image of the Virgin Mary throughout Belem.

More information available athttps://www.ciriodenazare.com.br/

Festival of the Dead Salem, Massachusetts

Date: October 1 31

Salem really leans into its witch trials-laden history in this month-long annual event series that explores death s macabre customs, heretical histories, and strange rituals. Highlights include The Official Salem Witches Halloween Ball, The Mourning Tea, The Dumb Supper: Dinner with the Dead, and more psychic readings that you can shake a stick (er, wand?) at.

More information available at https://www.festivalofthedead.com/

Nagasaki Kunchi Festival Nagasaki, Japan

Date: October 7 9

This festival has been going strong since 1634 and celebrates the guardian deity at Suwa Shrine. The entire city, including almost 60 neighborhood dance troupes, take part in the three-day celebration which features several performances.

More information available at https://nagasaki-kunchi.com/english

Diwali India

Date: October 22 26

It is widely believed that Diwali, also known as the Festival of Lights, is the day when the Hindu Goddess of Prosperity travels to earth and blesses us with wealth and prosperity. To her, I say, yes please. As India Today describes it, the lights of Diwali signify a time to destroy all our dark desires and thoughts, eradicate dark shadows and evils and give us the strength and the zeal to carry on with our goodwill for the rest of the year. And let s face it, we could all use a little of that!

MassKara Festival Bacolod, Phillipines

Date: October 23

MassKara Festival dates back to 1980 when the price of sugar, which is a primary livelihood source in the Phillipines, was at an all-time low. And so, as one does when sugar prices are low, the festival was born in attempt to sweeten (ha!) the spirits of the locals. 40 years later it is still going strong with parades, decorations, masks, dancing, and a giant street party, Electric MassKara.

More information at https://guidetothephilippines.ph/articles/history-culture/masskara-festival-bacolod-guide

Halloween Village Parade New York

Date: October 31

So, obviously Halloween is a thing, something that children (and adults) around the world take part in. New York s Village Parade stands out as one of the bigger Halloween events though. Celebrating its 49th year this year, the parade annually draws more than 60,000 costumed participants and 2 million spectators. Which trumps trick or treating on your block.

More information available at https://halloween-nyc.com/

Samhain Ireland, Scotland, Isle of Man

Date: October 31 November 1

This Gaelic festival marks the end of the harvest season and the beginning of winter. This festival goes all the way back, with being first mentioned in Irish literature dating back to the 9th century. This is a pagan religious festival during which Celtics of yore believed that the barriers between the physical world and the spirit world would break down.

Day of the Dead Festival, Mexico

Date: October 31 November 6

This celebration, which served as the backdrop for Disney s 2017 film Coco, is a holiday of joyful celebration and remembrance of friends and family members who have passed away more festive than somber though. Mexico City held the first Day of the Dead parade in 2016, and it has grown every year since. Skulls, flowers, skeletons, costumes, and Ofrendas (which are memorial displays in homes designed to commemorate the lives of loved ones) are all part of the festivities.

More information available at https://dayofthedead.holiday/

Naga Fireball Festival Northern Thailand

Date: Mid- to Late-October

This fascinating festival is centered around a phenomenon which occurs around the end of the Buddhist Lent period each year. People gather along a 250 km stretch of the Mekong River to witness thousands of glowing red balls fireballs shoot up into the sky. Legend has it that this phenomenon is attributed to the mythical Phaya Nak, a giant serpent that is believed to live in the river. Scientists have yet to be able to explain the reason for this dazzling spectacle.