Improving Event Planning and Communication With Vectorworks

Like the tip of an iceberg, show day is just the small part of your event that everyone can see. Getting to that day takes coordination, planning, and efficient communication. Similar to the part of the iceberg under the water, it’s the pre-production work that provides flotation and allows the tip to be seen. Conference calls and emails are helpful, as well as newer collaboration platforms like Slack and Basecamp, but the best way to get ideas across is with an image.

Vectorworks – The Event Professional’s Choice

At Event Tech we use Vectorworks, the industry-leading design software for the entertainment business, to create drawings of our events. These drawings serve as the information hub – connecting clients, vendors, and technicians to make sure everyone is on the same page.

CAD, or Computer Aided Design, is the process creating detailed technical drawings and 3D renderings that depict exactly how your event’s design and production elements fit together in the venue to create your event experience. There are several different types of drawings that a special events production firm can create for you using a CAD program:

  • Floor plans
  • Lighting designs
  • Stage plots
  • Site maps
  • Cabling diagrams
  • 3D design renderings
  • Engineering drawings

3D Design Helps Set Expectations

Vectorworks allows us to design simultaneously in 2D and 3D. Most technical drawings are shown 2D in a plan view, looking down at the room from above. However, when there’s a desire to see what things will really look like in a room, we use 3D representations. A rendering is a more realistic image of the 3D space that shows all the room surfaces and can include elements like the beams of light that emanate from each fixture. Throughout the planning phases, being able to provide your clients and team with accurate 3D renderings of the final build will facilitate getting all of the stake holders on the same page. This helps to set realistic expectations before the day of the event.

 

Everyone Benefits From Detailed Drawings

CAD drawings help everyone. The event designer can see what the stage set and color schemes will look like. The meeting planner can see the spacing between tables and share that floor plan with the hotel. For technicians, drawings serve as the map of equipment placement and connections. Integrating data from the venue, like room dimensions and electrical access helps limit confusion, shorten set up times, and save money. And in the warehouse, CAD drawings inform our pick lists so that the right equipment ends up on site.

We also use Vectorworks to create drawings that we share with our Professional Engineer in order to prove structural stability and wind resistance at outdoor events. The engineer can see every detail about how a structure is built and will stamp or certify our drawings for submittal.

Information Sharing Through CAD

Many of the large events we stage are collaborations with other production companies. Being able to communicate effectively and share information ahead of time is key to making the load-in go smoothly, satisfy the client, and keep everyone safe. When there are multiple companies on site and space is at a premium, CAD drawings make sure that everyone knows where things go and any conflicts can be worked out before load-in. Since many similar companies also use Vectorworks, files can be passed back and forth with each vendor adding their bit to the drawing.

Event Tech offers a full range of professional CAD and event planning services. Incorporated into a full production design or offered as a standalone service to event professionals and coordinators, no matter how large your event may be or what stage of development you find yourself in, Event Tech can help put your ideas on paper. As you start the design process of your next project remember that if you fail to plan, you are planning to fail.

Testimonial

https://vimeo.com/206162837

Michael Watson, Montgomery College's Performing Arts Center on the Rockville Campus, and I am the Technical Director.

 

How do you feel about working with Event Tech?

I think Event Tech is fantastic. They do great work. Their people are on time. They're on budget. They know their equipment. They know what they're doing. We're able to do advance shows with them on a regular basis, and they provide all the support that we need.

Before we found Event Tech, most of the time we had to go with multiple vendors. With Event Tech, at least now, we're able to go with one vendor and take care of all of our audio needs and our staging needs. Occasionally, we do some sub-rentals for lighting. Before that, we had to go to at least three different vendors to get the equipment that we needed.

What is the best part about working with Event Tech?

Honestly, it's the people. We feel that a lot of their engineers are top-notch. They know all of the ins and outs of their equipment and all of their consoles. Touring and guest artist events love working with them. They are able to work really easily and achieve what they need to for their shows.

Would you recommend Event Tech to a colleague?

I would tell them that Event Tech is probably your one-stop-shop for everything that you need in terms of production. Their people are able to get the job done very quickly and politely, and they're able to work well with artists of all caliber.

We like to use Event Tech routinely because the engineers that we get work very, very well with the touring engineers. A lot of times if we have a tour that comes through here with specific guest artists' needs, those guys can be a little grumpy. They can be a little bit tired. They've been on the road for God knows how long.

The Event Tech personnel that we have on day of show are able to actually calm them down and work with them and make it a much more relaxed and friendly environment so that the show goes off without a hitch.

Testimonial

Like the tip of an iceberg, show day is just the small part of your event that everyone can see. Getting to that day takes coordination, planning, and efficient communication. Similar to the part of the iceberg under the water, it's the pre-production work that provides flotation and allows the tip to be seen. Conference calls and emails are helpful, as well as newer collaboration platforms like Slack and Basecamp, but the best way to get ideas across is with an image.

Vectorworks - The Event Professional's Choice

At Event Tech we use Vectorworks, the industry-leading design software for the entertainment business, to create drawings of our events. These drawings serve as the information hub - connecting clients, vendors, and technicians to make sure everyone is on the same page. CAD, or Computer Aided Design, is the process creating detailed technical drawings and 3D renderings that depict exactly how your event’s design and production elements fit together in the venue to create your event experience. There are several different types of drawings that a special events production firm can create for you using a CAD program:
  • Floor plans
  • Lighting designs
  • Stage plots
  • Site maps
  • Cabling diagrams
  • 3D design renderings
  • Engineering drawings

3D Design Helps Set Expectations

Vectorworks allows us to design simultaneously in 2D and 3D. Most technical drawings are shown 2D in a plan view, looking down at the room from above. However, when there's a desire to see what things will really look like in a room, we use 3D representations. A rendering is a more realistic image of the 3D space that shows all the room surfaces and can include elements like the beams of light that emanate from each fixture. Throughout the planning phases, being able to provide your clients and team with accurate 3D renderings of the final build will facilitate getting all of the stake holders on the same page. This helps to set realistic expectations before the day of the event.  

Everyone Benefits From Detailed Drawings

CAD drawings help everyone. The event designer can see what the stage set and color schemes will look like. The meeting planner can see the spacing between tables and share that floor plan with the hotel. For technicians, drawings serve as the map of equipment placement and connections. Integrating data from the venue, like room dimensions and electrical access helps limit confusion, shorten set up times, and save money. And in the warehouse, CAD drawings inform our pick lists so that the right equipment ends up on site. We also use Vectorworks to create drawings that we share with our Professional Engineer in order to prove structural stability and wind resistance at outdoor events. The engineer can see every detail about how a structure is built and will stamp or certify our drawings for submittal.

Information Sharing Through CAD

Many of the large events we stage are collaborations with other production companies. Being able to communicate effectively and share information ahead of time is key to making the load-in go smoothly, satisfy the client, and keep everyone safe. When there are multiple companies on site and space is at a premium, CAD drawings make sure that everyone knows where things go and any conflicts can be worked out before load-in. Since many similar companies also use Vectorworks, files can be passed back and forth with each vendor adding their bit to the drawing. Event Tech offers a full range of professional CAD and event planning services. Incorporated into a full production design or offered as a standalone service to event professionals and coordinators, no matter how large your event may be or what stage of development you find yourself in, Event Tech can help put your ideas on paper. As you start the design process of your next project remember that if you fail to plan, you are planning to fail.