Plan sound and lighting as one event setup
Connect the equipment to what people need to hear, see and do. A shared brief helps the venue, DJ, performers and hire team work from the same arrangement.
Ideas for your event.
List the moments, places and audiences
Begin with speeches, announcements, presentations, music, performances and dancing. Add approximate audience numbers and the location and timing of each moment, including any separate outdoor area.
Different parts of the event may use different equipment or positions. Tell Fables which items the venue and performers already supply so the remaining hire requirement is clear.
Choose lighting for its purpose
Disco lighting can add colour and movement around the dancing area. Festoon lighting brings warm light to dining, walkways and marquee settings. Show those areas alongside the PA and any presentation equipment on a room or site plan.
Describe effects you want and prefer to avoid. Smoke effects need venue permission and a review of the particular space, including fire detection, ventilation and guest requirements. Share restrictions before confirming the proposed arrangement.
Join the equipment and power information
Ask speakers, musicians, DJs and presenters for their microphone, playback, connection and power requirements. List who will operate each item and allow time for setup and a sound check.
Check sound and finish-time restrictions with the venue, as well as delivery, installation and collection access. Fables confirms equipment supply requirements; own power and any Wi-Fi need separate agreement where required.
Keep the confirmed handovers clear
If the room changes from a meal to dancing, agree when the floor is clear and which supplier can set up next. Include a dance floor or large decorative letters on the same plan so equipment positions can be reviewed together.
Your quote should identify the agreed equipment, assistance and other hire. Keep the final layout and timetable with the venue contact details and share any change promptly rather than relying on an earlier plan.
Questions before you book.
Should the DJ and venue be involved before we book?
Yes. Share their existing equipment, technical requirements, restrictions and timings so the proposed hire and responsibilities can be confirmed together.
Can we use inspiration photographs in the brief?
Photographs can explain your preferred atmosphere or position. Include dimensions, permissions and equipment details so Fables can assess the actual arrangement for your venue.
Continue planning.
Send your sound and lighting brief.
Send your event date, venue postcode and the items you are considering. Include quantities, access and timings so we can check availability and prepare your personalised quote.