Objective:
This document outlines key event setup requirements for a 150–180 attendee gathering at a 4/5-star venue. It covers technical and AV needs such as sound systems, lighting, live streaming, and stage setup; layout planning including seating, zones, and furnishings; food and beverage arrangements; gift and award storage; and essential printing items like standees and backdrops to ensure seamless event execution.
Team Involved:
Operations Team (Adtech Today)
Technical & AV Requirements
- Sound system with microphones (lapel, cordless, handheld)
- Stage
- LED screens or projectors with screens
- Stage lighting and ambient lighting
- High-speed internet/Wi-Fi
- Power supply with backup (generators or UPS)
- Podium and clickers for presentations
- Mic
- Mixer and amplifier
- Photo Booth
- Digital Podium
- Stage Skirting
- Hostess
Live Streaming/Recording Setup/Photography
- Space for camera view
- Record the whole event including live streaming
- Photos of events and videos
- Mediabytes coverage
Space & Layout
- Enough capacity for expected footfall (seating + movement)
- Flexible layout (for booths, stage, networking areas)
- Separate zones (e.g. stage, VIP area)
Furniture & Fixtures
- Tables and chairs (for guests, panel, exhibitors)
- Stage/platform
- Registration counters
- Charging stations (optional)
- Cloakroom/storage space
Food & Beverages
- Tea/coffee/snacks or full meals
- In-house catering or external vendor policy
- Space to Eat Lunch
- Lunch
Gifts & Awards
- Cloakroom to keep awards and gifts before the event
- Place to keep on the day of the event, inside the hall
Printing
- Printing of Standee
- Checkered Backdrop
- Flex
- Srikanth Rayaprolu (10 July 2025)
- Srikanth Rayaprolu (10 July 2025)
- Neha Mehta (10 July 2025)
- Neha Mehta (10 July 2025)
Add Your Heading Text Here (10 July 2025)
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