Lighting can add impact and accentuate special event decor but for many planners, lighting is still a lesser known decor category. To get the most out of your lighting decor, you will want to make sure to follow a few simple tips when working with the lighting designer.
First, bring the lighting designer in as quickly as you can. They may have ideas that can actually save you money down the line in other decor categories such as linens, fog effects, etc.. Maximize your savings by starting with a cohesive plan as early as possible.
Secure access to your venue as early as possible. In order to properly adjust the lighting, the crew will need to make adjustments while the venue is lit the same way as it will be during your event. While they set-up at almost any time of day, if your event is taking place in an outdoor environment and will begin before sundown and run after full dark, the crew will actually need to test and adjust the night before. Plan several hours for unloading and set-up before the event begins and additional time at the conclusion of the event for tear down.
Communicate and verify the venue capabilities and requirements. Access to sufficient power, floor plan for placement of structural columns, windows, etc. as well as service items such as tables, bars, dance floors will be important in determining quantity of equipment and the type - for example certain types of lights will cover more area than others and generators will add to the cost. Determine who holds the license for various activities. Lighting and structures placed above heads must be installed by someone licensed for overhead installation if the venue will approve it at all. Note that many DJs do not have such licenses.
Thank you to Laura Macario with DC area based Artistic Concepts Group in for sharing these great ideas!