EVENT SUPPORT IN ACTION
APPLEGATE EMERGING BRANDS MEETING
Hyatt Regency Princeton | Princeton, New Jersey
A successful event does not start with an equipment list.
It starts by understanding the client, the room, the experience they want to create, and everything that needs to happen throughout the event.
For Applegate’s Emerging Brands Meeting, the goal was to create a polished corporate experience inspired by a “Preppy” Princeton aesthetic while supporting presentations, guest speakers, panel discussions, audience engagement, and custom content.
Here is how the event went from an idea to execution.
01 — CLIENT CALL
UNDERSTAND THE EVENT BEFORE DESIGNING THE AV.
Every project starts with a conversation.
Who is attending? What is happening throughout the day? What does the audience need to see and hear? What should the event feel like?
Before discussing equipment, we establish the goals of the event.
02 — CHOOSE THE VENUE
DESIGN AROUND THE ROOM, NOT AGAINST IT.
For this program, the event was hosted at Hyatt Regency Princeton.
The venue becomes part of the technical design.
Room dimensions, ceiling height, staging, power, guest seating, sightlines, load-in, and existing infrastructure all influence how the production should be built.
03 — DEFINE THE VISION
TURN THE CLIENT’S IDEA INTO A VISUAL DIRECTION.
The creative direction for this event was simple:
PREPPY.
With the meeting taking place in Princeton, we developed a collegiate-inspired environment using deep forest green, ivory, and black.
The goal was not simply to install AV equipment.
The technology needed to feel like part of the event.
04 — DESIGN THE RUN OF SHOW
UNDERSTAND EVERYTHING THAT NEEDS TO HAPPEN BEFORE CHOOSING THE EQUIPMENT.
Presentations.
Custom video content.
Audience polling.
Guest speakers.
Panel discussions.
Walk-ons.
Transitions.
The run of show establishes how the event will actually operate.
From there, the technical requirements can be designed around each moment instead of guessing what equipment might be needed.
05 — BUILD THE AV AROUND THE SHOW
THE EQUIPMENT FOLLOWS THE PROGRAM.
Once the venue, creative direction, and run of show were established, the technical production package could be designed.
VIDEO
Two 14-foot video walls
Stage confidence monitoring
Presentation playback
Custom video content
Audience polling support
AUDIO
JBL SRX900 Series sound system
Allen & Heath digital mixing
Shure QLXD wireless microphones
Audio support for presenters and panel discussions
LIGHTING
Moving fixtures
Stage washes
Architectural uplighting
Presenter spotlighting
SCENIC
Forest green, ivory, and black drape
A visual environment designed around the Princeton-inspired theme
Every component had a reason for being there.
06 — EXECUTE
BRING EVERY DEPARTMENT TOGETHER.
On event day, video, audio, lighting, scenic, presenters, content, and venue operations all need to function as one system.
Our role is to make sure the technical plan translates into a smooth experience for the client and their guests.
The audience should experience the event.
They should not have to think about the technology making it happen.
07 — REPEAT
BUILD A TECHNICAL PARTNER, NOT ANOTHER VENDOR RELATIONSHIP.
This project marked the second consecutive year supporting Applegate’s Emerging Brands Meeting.
Every event gives us a better understanding of the client, their team, their expectations, and how their programs operate.
That knowledge carries into the next event.
PLAN. DESIGN. EXECUTE. IMPROVE. REPEAT.
YOU DESIGN THE EXPERIENCE.
WE HANDLE THE TECHNOLOGY.
Ourcraft provides independent event support for planners, designers, and organizations that need someone to manage the technical side of an event from the first conversation through show day.
AV DESIGN • VENDOR SOURCING • RUN OF SHOW • TECHNICAL DOCUMENTATION • PRODUCTION OVERSIGHT