Prom Staging: Planning Your Next Production

By Jimmie Vann

Is your event primarily a visual event where scenery and lighting should have the highest consideration? Or is it an informational event where the audience needs excellent sound and good sight lines to the stage?

1. Floral arrangements give the stage a formal appearance with lucite windows lending a modern appeal. 2. Effective lighting techniques give staging a theatrical look for the audience. 3. Columns and set design give staging a grand appearance that can be customized with individual appointments.

You're facing the challenge of providing scenery, staging, sound, and lighting for an event. Your event may be a prom, pageant, or community function. You may be one of many on a committee or the sole individual responsible for the ideas and success of the project. Before you develop a plan, you need to decide how to prioritize your budget or where to spend your money. Is your event primarily a visual event where scenery and lighting should have the highest consideration? Or is it an informational event where the audience needs excellent sound and good sight lines to the stage? Too often, the emphasis put on an event is an emotional or personal-preference decision rather than one decided by the purpose of the event.

If you're decorating for a prom, then mood-creating scenery and lighting should be a priority. (The band or DJ usually provides its own sound equipment). If you are producing a pageant, then your priority should be excellent sound for the master of ceremonies and/or talent and a well-lit stage. Be sure to consider these factors when choosing the room for your event. Sometimes, what appears to be a "great deal� in selecting a room can be very expensive when providing sound, lighting, and staging.

What kind of stage will you need? When choosing the hall or room, be sure to ask for an inventory of the sizes and heights of the staging available to you. You should also ask if you will have limited choices on staging if the facility has multiple events happening at the same time. Remember to check as to whether the staging is carpeted or has a smooth finish. Because it tends to catch heels and cause friction, carpeted staging is difficult for models or dancers. Consider the height of the staging — if it is tall enough for good line of sight, and if it allows visibility of the entire person(s) while on stage. A stage that is two feet high in a long and deep room will not allow those in the back of the room to see the legs and feet of those on stage. You can better visualize this by placing chairs at both the front of the seating area and at the rear directly behind the other one. Then sit in that chair to determine whether the stage is tall enough to see over those in front of you. The audience will become restless if they must constantly crane their necks to see what's happening on stage. You will create a more satisfying experience for your audience if everyone can comfortably see the entertainment, speaker, or contestants.

Is the lighting adequate to meet the needs of your event? Generally, only performing arts halls and convention centers have available stage lighting. If you're using a gym, hotel ballroom, or community center, you will need to provide auxiliary lighting. The availability of power to run your lighting is an important consideration. Plan on paying an additional charge for the electricity used and connection fee.

To obtain good lighting on your subjects, you should place the lighting at a 45-degree angle from above; however, low ceilings may make this impossible. Because it takes experience to know how to provide mood lighting on scenery and individuals, lighting is an area that most often should be entrusted to a professional. Your local stage-lighting rental house can often suggest a vendor to you or provide this service as well. Remember, the technician operating the lighting is as important as the equipment itself. Try to find a technician who has had experience in the type of event you are producing.

Finally, what are the audio needs of your event? Poor sound can make the most beautifully decorated and best-produced function a disaster. Are your audio needs primarily music, intelligent speech, or both? The goal of a good sound technician is to adequately cover the entire room with good sound. Producing high-quality music is quite different from producing high-quality speech. A good sound system can adequately produce both, but the provider needs to know what they will be amplifying and how loud it needs to be. If the hall manager tells you that the facility has a good sound system, check it out; he may not have used it for the same purposes you are planning. What it is typically used for and what your needs are may be totally different.

In conclusion, be sure to objectively prioritize the items we've discussed. A satisfied audience produces a successful event.

Jimmie Vann is a producer of pageants, model searches, and theatrical productions with over 20 years experience. As head of Vann Presentation Services, he has worked with both small and large budgets at local, national, and international events to create environments that are both functional and beautiful.