Organising an event almost always follows the same pattern: goal, budget, venue, contractors, programme, the day itself. The first steps are about logistics and money, and there are hundreds of checklists for them. Guests, however, remember the programme, or rather one or two moments of it.
We run light shows at corporate events, concerts, stadiums and city festivals and see many other people’s programmes from the inside. Below are the preparation steps in brief, and more detail on what to add to the programme.
Steps of organising an event
- Goal and audience. Who is coming, how many people, and what they should take away: an emotion, new contacts, product information
- Budget. The venue and food usually take more than half. Set aside the programme as a separate line from the start, not from what is left over
- Date and venue. Capacity, sound, a screen, the option to dim the lights, time for setup
- Contractors. Host, DJ or band, technical crew, catering, decor, photo and video
- Programme and timing. What happens when, and who is responsible for what
- The day. A run-through, a coordinator on site, a backup plan for delays
- Afterwards. Photos and videos for guests, a survey, a report for the client or sponsor
For a large event these steps are handled by an event agency. For a small one a host who puts together the programme and contractors is often enough.
Where the programme usually sags
In our experience, the weak spots repeat from one event to the next:
- The first 30–40 minutes. Guests arrive, mingle, stand around with drinks. The host has not started yet, the room is scattered
- Dinner. People eat and talk at their tables and barely look at the stage
- The official part. Speeches and awards drag on, attention drops by the third speaker
- The finale. Some guests have already left, the rest are dancing. The event just fades out without a closing moment
People mostly remember the beginning and the climax. So the most striking number is better placed near the end, while the room is still full, rather than at the start.
What to add to the programme
A stage number. A cover band, an illusionist, LED performers, a sand art show. They work as a spectacle: the room watches but does not take part. Good for the first half of the evening. Prices and pros of each format in our overview of corporate show programmes.
Interaction without props. Polls, quizzes, table tasks. They suit dinner time, when guests are seated. Ready-made options in the article on games without props.
A shared action for the whole room. A moment when every guest takes part, not only those called up on stage. This is what people retell afterwards and post on social media.
A light show made of guests’ phones
Our version of a shared action. Guests scan a QR code on the screen, tap “Start” and raise their phones. Flashlights and screens flash to the music, waves and colours run through the room. No app or internet is needed: the signal travels via ultrasound from the venue’s regular speakers.
For an organiser this is convenient for several reasons:
- No equipment or setup: no extra venue time and no separate technical crew
- The host, DJ or sound engineer launches it on cue
- Works from 30 guests in a restaurant to 27,000 spectators at a stadium
- After the show every guest gets a poll, a prize draw or a sponsor page in the browser
- Guests film the video on a thousand phones themselves
A fixed price per event: from 10,000 ₽ for up to 100 guests, with as many runs per evening as you like. For larger rooms the price depends on the number of viewers, see the pricing page.
Sample timing with a finale
- 19:00: guests arrive, background music, photo zone
- 19:40: opening, host, a short welcome
- 20:00: dinner and table games
- 21:00: stage number
- 21:30: official part, awards
- 22:00: light show for the whole room as the climax, followed by a prize draw on phones
- 22:15: dancing
For organisers and agencies
If you organise events professionally, you can sell the show as your own number. We provide a QR code, an admin panel, video and a description for your price list. Your team runs the show itself, and we never approach your client. Trade discount up to 30% for regular orders, terms on the hosts and agencies page.
FAQ
Where to start organising an event? With the goal and the number of guests. The venue, budget and programme all depend on them.
How far in advance to start preparing? A corporate event for 100–200 people is usually prepared in 1–2 months, and in the December season venues are booked earlier. A light show can be added a few days before the event.
What does the venue need for a light show? Sound and a screen or printed QR code. The effect is stronger in a dimmed room.
Ideas for specific formats: corporate event, wedding, city day, forum and awards. Book a show on the corporate events and weddings page.