Here are All of the Answers

Event stage design involves creating a branded, functional, and visually engaging stage environment tailored to your event’s goals. It includes scenic design, lighting, AV integration, and speaker visibility planning.

Stage management covers all behind-the-scenes logistics that make your event run smoothly—cue calling, speaker coordination, show flow, rehearsals, backstage crew direction, and real-time problem solving.

Yes! We’re a full-service partner offering event stage design, event stage production, and on-site management. From concept to cue-to-cue, we’ve got you covered. 

LAI Live’s event production services cover a wide range of events from executive summits to galas to conventions and brand immersive experiences. To find out more, click here.

Event production services typically include event planning, Audio-Visual support, lighting design, stage setup, and coordination of logistics. LAI Live Events offers comprehensive packages that can be customized to include these and other specialized services, ensuring your event runs smoothly.

Professional event production services enhance attendee experience by ensuring high-quality sound, lighting, and visual effects, creating an immersive and engaging environment. LAI Live Events focuses on innovative design and flawless execution to leave a lasting impression on guests.

Experienced event production teams are trained to handle unexpected issues efficiently. At LAI Live Events, we conduct thorough pre-event planning, have contingency plans in place, and maintain open communication with clients to quickly address any challenges that arise.

Choosing the right event production service involves assessing your event’s specific needs, budget, and desired outcome. Look for a service provider with experience in your event type, positive client testimonials, and a portfolio of successful events. LAI Live Events prides itself on delivering customized, high-quality solutions tailored to your vision.

Oh goodness, where do we start?! LAI Live designs, produces, and manages events from start to finish. The event producer and creative team take a hands-on approach to deliver full-service client experiences encompassing program development, graphic design, scripting, production management, audio-visual logistics, scenic design, animation and video production, talent management, plus lead all onsite logistics and execution.

With an AV company, you’re responsible for managing all the above elements and often get little support, creative input, or preproduction communications from your AV lead. Onsite, you’re responsible for handling the talent and handing off your run of show in hopes that it’s executed the way you’ve envisioned with few hiccups.

Related Read: Event Production Company vs AV Support

Absolutely! While LAI provides scenic design and industry-elite AV equipment and technicians, our Producers can also work with in-house AV or your preferred AV company. Our Producers, Designers, and Stage Managers can work anywhere you need us which allows for flexibility in your budget and event locations while keeping the consistency of a Producing team that you and your key event contributors will come to know and trust 

Full-service event production includes everything from strategy and creative planning to pre-production planning, AV setup, scenic & staging, rehearsals, and on-site show execution. At LAI Live, we manage all aspects of your event to ensure a seamless, high-quality experience.

Event consulting helps organizations plan smarter and more strategically. It includes pre-event discovery, audience engagement strategy, content planning, and experience design—all tailored to help you meet your event goals.

LAI Live’s event production services cover a wide range of events from executive summits to galas to conventions and brand immersive experiences. To find out more, click here.

Event design encompasses all visual and experiential aspects of your event, including event decor, stage design, program design, branding elements like event signage, and attendee or sponsorship engagement features. It’s all about creating a cohesive look and feel that supports your goals and resonates with your audience.

Event branding refers to the strategic use of visuals, messaging, and design elements to reinforce your organization’s identity throughout your event. It includes everything from custom event branding and event marketing graphics to immersive physical and digital decor that connect with your attendees on a deeper level.

The cost of a branding consultation varies depending on the size and complexity of your event. We offer tailored pricing to suit your needs. Contact us to learn more about our branding services and workshop packages.

LAI Live is a full-service client experience encompassing event design, production management, program development, content design and audio-visual logistics; all led by a professional team of Live Event Producers and creative content designers.

A Live Event Producer is an extension of your Events Team and utilizes the event objectives to best create and execute a live event experience that meets the highest expectations. They become the point of contact for all things related to event production, both in planning and on-site. Producers focus on the logistics and creative planning of the main stage and key programming through Production Management so you can focus on the overall event and attendee needs.

Event Production refers to creating an event that is more than talking heads on a stage.  Each segment of your event can become a “production” with a few small elements.  Engaging, well-rehearsed speakers, a condensed script, punchy music, professionally designed graphics, surprising moments of awe, audience interaction, and a polished execution can all turn your meeting into a Production!  Need help?  Bring in an LAI Live Producer!

Production Management is the focus of logistics and design for any stage or show component of your event. Our Live Event Producers will take the lead in this area by handling production timelines and deliverables, AV logistics, contributing and executing creative program ideas, cue sheet development, scripting, content creation, on-site schedules, leading regularly scheduled team meetings, talent rehearsals, stage management, tech rider management, education session logistics, and much, much more.

Meeting planners are the overall event lead. They are responsible for all logistics including housing, registration, food and beverage, and maintaining the event agenda. Without these key components the event wouldn’t take place. Simply put, they are the “people managers.”

Just as a Meeting Planner has a lead/team to manage registration, housing, exhibits, etc., the Event Producer is another member of that team, managing the production for stage and programming.

An LAI Live event producer takes the roadmap created by the meeting planner and brings it to life onstage. We are the “experience managers.”

Related Read: https://www.lailiveevents.com/blog/meeting-planners-event-producers-much-needed-dynamic-duo

LAI Live works across a variety of industries for non-profit organizations, associations, corporations, institutes, and societies among others. We produce events in all shapes, sizes, and categories.  Convention general sessions and education sessions, award shows, fundraising galas, road shows, festivals, brand activations, concerts, sales kick-offs, high-touch Board meetings, recurring Hybrid or Virtual “update” events, annual meetings, executive forums.  If an event requires a well-planned, smoothly run production then LAI Live is right for you.

Some of our most common industries are education, healthcare, pharma, technology, child and family support, membership groups, scientific, military, and finance, but there are many others our Producers and Designers lead throughout the year.

LAI Live has a selection of partners we work with to provide accessibility services for live, hybrid, virtual, and pre-recorded events we’re producing.  Options include: ASL, ISL, closed-captions, language translation (spoken or captioned), descriptive audio, RTC-RSI.

The best venue depends on the overall event needs. When you can, think outside of the ballroom or convention center and test out amphitheaters, museums, industry-related buildings/sites.  If attendance size restricts going beyond the convention center, we recommend transforming it into a space that transports the attendee to another location or dimension.

Related Reads:  https://www.lailiveevents.com/blog/5-ways-make-ordinary-event-venue-extraordinary and https://www.lailiveevents.com/blog/top-3-unique-venue-ideas-your-next-event

YES!  Be honest about your budget, include a note about the audience and event vibe, share your most up-to-date conference schedule or a similar one from years past, provide a high level overview of what equipment beyond a traditional set-up your production requires in key spaces (four-cameras in GS, mics for 6-person panels in education sessions, teleprompter), and what other services you may need like creative design, video content, and speakers.

First the bad news: They’ve gotten more expensive as prices have raised across all event points.  Staffing is still limited with many venues and service providers so it’s important to get on their planning schedule early.  Attendance is still building back to normal so decisions on room layouts, food and beverage, or number of sessions may need to be made closer to the event date than before.

Now the good news: People are happy to be back and there is a real buzz in the air across all events.  Attendees are a bit more forgiving of changes or lack of amenities they’d come to expect. Key event influencers are more amenable to change in format and program presentation than they were in previous “because this is how we’ve always done it” times. With event venues filling up quicker than before, it’s a perfect time to try new venues and destinations.

Absolutely and it’s easier than you think!  The GS already has a switcher creating your program feed with cameras, video, graphics, and audio.  The AV team can simply stream the program feed to a location of your choice with streaming software, no extra cameras or switching needed. If your scenic/screens are not traditional 16:9 format, you’ll want to work with your Event Producer to discuss how custom show graphics and video can be adjusted to accommodate the one feed. LAI Live was streaming general sessions pre-pandemic to Youtube, Facebook Live, Vimeo, or company websites.  Now we can add Zoom and other virtual platforms into the mix.

Yes! LAI Live has a few different ways to have a virtual speaker join as a solo presenter or as a panelist. Though weather, travel disruptions, or other unforeseen events may cause this to be a last-minute requirement, you’ll want to include it in your pre-production plan so the proper equipment is ready and your virtual speaker has an opportunity to test.  For best results, a hardline internet connection should be used in the general session space. Try to use virtual speakers minimally so the in-person audience doesn’t feel like they paid to watch a virtual event on the big screen.

Absolutely! While LAI provides scenic design and industry-elite AV equipment and technicians, our Producers can also work with in-house AV or your preferred AV company. Our Producers, Designers, and Stage Managers can work anywhere you need us which allows for flexibility in your budget and event locations while keeping the consistency of a Producing team that you and your key event contributors will come to know and trust

Yes! LAI’s event professionals are here to help with any scale of redesign, theme/branding/logo design for an upcoming event, or even laying the foundation for successful debut events.  We have a variety of design and consultation packages available to fit most any budget.

Yes, we offer a wide range of design packages that can include event brand design, event logo design, show graphic design and build, annual reports, newsletters, promotional marketing materials, venue branding (signs, decals, wraps) program books, digital items for social, platforms, and apps, and anything else that can be expressed through graphics and design.  Check out our ‘gallery’ page to see examples of our work.

Yes! Our team regularly works nationwide with our full scope of services. Internationally, our team provides all services except our team works on your behalf to source local AV equipment and labor that’s necessary for the show. As with nationwide shows, your LAI Live Producer will be there during load-in to oversee the build and to run technical rehearsals.

There are a lot of reasons you could decide it’s time to create an RFP for your live event production.  But here are some of the most common:

• The Events team is ready to take the next step to elevating the production value of the main stage program
• The show/event has grown and more help is needed to manage the main stage production elements
• The show has been on rinse & repeat for quite a few years and it’s time to change it up
• The in-house Marcom/design team is tapped out so it’s time to find a trusted design partner
• The current production costs have become increasingly expensive, but not much has changed with the show
• The production contract says you’re getting a support team, but you don’t feel supported
• Just to see what else is out there from price, creativity, Production teams, etc.

Some organizations require an RFP be issued regularly, but still choose to stay with the same companies year after year.  If you’re required to issue an RFP, think about what could sway your decision to try someone/thing new.  Is it price, design, creative ideas, team support, incentives, or something else.

When you’re ready to issue an RFP, be sure to check out RFP Must-Haves!

There is not a one-size-fits-all when it comes to event costs. The LAI Live team helps build and produce events based on each of our clients’ unique requirements and costs vary greatly. Most event professionals were surprised at the cost of hosting virtual events when it was necessary to do so.  With virtual you need to consider the production level desired for the platform/infrastructure of the stream.  Hybrid events require a mix of in-person elements (venue, scenic, AV) and virtual infrastructure.  Live events area based around location and size of attendance.  The best way to figure out what’s right for your organization is to speak with one of our event consultants.

LAI Live is a full-scale event production and management company based in Washington, DC that designs, produces, and manages live events of all sizes for a variety of different clientele, venue spaces, and industries around the world.

A Live Event Producer is an extension of your Events Team and utilizes the event objectives to best create and execute a live event experience that meets the highest expectations. They become the point of contact for all things related to event production, both in planning and onsite. Producers focus on the logistics and creative planning of the main stage and key programming through production management so you can focus on the overall event and attendee needs. Onsite they oversee the technical crew, run rehearsals, provide state management, call the show, and provide VIP-style experience for all stage talent.

Meeting planners are the overall event lead. They are responsible for all logistics including housing, registration, food and beverage, and maintaining the event agenda. Without these key components the event wouldn’t take place. Simply put, they are the “people managers.”

Just as a Meeting Planner has a lead/team to manage registration, housing, exhibits, etc., the Event Producer is another member of that team, managing the production for stage and programming.

An LAI Live event producer takes the roadmap created by the meeting planner and brings it to life onstage. We are the “experience managers.”

Oh goodness, where do we start?! LAI Live designs, produces, and manages events from start to finish. The event producer and creative team take a hands-on approach to deliver full-service client experiences encompassing program development, graphic design, scripting, production management, audio-visual logistics, scenic design, animation and video production, talent management, plus lead all onsite logistics and execution.

With an AV company, you’re responsible for managing all the above elements and often get little support, creative input, or preproduction communications from your AV lead. Onsite, you’re responsible for handling the talent and handing off your run of show in hopes that it’s executed the way you’ve envisioned with few hiccups.

Related Read: Event Production Company vs AV Support

We gladly offer a multi-event discount, with the discount dependent on the types of services delivered. Another great benefit is that you’ll work with the same event producer for each event, so you’re able to develop a working relationship and rapport with a team member that truly understands the objectives of your organization.

At LAI, we are not just live event producers. We are not just a video production agency. We are not just a speakers bureau. Our teams consistently work together on combination projects to deliver a high-quality, well-produced result. And when it comes to a virtual event, we connect the dots between all elements. Our teams understand how video plays a role in the live event, how production enhances the event experience, and how to best feature talent and present their content. With LAI, you are working with a team that packages these services regularly and understands the best way to put forth your message using all of these tools. We are your solution-finder to the complex challenges that come with delivering a virtual event and will provide our industry-proven expertise.

Event production services typically include event planning, Audio-Visual support, lighting design, stage setup, and coordination of logistics. LAI Live Events offers comprehensive packages that can be customized to include these and other specialized services, ensuring your event runs smoothly.

Professional event production services enhance attendee experience by ensuring high-quality sound, lighting, and visual effects, creating an immersive and engaging environment. LAI Live Events focuses on innovative design and flawless execution to leave a lasting impression on guests.

Choosing the right event production service involves assessing your event’s specific needs, budget, and desired outcome. Look for a service provider with experience in your event type, positive client testimonials, and a portfolio of successful events. LAI Live Events prides itself on delivering customized, high-quality solutions tailored to your vision.

Full-service event production includes everything from strategy and creative planning to pre-production planning, AV setup, scenic & staging, rehearsals, and on-site show execution. At LAI Live, we manage all aspects of your event to ensure a seamless, high-quality experience. 

Yes! We’re a full-service partner offering event stage design, event stage production, and on-site management. From concept to cue-to-cue, we’ve got you covered. 

Hybrid describes an event – be it a conference, tradeshow, board meeting, or other type – that is produced to include content for both in-person and virtual audiences. LAI Live team members are experts at producing hybrid events and can help you create an equally engaging experience for both your in-person and online audiences no matter which stage of the planning process you’re in.

The hybrid format gives you the opportunity to extend your event to its maximum potential audience. Some of the main advantages of going hybrid include:

• Expanding your reach. While the in-person portion of the event may sell out, the virtual portion will give people who are unable to attend in person the opportunity to attend from anywhere in the world.
• Broader keynote speaker options. Taking traveling logistics and location restrictions out of the equation opens up the possibilities of securing speakers who may not have been able to participate in person.
• Greater flexibility. Opting to go hybrid with LAI Live ensures unmatched freedom for you and your audiences. By including both in-person and virtual components, you’ll have more options when it comes to venue selection, format, and all other aspects of hosting an event.

There are a wide variety of hybrid meetings you could produce and the one you choose depends on your overall event goals. Some of the most common hybrid event formats include:

• The True Hybrid Experience
• The Studio Experience
• The Watch Party
• Hub-and-Spoke
• Simulive
• The In-Person Reception
• The On-Demand Experience
• The Trending Hybrid
• Just-in-Case

We’ve created a hybrid events glossary that defines each. Check it out and see which type best suits your next event.

Curious about what one or more of these entails? No matter the format you choose, the LAI Live team can help produce it. Our clients typically select one of the hybrid formats listed above, but we can customize any format to bring your vision for your event to life.

As with fully in-person or fully virtual events, the hybrid format is not without its challenges. Some of the challenges you may encounter when planning a hybrid event include:

• Creating a unified experience: The first key to success when planning is to remember that the hybrid format is one event, not two. If forgotten, there exists the possibility of inadvertently planning one in-person event and one virtual event that run parallel to each other rather than integrating together. Choosing the right virtual event platform and having an event planning partner, such as the LAI Live team, are two steps you can take to ensure you’re hosting a hybrid event rather than a composite one.
• Keeping both audiences engaged. While a portion of your event’s content will overlap, something that’s a hit with one audience could be a miss with the other. That’s why, when planning hybrid events, it’s important to create exclusive content catered to both groups. Additionally, while opening up the event to a wider audience will expand your reach, differing time zones add another layer of complexity to the planning and should be considered when planning out your agenda.
• Team functionality. Given the dual nature of hybrid events, well-defined roles are a must for your in-person and virtual teams. Any gaps or breakdowns in communication can lead to difficulties during your event and a poor experience for your team, talent, and speakers. There should be no question as to the tasks each member of the team is responsible for and it’s highly recommended that you rehearse several time to iron out any difficulties before the day of your event.

At LAI, we can help you tackle these challenges, navigate the hybrid format, and deliver a stand-out event experience that meets your overall goals.

We’ve had the opportunity to work with many clients on a variety of hybrid events in most formats imaginable. See highlights from some of our recent projects on our website.

The key to creating the best hybrid experience is knowing which aspects of the event are best shared between the in-person and virtual audiences, as well as when and how to implement content that is exclusive to either group. There may be features of your event that will enhance the experience for the in-person audience while doing the opposite for the virtual audience – think loud noises – and vice versa. The LAI Live team members are experts at planning content that connects your audiences, while also engaging them in ways that align best with the medium on which they’re attending.

We provide all the same talent management services for hybrid events that we do for in-person or virtual events. If your talent is booked through Leading Authorities and appearing in-person for your hybrid event, we’ll handle travel, accommodations, and all the other logistics as we would for an in-person event. If they’re appearing virtually, we’ll provide any training needed to ensure they’re comfortable with the technology available to them and ready to wow your audience with confidence.

One of the perks of leveraging a virtual speaker for your hybrid event is that it opens your meeting up to more potential speakers. With travel and accommodations taken out of the equation, there are more opportunities to bring in big-name talent or speakers outside your location at cost-effective rates.

Yes! Even as in-person events become the norm again, the flexibility and expanded reach that hybrid events provide means that groups will not want to abandon virtual event elements entirely. Hybrid events are here to stay and that’s a great thing for the industry.​​​​​​​ See what others in the industry are saying about hybrid events.