Find out how to adapt the organization of an event to its nature and space?

Every event, regardless of its nature, requires its organizers to ask themselves key questions, not only about space and time, but also about goals and effects. These questions must focus on many aspects, including people and their needs, the visual side of the event, but also on practical, organizational elements. Here are some of them:

What type of event is it?

Determining which field will dominate.

musical (can be considered entertainment or culture)
sporty
educational
entertaining
cultural
away/travel (e.g. company)
ideological/activist
activating (directed to a given social or age group)
promoting prevention/medical
social/consolidating, educating, introducing desired changes in the perception of various areas, promoting attitudes.

Who is its participant?

Defining the target group

adults
family
kids
youth
mainly women
mainly men etc.

What is the specificity of the selected group?

Determining what this group likes and what might interest them.

We need to consider what our participant is interested in and what may be attractive to him. We offer something different to children up to 5 years old and their parents, something different to children up to 15 years old, and something else that older teenagers or young adults will like. Determining the age group of participants also involves questions about what people are interested in, what they like to do, what they will benefit from, what are the trends for this group, and what type of message should be used to be effective in attracting and retaining attention. Which brings us to the next question.

What content do we want to convey and what form of communication should we adopt?

Determining how and with what techniques to convey our content.

If we want to organize a corporate event, the message should be clearly formulated by the company itself. Does the company want to reward employees and appreciate their efforts, or maybe it wants to emphasize its position or show the way to modernize certain areas and use the event to provide educational content there? Some companies also organize events aimed at de-stressing their employees and for this purpose they use the offers of health resorts, coaches and psychologists, creators of relaxing music and other people involved in e.g. nature therapy. We will organize an event in which the company wants to ensure that its employee integrates with the team differently, and another one during which the company wants to have time to relax. For example, if we are organizing an event for the youngest children (up to 5 years old), it is good to ensure that the content is adapted to their abilities and stage of development. Attractive, vivid colors, interesting sensory workshops, engaging but short performances, bearing in mind that such children can easily get distracted and that they cannot read at this stage, are the basics. We also need to take care of their parents, prepare the space so that there are relaxation zones where they can rest on comfortable pouffes or deckchairs while their children take part in workshops, dance classes, etc.

It is also worth remembering that children have their own needs and for the event to be successful, they must feel safe and cared for. This naturally leads to the next question.

How to prepare the event space?

Determining the equipment and arrangement of zones.

If we have effectively developed answers to the previous questions, we will easily select the space and its equipment. This requires discernment, understanding, empathy and awareness. We need to imagine what the participant may need that will have a positive impact on him. This process is a bit like interior design. We are to create a space in which a given group, gathering for a given purpose, will feel good and its needs will be met to such an extent that they can focus on the event and enjoy it. There are as many answers as there are combinations of the target group and the topic, but below, after asking another key question, we will try to give some hints to make it easier to solve this puzzle.

Is this an outdoor event or will it be organized indoors?

Determining the place.

If we are to plan an event, most of which will take place outdoors, it is worth taking into account various weather conditions and providing shelter for participants in case of rain. It is also an important element for the organizers and involved artists or institutions so that they can protect their goods, e.g. speakers, cables, documents and all other items that cannot, for example, get wet.

Under the open sky? Tents!

Manufacturers of tents tailored to the customer’s needs come to the rescue here. Personalized tents can have different sizes and may also have different wall solutions. Any photos, drawings and inscriptions can be printed on such event tents. Tent markings should be legible and may contain the company logo, an inscription advertising the sponsor or other content, e.g. concert lineup. It all depends on your needs. Each tent can have a different print. Custom-made tents can also have windows that allow light to enter the interior. You should also remember about tent accessories, especially those that allow you to load the tent’s legs or attach them with pegs on soft surfaces. As a manufacturer of such tents, we always recommend, in addition to the attachment, additional weights, which gives a much greater guarantee that in the event of wind, even strong wind, the tent will remain where we want it.

Beachflags – winter and summer

Beach flags in various sizes are a very popular item for events. This is a very practical and durable form of marking various zones and presenting content. They work great on stage, on the beach, in the square. They are very resistant to strong winds, which is why they are often used not only on beaches, but also during skiing competitions and other winter sports on the slopes. Beachflags mark catering points on ski slopes, are placed in front of tents where you can rest, etc. Due to the fact that they are strung on a flexible “rod”, they look great in all conditions, even in exhibition halls.

Windsock – 3D add

A very original and innovative form of marking during sports events are windsocks, which indicate the strength and direction of the wind. They are most often used during events related to kiting and windsurfing, as well as during water sports competitions and other extreme sports, where the strength and direction of the wind are important. You can present your logo or website name on such a windsock. Winsock is not only useful but also very visually interesting.

Umbrellas, deckchairs, pillows, tablecloths…

Sun umbrellas are often placed outside, giving you the opportunity to take a break from the sun and drink something refreshing in comfortable conditions. Garden or sun umbrellas are often paired with custom-printed deckchairs. Such a deckchair with a print and adjustable backrest provides comfort to anyone who wants to rest. Pallet seats have also become fashionable for some time now, and event organizers order advertising cushions for them. Such printed pillows often advertise sponsors, media partners or institutions involved in the event. Deckchairs with a logo, combined with cushions for relaxation areas, often equip the gastronomy and beverage areas. Many event organizers also choose advertising tablecloths on which they print important information, promote specific content and slogans, and also present a drink or food menu. Logo tablecloths are completely personalized and can be any size.

On stage

Stage banners and printed scenography in any size are also important, especially for cultural events. They allow artists and organizers to create a space consistent with the assumptions of the event and a beautiful background for performances. They also provide an opportunity to draw attention to media patrons, sponsors and friends of the event. Stage banners should be placed and designed so as not to distract attention from the artists, but also so that they cooperate well with the light both during day and evening events, when carefully matched and arranged illuminations will play an important role.

Pressroom walls

One of the most fashionable and increasingly popular event products are photo and interview walls. Pressrooms don’t really exist without the right background. Here it is worth thinking about a few solutions. Such a banner should be taut and matte so that it does not reflect light. We strongly advise against PVC banners and other shiny backgrounds. Banners printed on fabric work perfectly in this role. The “Sock” banner is an easy-to-install, double-sided banner that attaches to the frame from the top. All recordings, interviews and photos can be successfully taken against the background of such a printed banner.

Photo walls for galas and fashion shows

There are also walls against which festival stars take photos. We often see it during concerts, theater festivals, film premieres, galas, but also during fashion shows. However, sock banners are not the only solution. You can create any arrangement of walls with special frames into which sheets of printed banners, specially finished with silicone trim, are inserted, making them taut and very aesthetic. This is not the end of the possibilities, the modern product “barrier banner” can be made up to a height of 240 cm and thus create a screen with a photo wall.

VIP zones

When it comes to more luxurious events, e.g. film galas, theater premieres and other prestigious events, we need unique products that will be dedicated to such an atmosphere. The unique and elegant VIP zone barriers are the perfect solution. They will not only decorate the space along the red carpet, but also effectively separate VIP areas. Such banners and barriers come in various forms, but the most important thing is that they match the nature of the event.

Fences, information and markings for participants

It is also important to mark the space with information, which can be easily achieved with “non-woven” banners. The matte, suede-like, extremely durable material is printed with any content. Such a fence banner does not reflect light and can be of any length. Its advantage is that it does not require reinforcements at the mounting point or special trim, which makes it lighter than other banners, does not hang, and most importantly, looks very elegant. If you are organizing a competition in a stadium, a festival in a fenced area or another event and you want everyone to know what is happening in this area, who is performing and who are the patrons or sponsors of the event, it is worth investing in a fence banner that will support your marketing activities and, for example, hide a fence that is damaged or does not match your concept.

With a flag in his hand

When it comes to marches, rallies, and events promoting values, e.g. in the field of ecology, it is worth paying attention to flags. These are small flags mounted on a wooden stick so that participants can wave them during a march or procession. Such a small flag can contain not only important content, logos and symbols, but also symbols of the region or team name. Such flags are also a perfect souvenir.

Decorations: garlands

A very important and extremely decorative product that creates atmosphere are garlands in various shapes, mounted on a string or decorative ribbon. They can have any length and patterns. They allow you not only to add character to the space, but also to place a logo, slogan or selected image on the garlands with print. They are perfect for gastro zones, children’s events, and nature events – hung between trees. When accompanied by appropriate lighting, they create an atmosphere both during the day and in the evening. The advantage of fabric garlands is that even during rain or humidity, unlike paper ones, they do not lose their appearance, do not tear or “melt away”. Fabric garlands are also much more aesthetic than those made of PVC.

Portable banners

We also can’t forget about roll-ups. These are banners that roll up into a small box, which also serves as a stand, extremely comfortable and spacious in terms of content, they can be placed anywhere and behind them you can hide what you do not want to show, e.g. connectors, cables, etc. Such banners come in various sizes and options, e.g. there are also double-sided roll-ups with prints.

Dressed in advertising, staff badges, fan merchandise

Advertising ponchos can be used to mark event staff, its zones, promotions, and any content can be printed on them: logos, patterns, photos, etc. Advertising ponchos can be easily put on clothes and will help in organizing winter events. Because who said that the outdoors is only good in summer? This product is also perfect for fans at sporting events or for promoting specific products.

On the beach: a modern and fashionable microfiber poncho

Bathing ponchos, or beach ponchos, are a product that is extremely practical, designed and thought out for active people. It works great both in summer and in winter after swimming. The microfiber is densely woven, so it protects against the wind, it is also very absorbent, but thin, which means it takes up little space. A good poncho also has a hood, and properly designed sleeve openings guarantee freedom when changing clothes. A beachgoer, a windsurfer, a kite enthusiast or a walrus can freely change clothes on the beach and do not have to look for privacy, all they need to do is put on a poncho, which will not only quickly dry the body, but also make it easier to change clothes. Any content and patterns can be printed on the entire poncho, making it a beautiful and practical advertisement for the brand. We recommend such a product to companies as gifts for employees, companies that direct their marketing activities to people practicing water sports or winter swimming, as well as to those who sponsor such events. The poncho will also work great in sea resorts, spas, and pools – it can be made, for example, with the spa or hotel logo. Organizing a beach event and finding beach gadgets is a challenge for many event agencies. We recommend this product as long as it is made in Poland from the highest quality materials, it should be extremely durable and practical.

Or maybe a screen?

If you are organizing an event on the beach, you can also take care of branding on the screens. This is 5 meters of beautiful advertising, what’s more, the screens can be connected to create a longer banner presenting any content. They can be photos, inscriptions, drawings – this way you can easily designate the spaces of your event on the beach. Once the event is over, they’re incredibly easy to roll up and secure until the next time you need them, and the fabric itself can be washed if necessary.

Microfiber rules!

Beach events may also require an interesting idea for towels. We recommend thin and absorbent microfiber towels, printed to order. Every user will be delighted not only with how light and absorbent they are, but also with how quickly they dry. And the event organizer will have the opportunity to show his brand and the brands of the beach event sponsors on the entire surface of the towel. Such beach gadgets will practically serve beachgoers for years, advertising your brand or event, so it is good to take care of the quality, especially in times when we should avoid poor quality “disposable gadgets that will be thrown away after the event, thus contributing to the problem of creating too much garbage. This is also why at Graffiti Print we care about quality and use renewable energy sources – we have our own windmill and solar park. We produce responsibly.

Everything will fit here: to the beach with a roomy bag

Another beach gadget that may be useful when organizing summer events by the sea, swimming pool or lake is a beach bag that allows you to pack even inflated toys. An extremely roomy and light fabric bag that is easy to shake out and wash if necessary, is a must-have for anyone who values comfort, and its surface allows you to place a large advertisement with any graphic.

Great fun – cubes, seats and blocks in one

If you are organizing an event for the youngest, it is also worth taking a look at cubes – cube-shaped foam seats. They are completely soft, filled with a special sponge that has a very good density, so you can sit on them freely, and at the same time, they have no frame, which could cause injuries, so the dice can be thrown without fear of something cracking or breaking. becomes or gets damaged. During play, you can treat them as blocks from which you can build pictures, inscriptions, walls, and even entire structures, and after playing, they can be used as seats. On top there is a cover fastened with Velcro, which can be printed according to your taste and needs. You can create dice, jigsaw elements, or even the entire alphabet or mathematical equations and use these elements to organize the space, and after a successful event, wash the covers and use them again and again. You can also always replace the covers themselves if you need different graphics for a new event. Cubes most often come in three sizes: 35/35/35 cm, 40/40/40 cm or 50/50/50 cm. However, we have already completed orders for non-standard sizes many times, it all depends on you.

How to deal with it all? Trust, planning and reliable suppliers!

It is worth adding that organizing a good event requires creativity from the marketing agency, as well as good spatial and time planning. Taking into account participants’ preferences, durability and usefulness of gadgets, good organization of visual content, consistent graphics, aesthetic and eye-catching arrangement of space, adapted to the building or weather conditions are crucial. Producers and partners are also important and their selection cannot be based on chance. It is worth checking whether the company that produces for us has good reviews. Is manufactured in Europe, so we are sure that the transport will not be significantly delayed and the quality will not be different than we expected. It is also worth planning the event in advance, giving yourself time to find experienced and responsible producers who will allow us to see samples of materials, show us the options we have to choose from, and maybe even create something especially for us.

Modern standards and a responsible attitude towards nature

Let us also remember that such an event usually has its sponsors and media patrons, who certainly do not want their brand to be associated with an ecological failure. The company’s good PR may be severely damaged if we do not follow certain rules during the event. Waste segregation bins, as little plastic as possible, preparation of solid, reusable, practical gifts for participants, as well as ensuring that the organization of the event takes place without harm to nature. If we order solid deckchairs, tents, screens, towels or tablecloths, we can use them many times or make minor modifications, which will not mean that we will have to replace the entire product. Thanks to this, we will not only save money in the future, but we will also not contribute to the production of waste and environmental pollution. Sure, losses in this area cannot be completely avoided, but they can be minimized. Therefore, it is also worth paying attention to whether the company that produces for us uses renewable energy sources.

This article certainly does not exhaust the topic, after all, event marketing is an entire industry that people learn about during their studies and later during their working years, but the experience of our team and 35 years of producing event articles gives us the knowledge that we decided to share.

Thank you for your time and we hope you found something valuable here.

Jagna Żukowska-Olejniczak

Graffiti Print