designing a set for an awards ceremony

how to plan your set

We’re asked this more often than you might think! The short answer is, it depends on the budget, the venue and the number of attendees, to name a few factors. We asked our team to share their expertise and when it comes to planning an awards ceremony set, there were a few factors to take into consideration….

choosing a venue with the set in mind

The venue you choose for your award ceremony will have one of the largest impacts on your event. If you’ve got your budget planned, you know the number of attendees and your awards theme, the choice of venue will play a huge role in bringing your ideas to life.

// Venue Architecture
Will it work with the “look and feel" you want the awards to achieve? If the venue aligns with your desired look the awards set have a greater impact. For example, if the look is modern and industrial, a more contemporary venue is suited, such as the Tate Modern Tanks.
If the awards theme is more of a classic vibe then it may be better to opt for a historical venue or a space with grand architecture, such as Guildhall or Two Temple Place.
// Room Proportions
The size of the room will dictate what kind of set and stage you can have at your event. For example, a long and deep room with the stage at one end requires better ceiling heights so you can use bigger screens and a higher stage to ensure that everyone has a good view. A wider or more shallow room with the stage on the longer wall will require a wider stage which isn#t as deep and potentially more, but smaller display screens to maximise audience engagement.

what you need to know about the venue’s tech spec for your set

// Install Time
Venues with short install times can restrict the type, style and finish of a set. For example, it may mean that the set needs to be designed in modular sections to allow for a quick installation. A seamless branded wrapped stage backdrop is not possible in short installs.
// Integrated Equipment
If you want to integrate an LED screen, this will require a longer installation time and will require a lot more power.
// Ceiling Heights
These will restrict backdrop height, screen size and stage height. If you have a large number of guests, restrictions in screen size may mean that you need some additional relay screens towards the back of the room. Similarly, a low ceiling will mean a lower stage which could lead to a restricted view of presenters from the back of the room. You may also want to consider live camera feeds to screens so all guests can see the presenter clearly.
// View Lines
Are there any obstructing pillars or other architecture that restricts installation or viewing?
// Ceiling Rigging
If there is no ceiling rigging at your venue then additional floor-based rigging will be required for items such as projectors and lights. Ceiling rigging and ceiling height is particularly important when contemplating projection screens. If you have the space for rear projection then you’ll need to factor in space for a projection tower at the back of the room.

how to design a set to suit the awards theme

This is where you need to think about any existing branding or particular graphics that the set designers need to work with. For example, are there key colour palettes to include?

There might be specific shapes or forms that can be used as inspiration, angular lines or circles for example. You also might want to consider the type of industry that the awards are for, this could also provide inspiration for the design of the set.

You can also take inspiration from the venue to create a set that compliments the space. Inspirations can be taken from materials in the space (colours of the marble or stone for example) or from the architectural forms (the windows, arches and columns etc.)

If you’re unsure where to start when creating a theme, you may want to reference images that you like. This could be from a film, location or a piece of artwork for example. Whilst they might seem meaningless, they can help develop a picture of likes and dislikes and can steer a starting point for style, colour palettes and finishes.

audience expectations

These days, there are certain must-haves that every audience member will come to expect from an award ceremony.

1 // Walk-up stings (the short music clip that is played when a winner walks up to collect their award), can it be integrated with the lighting, video content and audio to support an impactful winner’s walk?
2 // Ability to view winner names on a screen as audiences may miss the verbal announcement.
3 // A mix of entertainment, this could be video content, a live performance or even a comedian, to break up the award announcements.

how to exceed audience expectations with your set

There is no step-by-step guide to do this, we have found that the best way to do this is to not be afraid to think BIG. If you want to create something spectacular start by throwing ideas out there, without worrying if it’s too outrageous. Then start to distil some of those ideas into a practical reality, through a clever and considered combination of scenic build and technology.

Think about the places you’ve been and things you’ve seen, and analyse what it was that made them amazing. It doesn’t matter if the inspiration has come from the lasers at a Wembley concert or the wallpaper at a high-end hotel, chances are that some of what makes these things magic can be recreated on a smaller scale for your event.

creating a set: from conception to delivery

This is a creative process that we like to break down into four main stages. There is an initial pre-design phase where we gather the scope of work, ascertain the client’s goals and budgetary parameters, set the project timeline and carry out initial venue analysis or research.

// Stage One
Once an outline of the project has been established, we would enter design stage 1, the concept design phase. In this preliminary stage, we would research, analyse, and interpret the brief through mood boards, floor plans and conceptual drawings. The aim of this stage is to ensure the client is happy with the overall direction that the design is heading in.
// Stage Two
Once the client is happy with the direction, we enter design stage 2; the design development phase. At this point we go into more detail on material finishes, create more comprehensive visuals of any bespoke items and outline any furniture, props and styling elements. By the end of design stage 2, the aim is to have the event layout approved, all design elements clearly articulated and the associated budget under contract.
// Stage Three
Design Stage 3 is when we finalise and implement the design. Designs for bespoke builds are translated into technical construction drawings to ensure it is executed and constructed as planned, all orders for furniture, props and styling are finalised and any required artwork is created, proofed and sent to print.
// Stage Four
At Wise we care about design excellence from beginning to end, therefore in the final stage (stage 4) the design team oversee and manage the construction and installation of any bespoke builds or subcontractors that are being used to bring the design to life.

Design stages one and two can take a matter of days, weeks or even months depending on the complexity and scale of the project.

Generally, we ask for sign-off on bespoke builds 4-6 weeks prior to the event, to allow for workshop scheduling and material order timeframes. Therefore, for projects with bespoke builds, we need to have reached design stage three at least four weeks prior to the event. Subsequently, for events with short lead times, we guide clients away from bespoke builds and towards more standardised stock solutions.

This process is not always linear, sometimes a number of re-works are required to get the design to a point where the client is happy with the outcome. As such, we have to factor in some time allowance for any necessary redesigns.

what to include in your award ceremony set design brief

There is no set standard for what to include in a set design brief. The main outcome is to provide direction and efficiency to the project as a whole, so we can break this down into the following elements:

// number of guests

This number can change over the process of the design, so ensure to check back in on this at regular intervals.

// key timings

This includes the time that you’re able to gain access to the venue, when rehearsals will be happening, the ceremony schedule itself and even the derigging process at the end of the awards.

// general run of the show

This should include a detailed breakdown of how the award ceremony should run. Are there any live performances to consider, a comedy act perhaps? How many awards are there in total?

// artwork

Be sure to collate any artwork or graphic material that might be of use, for example, the award invites or images of the trophies.

// likes and dislikes

Note any particular elements that the client specifically does or doesn’t like, or perhaps something that hasn’t worked for them in the past.

// venue

Set designs can be beholden to the venue and location. Make sure you understand the venue and any subsequent restrictions that can have an impact on the design, technical requirements and costs.

how to be more sustainable by design

We all have a mission to be more sustainable and this can start right from the beginning, in the design process. Be open and flexible to different materials. If sustainability is important to you, our design team can suggest certain finishes and materials which not only come from sustainable sources but are also recyclable after the event.

You can read more on our approach to sustainability here

Think about longevity. It’s typical that an event is designed and built for one-off use. If this event is something that you do every year, could we design something that can be re-used year on year? This would need to be established from the very beginning of the process, as very different techniques and finishes are used to create sets which can be packed down and withstand being re-used multiple times.

Creating a set that can be re-used requires tougher, more hard-wearing materials and often slightly longer build times, which in turn, leads to slightly higher build costs and storage between events will also need to be factored in.

Be mindful of this when choosing your venue, when it comes to sustainability in design, sometimes less is more. If you can choose a venue which already has a stage or already has the look or style that you’re after, you can focus more on beautiful lighting and a few key design elements, rather than trying to transform the whole space.

There’s a lot to think about when planning your award ceremony, but if you’re looking for a shortlist of key takeaways, these are the points we recommend:

1 // What are the venue restrictions? For example, access, install times, ceiling height restrictions and so on.
2 // Are there any scheduling restrictions? For example, are rehearsals required around the installation, are there any band or stage changeovers and how will these affect timing schedules?
3 // Will a screen be required? If so, what type of content will it display and to how many people? These factors will help to determine the type of screen required.
4 // How many people will need to be on the stage at any one time?
5 // Will there be a performance? If so, if it’s a live performance, will the kit need to be set up after the awards? The answer to this will influence the stage size and access.

can we help with your award ceremony set?

We’ve been producing innovative and creative events for over thirty years, you can see examples of previous award ceremony designs on our portfolio along with other live events, weddings and set and scenery projects that we have been involved with.

Make sure you’re following us on social media to keep up to date with our latest projects and recent news from Wise Productions.

Jenny Woollard, Creative Director