A business session followed by a lunch is a very standard type of event. The traditional approach is to use two spaces. And, if you have high production values, you need two complete production setups. This can be expensive.

An approach that can work sometimes is to change the space instead of changing spaces.

In this example, the 300 guests went out into the foyer after the business session for a half-hour pre-lunch drinks. 

When they came back into the space for lunch they entered a very different feeling space. The space had been turned around into a lunch setup and with a quite different lighting look.

Quite a bit of planning went into making the changeover seamless so it could be done in well under 30 minutes. And, it does take a good team to do this.

All of the lunch tables were already dressed and set and located behind a drape line at the back of the stage. Their lunch positions were already marked on the floor (and the cleaners did promise not to clean off these tape marks overnight – as can often happen). Lighting was already programmed.

At the end of the business session my team ushered guests out into the foyer. And then with the Peter Rowlands Catering team, the chairs were moved out of the way, tables moved into their positions, glassware was placed, and chairs put in place. Then on schedule, the guests were invited back in for lunch and entertainment. 

From a guest perspective it was seamless and happened by magic.

And noting, the Touring Hall at Melbourne Museum had oval shaped tables so these were all angled towards the centre of the stage to maximise viewing comfort for guests for the entertainment component – just as all of the seats had been angled towards the centre of the stage for the business session.

It did work very well. And, it was a very cost effective solution.

It is always worth thinking laterally about how to make an event the best it can be.

Production credits

Event Management: Event Pty Ltd

Production Design: Simon Thewlis

Client: 7-Eleven Australia

Venue: Touring Hall, Melbourne Museum

Catering: Peter Rowland Catering

Performer: Darren Percival

Lighting: Resolution X

Vision: Mediatec

Audio: Norwest

Photos: Ned Meldrum