Gala Dinner Production

Manchester | London | Birmingham | Leeds | Cardiff | Sheffield | Liverpool

I just wanted to thank you for arranging the show for us on Saturday night. It all worked out brilliantly and the look was amazing. Rob and the team did a fantastic job of setting up and all were very polite and helpful.
— P.R, Liverpool
Gala Dinner Lighting & AV Production at Liverpool Cathedral Lutyens Crypt

Whether you're celebrating with friends, raising money for charity raising your brand profile, we keep your objectives front and centre.

We don't just offer a standard lighting and audio visual package. We listen to your objectives, we understand your audience and we design an event that will really deliver what you're looking for. We can support you with any or all elements of your gala dinner including design, branding, theming and dressings, music choices, video content creation, scripting, audio visual, lighting, staging, auction technology, entertainment and stage management. 

1. Design

Every moment counts in creating a memorable event. We'll consider how your guests feel and engage as they arrive, journey through the evening and depart. Through careful planning we will create moments of theatre and surprise and ensure there's never an awkward moment of silence. We create events that are  engaging, entertaining, exciting, easy, effective, coordinated and beautiful.

2. lIGHTING

We've had the privilege of creating gala dinners in some of the UK's most beautiful venues including The Savoy Hotel London, Liverpool Anglican Cathedral and Manchester Town Hall. In these spaces the architecture of the buildings provides a backdrop of its own when highlighted through subtle lighting. In conference and exhibition centres we create high impact themed events and lighting effects that overcome the bland white space.

3. Content Creation

We can work with your existing videos, music, slides and schedules, work with your existing agency or create everything ourselves from scratch. Whatever you decide your project manager from Stagetex will thoroughly test every aspect prior to the event and ensure that everything will stitch together seamlessly on the night. 

4. StAGING

Every gala dinner is different. We've created very corporate, highly branded stage sets with built-in projection screens and graphics, we've created themed stage sets with giant props and we've even re-created a theatre stage in the middle of a conference centre. All of our staging is designed and built in-house either completely from scratch or from stock elements that are part of our extensive staging hire stock. 

5. Audio Visual

Part of ensuring that your gala dinner runs smoothly is ensuring that everyone can see every graphic and hear every word perfectly. We know the perfect number of speakers to give good sound coverage, we know the right angle for the lighting to make sure the presenters are seen and we know where to position the screens for maximum effect. We never outsource your audio visual requirements. We  supply sound, lighting, video and staging equipment all from our own hire stock ensuring exceptional quality and a competitive price. 

6. ON-site technical support

Once all of the planning is done, we never leave the execution to chance. Our own team of audio visual technicians and event specialists will install, test, rehearse and operate everything on site. What set us apart is the helpfulness of the team. Nothing is ever too much trouble. We've helped short-staffed venues lay out chairs in the middle of the night and installed flagpoles in the rain all in an effort to reduce the stress and create a perfect event for our client.

Gala Dinner Production Liverpool - Lighting, Audio Visual & Venue Dressing
Gala Dinner Production in Chester including Lighting and Sound
Gala Dinner Production with Lighting, Staging and Audio Visual at Midland Hotel Manchester

Whether in Manchester, London, Birmingham or beyond we work nationally and would love to be involved in your next gala dinner.

Case Study: Winter Wonderland at Hilton Liverpool

When our event agency client  presented us with the request to turn The Grace Suite at Hilton Liverpool into a winter wonderland themed gala dinner in just over an hour we were keen to take on the challenge. 

We supplied a creative lighting design, lighting equipment hire from our own stock, a sound system, staging and team of super-quick technicians who put everything together in double-quick time!

Winter Wonderland Theme Lighting

We incorporated a number of lighting elements into the themed lighting design including:

  • Uplighting the walls using high powered LED uplighters to create a vivid blue glow around the perimeter of the room
  • Highlighting each table centre with a pinspot (a narrow beam white light) giving a cold feel to the room
  • Gobo projections allowing us to project static and moving snowflakes onto the walls and ceilings both in the main room and reception area
  • Stage lighting allowing us to light the band and presenters on stage
  • Lighting the white voile starcloth backdrop to the stage in blue and white
Winter Wonderland Theme Gala Dinner at Hilton Hotel Liverpool with Lighting, draping, staging and audio visual by Stagetex.
Winter Wonderland themed lighting at Hilton Hotel Liverpool
Winter wonderland theme venue dressing at Hilton Hotel Liverpool

Audio, Video and Staging

In addition to the brilliant theming, Stagetex supplied all of the audio visual equipment and technicians for the event included a PA system for the presentations and connections into the venue’s in house projection system.

Winter Wonderland Props & Furniture Hire

Working with our event management partners we are able to supply a wide range of props, furniture and dressings that are perfect for creating a winter wonderland theme including:

  • Table centres
  • White table linen and chair covers with blue, silver or white sashes and runners
  • White poseur tables and lecterns
  • White voile draping for stage backdrops, to disguise parts of the venue and to create reveals
  • White booth seating
  • Props including white trees and light vases

Case Study: Charity Gala Dinner at The Savoy Hotel, London

Working at The Savoy is always a treat so we were delighted when event production agency TLC asked us to help with AV, lighting and staging for a charity gala dinner in The Lancaster Ballroom. 

With a tight budget and restrictive setup schedule it can be challenging to impress a room full of high-net-worth individuals who go to many similar events each year. That's why TLC chose to work with Stagetex to support them with the technical production for a high-end charity dinner in aid of the Christchurch Earthquake Appeal. 

Within a short timeframe of just a few weeks, Stagetex was able to deliver a beautiful event and provide faultless technical support for acts including Neil Finn (Crowded House) and Zane Lowe (Radio 1).

Following the contract win, Stagetex attended a site visit with Production Manager, Tom Cleary, to finalise the event specification and understand the specific venue restrictions. This included a relatively short time for setup  de-rig and restrictions on the use of smoke, haze and special effects. As a result, the original lighting design was amended to incorporate more “wash” lights which would create vivid undulating colours throughout the Lancaster Ballroom.

Stage Lighting for a Gala Dinner in The Lancaster Ballroom at The Savoy Hotel London

Lighting

The lighting design incorporated ambient and architectural lighting making the most of the beautiful plasterwork in The Lancaster Ballroom. This was combined with a high-impact stage lighting show during the DJ set, live performances and dancing. During the presentations and auction, stage lighting and spotlights highlighted presenters on stage. 

Video

A major part of the fundraising effort at the event was the auction and lots were displayed during the event on plasma screen installed around the perimeter of the room with the auction technology being supplied by Bid Tech. 

Sound

The Lancaster Ballroom has some specific acoustic challenges and with budgetary constraints meaning we couldn’t fly from the ceiling Stagetex designed a distributed audio system. Main stacks of Kling & Freitag Line 212 at the front of the stage provided main reinforcement for the live performances with small, discrete speakers installed around the venue to ensure good clarity for speech.

Audio Visual for a Gala Dinner Production at The Savoy Hotel London
Gala Dinner Production and AV in The Lancaster Ballroom at Savoy Hotel London

Case Study: Hilton Liverpool Star Ball

Stagetex were approached by Hilton Hotel, Liverpool One and our long-standing event agency client to provide audio visual hire and event production services for their annual charity gala dinner – The Hilton Liverpool Star Ball.

The event attracts celebrities including Liverpool Football Club players as well as conference and event managers from other Hilton Hotels and resorts around the UK.

In advance of the event Stagetex worked closely with hotel management to develop a high-impact design for the gala dinner which was held The Grace Suite overlooking Liverpool One shopping centre and The Albert Dock. This included coordinating with another event that was being held in the venue between our allocated set up time and the Star Ball. 

Following the initial design and planning a team of Stagetex Audio Visual Technicians led by one of our senior Project Managers were responsible for implementing the design on site using audio visual equipment supplied entirely from our own hire stock.

The Grace Suite at Hilton Hotel Liverpool set up with Audio Visual and Staging for a Gala Dinner

Staging

After considering a number of different potential designs, we settled on a large projection mapped stage set. This required the construction of a large stage for the band and presentations behind which we created a giant white backdrop incorporating a central projection screen for a live camera feed, pre-recorded videos and PowerPoint slides. We then used four high power projectors to project static and moving graphics across the whole backdrop creating a highly visual backdrop to the evening.

The stage itself was covered in carpet with a valence to the front and sides with two sets of steps for access. Two lecterns were supplied for the auctioneer and hotel general manager to make their presentations.

AV & Projection

The entire stage backdrop became a projection mapped projection surface for the event and was projected onto using an Arkaos media server and four high brightness Panasonic projectors. Stagetex created the video content and static graphics which were combined with a live multi-camera feed onto a central HD projection screen to ensure that everyone could clearly see the presentations that were taking place on stage.

All of the cameras, slides and videos were mixed using a Black Magic HD vision mixer.
In addition to the projected stage backdrop and main projection screen, Stagetex supplied 50″ plasma screens that were installed onto eye-level plasma screen stands down the sides of the room as “repeater” screens. This ensured that those guests who were not facing the stage as a result of their position on the table would be able to watch the content on the screens which included the live camera feed and the presentation slides.

Projection Mapped Stage Set for a Gala Dinner at Hilton Liverpool
Band lighting, sound, staging and AV at a Gala Dinner at Hilton Hotel Liverpool One's Grace Suite

Lighting

The stage design, projections and camera work were complemented with a creative lighting design that took account of the venue’s restrictions on the use of haze (although these have since been lifted). The design included high power LED uplighters that were set up around the perimeter of the room to give a lovely glow of pink. Overhead, two lighting trusses were suspended from points in the ceiling and lined with moving head effects lights and coloured wash lights which projected patterns and colour washes over the table and dance floor. Stage lighting was also suspended from the trusses which lit the band and presenters.

Audio

The final audio visual element that Stagetex supplied was the PA system. Stagetex installed a 6 speaker PA system with a full band microphone package, wireless microphones for the presenters and lectern microphones on each of the two lecterns.

Audio, Video and Staging

In addition to the brilliant theming, Stagetex supplied all of the audio visual equipment and technicians for the event included a PA system for the presentations and connections into the venue’s in house projection system.

Winter Wonderland Props & Furniture Hire

Working with our event management partners we are able to supply a wide range of props, furniture and dressings that are perfect for creating a winter wonderland theme including:

  • Table centres
  • White table linen and chair covers with blue, silver or white sashes and runners
  • White poseur tables and lecterns
  • White voile draping for stage backdrops, to disguise parts of the venue and to create reveals
  • White booth seating
  • Props including white trees and light vases