How do you prepare a virtual custom event?

In four steps: find a client and talk about his or her needs, rent a studio, customize the show and shoot it precisely. When the deal is done, you can start working on the project.

What kind of space do you need to shoot a virtual event?

A good space for shooting with a possibility of full blackout and, for a good LED content quality, an LED screen with custom content. You can use the dance hall of your local dance school, but check it beforehand – it can be too small for proper shooting with 7 dancers. Sometimes it is enough for training but not for making good content.

How do you customize a virtual show for a company?

The performance should be made just for them – the clients want a logo, a custom song, company colors incorporated into the show, or any connection with their company. That makes the preparation longer, so make sure it is ready when you come to the real shooting and you do not waste your time on the spot.

What has to be ready on the day of shooting?

Everything: all suits must work at 100% with no damaged LED strip, the LED content must be in the correct size for the dimension and resolution of the LED wall, and a timecode device synchronizes the show with the LED wall or lasers. After one or two rehearsals you shoot the show multiple times to pick the best try; then the video goes to post-production if necessary and to the client for feedback.

How to prepare a virtual custom event?

By Tron Event Agency Published 11 December 2020 Updated 8 March 2021 3 min read

Virtual event – How it’s made – red and white labels above a screen on a desk in a red-lit room showing five LED dancers, next to five Tron dancers in red LED suits with glowing blue chest patterns in the dark

Hello Tron fans,

Recently we have made a New Year’s Eve virtual event and because the virtual event is a current topic, I have decided to share my experience with you.

Before you read the article, sit back and enjoy the result:

Tron Dance - Virtual Event – plays from YouTube or Vimeo once you press play

What are the steps?

1. Find a client and talk about his/her needs

First of all, the most important thing is to have a client, who wants to for example surprise his employees or his/her clients on some special occasion like Christmas or New Year’s Eve. After that, you need to speak about what kind of event they have in their mind. When the deal is done, you can start working on the project.

Six young men posing on a stage in front of a big LED screen under purple stage lights – the Tron dancers in matching denim vests, some in caps, with the choreographer in a grey sweatshirt and beanie crouching in the middle — Picture 1 – Our Tron Dancers with the choreographer

2. Rent a studio

For virtual events, it is important where you dance, because these events are usually pre-made (but can be live as well), you need a good space for shooting, with a possibility of full blackout plus for a good LED content quality, an LED screen with custom content. This is a double-edged sword, because, on one hand, clients save money on air travel, accommodation, and food, but for creating the video you need to rent a space with all necessary equipment such as an LED wall or lasers. You can use the dance hall of your local dance school. But my advice is to check it beforehand because the dance hall can be small for proper shooting with 7 dancers. Sometimes it can be enough for training but not for making good content.

Tron dancers in black suits with glowing blue and red LED strips and LED helmets striking a pose on a shiny dance floor under pink ceiling lights — Picture 2 – Tron Dancers in action

3. Customize the show

For the companies, to get value from the virtual event, it is important to have a unique experience, which means that the performance should be made just for them. It means the clients want a logo, a custom song, company colors incorporated into the show, or any connection with their company. The result is, the preparation for the virtual event is longer, so make sure it will be ready when you come to the real shooting, so you would not waste your time on the spot.

Tron Dance opening ceremony for Saudi Pro League in Jeddah Football stadium – plays from YouTube or Vimeo once you press play

4. Shoot it precisely

When the day of shooting finally comes, everything needs to be perfectly ready. All suits must work at 100%, which means no single LED strip can be damaged, because you want the video to be perfect. LED content that you make must be in the correct size regarding the dimension of the LED wall and its resolution. You will also need a timecode device that can listen to the timecode signal and make synchronization with the LED wall or lasers. As soon as everything is set up correctly, you make one or two rehearsals, and you are ready for showtime. After you shoot your show multiple times (so you can pick the best try), the video is ready for post-production if necessary. In case you do not need any, you can send the video to your client and wait for feedback if everything complies with his/her wishes.

A Tron Girl with neon green UV face paint, orange eye make-up, glowing green braids and a glowing necklace, laughing in the dark, with other dancers in glowing outline costumes behind her — Picture 3 – Tron Girl

Conclusion

This is a short tutorial for everyone who would like to make a virtual event. It is a way the event world can continue even during the pandemic. It is nice to have this option, but to be honest, it is still quite a poor substitute for pre-pandemic numbers of events. I do not know about the other LED groups and how many bookings they got for virtual events but in our case, there are not many. We really hope things will go better rather sooner than later, because we are not sure how many LED groups will still exist in 2021.

Are you interested in booking an online event? Do not hesitate to contact us immediately.

How to prepare a virtual custom event?

What are the steps?