How to Plan Your event

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How To Plan Your Event

What You Should Know About Planning Your Next Fireworks Event.

Fireworks displays are a fantastic way to open any event. The displays bring in a great number of people who keep returning year after year.

Pyrotechnics can add an ingredient of excitement, punctuation and awe-inspiring visual entertainment to any event. These breathtaking displays have been an ingredient in celebrations for more than a hundred years, and they are more popular, and technologically captivating, than they have ever been. Pyrotechnics are the greatest source of excitement, motivation and entertainment.

Few experiences get your pulse racing and your senses reacting like a spectacular fireworks show. Whether for a private party or a major national event, pyrotechnics add exhilaration, sound and spectacle, making the event unforgettable, one certain to be enjoyed and remembered by all.

Pyrotechnics are no longer an afterthought. Pyrotechnic displays add punctuation to an event, making them an element in the total multi-media effect that an event has on its audience.

More than ever, event planners realize the significance in providing dazzling performances of brightly colored hues that twist and turn on the largest canvas available to man. There is no better way to electrify people, add excitement, and insert a grandiose effect to any event, than pyrotechnics.

Pyrotechnics and fireworks, terms that can be used interchangeably, are the way to go when trying to make an impression. More often than not, when a crowd leaves an evening event that featured fireworks, they are talking about the display, as opposed to the food and decor.

There is no better way to entertain 10 to 10,000 people than with a fireworks display. Fireworks are truly magical, and are loved by every spectator, from age 2 to 102. It knows no boundaries. It's truly an international language.

And, just as the appeal of fireworks is virtually non-negotiable, so is the preparation that must be done prior to incorporating them into an event. The goal is to plan a display that is not only enjoyable, but, and this is really important, safe for all spectators.

Understanding a few of the pyrotechnic basics can help any planner, experienced pyrotechnics buyer or not, achieve that goal and create a safe, successful show. In order for you to have an idea what goes into fireworks planning, we have created this page with many helpful tips and ideas so that you can have the best fireworks experience.

Determine the Display's Objective and Scope

This first step in creating an appropriate and effective pyrotechnics display is to define the display's objectives and scope. Quite obviously, that is where your site decides the display's basic formation.

Appropriate fireworks can also be determined by the significance of the effects. Be sure you know your event's objective, what you want to achieve with the pyro, and its importance in the full scope of the event.

Don't be fooled by the thought that bigger shells are better. Selecting more large shells can quickly eat up your budget. Some of the larger shells offer quite unique effects; but most of those effects also are available in smaller diameter shells. Also of note is that the use of larger diameter shells, while they reach higher altitudes, they also increase the separation distance from spectators. When planning the displays, and determining its affect on the audience, it's advisable to include us as your pyrotechnic company in the process as soon as possible. We need to be involved in the artistic and planning circle. As far as determining the affect on your audience, decide whether the audience should leave the display feeling energized or awestruck.

We need to know if you want a big beginning or a big ending. Are we cheering up, entertaining or doing a product reveal? Is there a theme we need to incorporate? What level of value are you placing on the show? Is it just a small piece of the show, or is it the four-minute grand finale? Be sure the time and date for your event will maximize the effect on the audience. That will enhance the whole event. Keep all these things in mind, and share them with our pyrotechnic designer. Let him know of specific colors, durations or any music he needs to choreograph the display to. Timing also is important. Don't plan the fireworks when the guests are too exhausted, or inebriated, to enjoy them.

Select A Site

The most important aspect of planning a firework display is picking your display site. As a rule, outdoor firework displays typically require a large land area.

There are special technical guidelines for site selection required by WorkSafe Victoria.

No one ever wants to jeopardize spectator safety. Don't fall into the trap and try to force unsafe installation and use of fireworks in a confined area. By following these safety guidelines, the basics for a safe and successful event are in place.

We offer a full-service pyrotechnic production. This means we do all the notifications, including WorkSafe, CFA/MMFB, CASA, Police, Local council etc and take on the responsibilities involved in the show. Essentially, all your planner needs do is hire us and we take care of the rest. Our technicians know what works in the different situations, and have the ability to make adjustments to the show on the spot. Surveying the site early is essential in finding the feasible spot that works. In choosing a site, select one that you can use to make the display better. When on or near a lake, or a significant monument, incorporate this detail into the display.

Set The Budget

Fireworks can be scaled to fit your venue and budget. You, as the planner, set the budget by determining the magnitude of your show and dictating what resources you have. Whether you are a small community event, or a large city. The old saying still goes, "You get what you pay for."

To give you a general idea of the costs involved we have included the following guidelines:

*A basic display starts at $1,500.

*A very good display can start at $2,500.

* Major electronically fired displays start at about $4,000, and usually run from $6,000 to $10,000.

*The average event runs from $5,000 to $10,000. It can be generally accompanied by music which is not truly choreographed.

* A truly choreographed display (Pyromusical) can start at $1,500 per minute. You'll never find a choreographed display for less than $1,000 per minute.

*Burning logos (set pieces, lance work) can range from $500 to $2,000 depending on the complexity of your logo.

In general, small displays start at about $2,000 and will around 5 to 7 minutes. Large community displays usually cost upwards to $10,000 and can last 10 to 15 minutes. A main event can cost $20,000 to $50,000.

Don't try to qualify by quantifying. Every job is different, and we design a show that is right for the occasion. As an example, with a patriotic event or a company picnic for a demographic of children through grandparents, you might green and gold, or even red, white and blue if you prefer! However, for a wedding, you might spend more budget dollars creating a quality design and performance.

When it comes to the budget, you need to decide how important pyrotechnics are to the event. Unfortunately, when the budget decreases, the fireworks are usually one of the first things cut. So, if fireworks are the highlight of your event, be sure to make provisions for them.

MORE TIPS FOR YOUR EVENT PLANNERS:

* Start preparation early. Have us as your company review in depth what, when, where, why and how.

* Inspect the venue to assess exactly what may be achieved safely.

* Detail your responsibilities. Have a clear understanding of what is expected of you. Follow through on those responsibilities.

* Fully understand the timeline to setup, discharge and clean up the display.

* Ask plenty of questions.

* Consider providing resources that could be provided by Geelong Fireowrks. You could save large amount of money and get more value for your investment by providing sand, barricades, lodging, front-end loader, or cleanup.

* Arrange to visit the site on the day prior to the show to do a quick review.

As for insurance, we carry a $20,000,000 policy to cover ourselves, the client, and the venue, in the event of an accident directly involving a pyrotechnic device. Geelong Fireworks also has a flawless safety record. We are licensed, insured, and fully knowledgeable of the effects we offer.

You also need to be on board when it comes to safety. You need to partner with us to discuss safety issues and devise a safety plan; making sure it's reviewed before the shoot. We have a 'don't shoot' clause in all of our contracts, that states, effectively, that if someone screws up anything safety wise, we don't fire the show until it is safe.

As an event planner, you need to make sure that there is adequate security for the shoot. The planner is responsible for that security to keep people out. Geelong Fireworks, the planner, security leader and a venue representative need to discuss this area specifically. There needs to be a line of communication with that security (during the event), so if a guest breaches that area, they are escorted out.

Offering display fireworks at your event can make the difference in the success of your event.

The "Wow!" Factor

A pyrotechnic display can take on so many forms, depending upon your objectives. The event's "Wow!" factor can range from a traditional, outdoor display with an emphasis on entertainment to an indoor, all-action pyro-musical display designed to impress with impact.

However, regardless of the display's scope, the glittery effects of fireworks create a positive feeling toward any event, and its sponsors. By incorporating pyrotechnics, attendees will remember your event and it's purpose, be it social, motivational, or promotional. And whatever the role, a fireworks program, carefully and safely planned, can make the difference.

Top 10 Tips: Fireworks!

How to plan an explosive event without getting burned

Want to enchant wedding guests, spark employees' enthusiasm, or elicit "oohs" and "ahhhs" from your next gathering of conventioneers? Fireworks might be the explosive element you want - for less of your budget than you might think.

With the guidance of our full-service display company, fireworks can be a festive addition to virtually any event. Here's how to make it happen.

1. Plan early.

Some pyrotechnic displays can be produced in a matter of weeks, from initial contact to final cleanup. The design and setup of a smaller show may take little time.

However, the permitting process, which may involve numerous authorities, can be a very lengthy process. For instance, shows fired from vessels or barges in navigable water require various permits that can take months to acquire.

For small shows that don't involve water, it is recommended that you secure our services two to three months in advance.

2. Determine your budget.

Fireworks can be custom-designed for just about any kind of budget. The cost of fireworks is closely tied to the way a show is fired. Hand-fired shows, with fireworks launched by hand by trained technicians, are the least expensive. Electronically fired shows allow more precise design control - a good choice if you want complementary background music. Digitally controlled shows, painstakingly choreographed with music (also called Pyromusicals), are the most expensive.

3. Select your location.

The first question to consider is what type of venue you have available. Space is always the primary concern. For outdoor displays we require a clear area around the discharge site of at least 55 metres in each direction for 75mm aerial shells. We can in somecases decrease distances by using other effects. . Distances may be required to be increased in some areas or near a medical facility, care facility, jail or other facility sensitive to explosives.

Our company representative will visit your proposed site, and discuss with you the size of the space and whether there is a good vantage point for spectators, and a way to keep the discharge location secure.

4. Know your crowd size.

Traditional aerial fireworks are designed for a large audience spread over a wide viewing area. It's critical that we know your audience size and the portion of your venue needed to hold them in order to determine the clear space available for discharge. The event sponsor or the staff at the venue - not the fireworks company - must provide crowd control, so establish early who will handle this and how.

5. Consider what colors, sound, and effects you want.

You can turn over the design aspect almost completely to us if you prefer. We want at least a basic idea of the purpose of your event and what you want your fireworks display to achieve. The options are vast. Your venue may limit your options. If you're near a hospital or horse stable, some noise restrictions may apply. Geelong Fireworks custom-designs every event...unlike other companies we don't just email you "Package A, B or C".

6. Choose your music.

Fireworks are set off beautifully by music. Your choice of music is just as important as your choice of fireworks. Choosing an obscure piece of music that's hard to recognize will detract from the display. The best solution is to choose a very well known piece, or a personal favorite that the majority of your audience will be familiar with. You can even give the display a theme or set it to a popular movie soundtrack. Fireworks and music, when skillfully choreographed, have always been seen as a perfect couple. When a soaring note is complimented by a glittering arching comet, when staccato beats are illustrated by a line of erupting mines, when a climactic finale is plastered across the sky in vivid, pulsating colored fire, fading only as the final note drifts away into the night…..That is when the two arts seem to combine to create a new emotional dimension. There is a special art to designing and firing choreographed fireworks. The secrets is not just in selecting fireworks which reflect the pace and intensity of the music exactly, it’s also in the timing. Achieved with a sophisticated electrical firing system which has proved it’s worth on every occasion.

Themed events provide marketing opportunities. We have delighted in putting together ideas as diverse as "Spirit In The Sky"; "An Evening of Movies and Fireworks!"; "Magic and Sorcery"; "Music From Around the World"; "Wonderful Years of John Williams"; "Galaxy of Fire"; "Warriors In Film" and many more. We are always happy to discuss ways that we can help to make your event extra memorable.

Some shows are digitally synchronized with music that's simulcast on the radio, so listeners at home or in a car get a complete visual experience. This requires countless hours of analysis of the musical score and pyrotechnic effects. The choreography of that is of considerable expense.

Background music that's not synchronized is much less expensive...the majority of shows you see are done this way!! You also may provide your own music, coordinated with us, or have no musical accompaniment.

7. Full Service Company

As a full-service display company we will provide everything you need from start to finish: show design, fireworks, equipment, and secure transportation; setup and cleanup; and a licensed pyrotechnician who shoots the show along with a trained crew.

8. Get a detailed project description.

As your display company we give you a proposal that lists all services we will provide, exactly what's required from you, and the costs.

9. Ask how you can save money.

For tighter budgets, consider shooting smaller items and a shorter show. A brief, quality show can emphasize excitement. It's really not how long the fireworks lasts, or how many shells are in your show, but about the quality of the display and creating excitement and entertainment.

10. Have a contingency plan.

Nobody has any control over the weather. Experienced pyrotechnicians can shoot fireworks in bad weather, but fewer spectators are likely to watch, and strong winds will prohibit firing at all. Wind can blow debris beyond the clear area, creating a fire hazard. In very dry conditions, fire officials may cancel your display at the last minute, wind or not. Discuss these possibilities in advance with us, decide what you will do if the show can't go on, and write any agreements into your contract. Make sure to discuss an alternate date and time, if such occasion arises.

Avoid mistakes by adhering to the following suggestions.

For Outdoor Displays:

* Start on time. If the event has been advertised for a specific time, start it promptly!

* Use the appeal of fireworks to attract attendees to an event. The anticipation of a fireworks display at a festival, fair or other public event, keeps attendees longer and has a positive impact on concession and ticket sales.

* If you can, customize the display to music. It has more impact on attendees' emotions. A musical medley can be created that climaxes at the finale, leaving attendees feeling that the display was much longer due to the number of songs that were used.

* For a public event, use fireworks at the end. People have been conditioned that when the fireworks go off, the event is over.

* Please don't try to stretch a small budget with limited effects over a long period of time! It leads to many dead spots and pauses and looses its appeal. This is the most frequently repeated mistake by organizers. When working with a small budget, use smaller effects closer to the audience for impact.

* End with a bang!