Organising a student event does not require a big budget, but it does require smart choices. Students appreciate good technology – they can tell immediately if the sound is crackling or the lighting in a room is not what they want. Fortunately, solutions that get the basics right don’t cost a fortune, and with the right choices you can create an event that everyone will remember.
Why do you need good technology to organise a student event?
When organising a student event, the technical implementation determines the atmosphere. Poor sound ruins even the best songs, poor lighting makes the space feel dreary and an unsafe stage makes people stay away from the performers. On the other hand, when the basics are right, students are a great audience to enjoy and have fun with.
Young people are used to quality sound at home and at festivals, so expectations are high. But you don’t need Ruisrock’s technology to organise a student event – you just need the basics in place and a system that works reliably.
Budget vs. quality – where to save and where not to save
When organising a student event, it is important to know where to cut corners and where not to. Don’t skimp on sound, because bad sound will ruin the whole event. When it comes to lighting, you can be creative and use simple solutions, as long as the basic lighting is adequate.
Safety must never be compromised – no matter how tight the budget. Better to organise a small event safely than a big event with risks.
Audio engineering – the heart of the student event
Sound technology is the most important aspect of organising a student event. Good sound gets people dancing and bad sound clears the floor in no time. Fortunately, a good sound system doesn’t require a huge budget, as long as it’s sized correctly.
Microphones for speeches and hosting
When organising a student event, a microphone is often needed for welcoming speeches, raffles and hosting. A wireless microphone is convenient, but also more expensive. A wired microphone works just as well, as long as the cord is long enough.
Lighting sets the mood
Lighting transforms an ordinary space into a party room. There’s no need for elaborate light shows to organise a student event – it’s enough to make the space look attractive and safe.
Get the basic lighting right first
The most important thing when organising a student event is adequate basic lighting. People need light to move around, get drinks and recognise each other. In too dim a space, the atmosphere quickly turns oppressive.
Good basic lighting means that the whole space is evenly lit, but not too bright. Dimmer light makes a space feel more atmospheric, but maintains safety.
Coloured lights bring life
The coloured lights are the jewel in the crown of the student event. The LED lights can change colour according to the music and create different atmospheres throughout the evening. Red lights create a warm atmosphere, blue ones are calming and green ones are energetic.
Simple colour light control is all you need – no complex programming required. Just a few different colours and subtle transitions make a big difference to ordinary white light lighting.
Photography and Instagram
When organising a student event, it’s worth remembering that people want to take photos. In too dim a light, the Kuja becomes blurred and in too bright a light, the atmosphere suffers. The solution is to create a few well-lit “shooting spots” inside the space.
For example, you can place slightly brighter lights next to the entrance or in one corner where people can go to take pictures. The rest of the space can be more atmospherically lit.
Stage and performance space
A stage is not compulsory at every student event, but it makes the event look more professional. A stage separates performers from the audience and creates a focal point in the space.
When should you buy a stage?
When organising a student event, it is worth getting a stage if:
- There will be speeches or presentations
- The DJ or band wants to be seen well by everyone
- To create a clear division between performers and audience
- The space is big and needs a focal point
- Performers have a lot of equipment to get off the floor
In a small space or at a casual social event, a stage can be redundant. The most important thing is to think about what is happening at the event and whether a special space is needed for the performers.
Safety in lava structures
When organising a student event, safety is more important than spectacle. The stage must be able to safely withstand the load and must not have sharp edges. Stairs or ramps to the stage must be safe, even at night.
If there is electrical equipment on the platform, the cables must be well protected to prevent anyone tripping over them. Safety regulations must always be taken seriously, regardless of the size of the event.
Electricity and basic technical issues
When organising a student event, you need to get the electronics right. Inadequate electricity supply will bring down the whole event and poor cabling is a safety hazard.
Calculating electricity output
When organising a student event, it is worth calculating the electricity needs in advance. If the technology needs more power, there should be more robust power sockets in the room. The most important thing is not to overload any electrical wiring.
Cabling and security
When organising a student event, cables must be placed safely. Cables running on the floor must be covered with cable protection or taped. When people are dancing and moving around in low light, the risk of tripping is high.
All electrical equipment must be connected via earth leakage circuit breakers. If the event is outdoors or in a wet area, special care must be taken with electrical safety.
Practical tips for saving money
Every euro counts when it comes to organising a student event. Here are some concrete tips on how to save on technical costs without sacrificing quality:
Renting vs. buying
When organising a student event, renting is usually the most sensible option. Buying the equipment requires a large initial investment, plus maintenance and storage. Rental often includes installation and dismantling, which saves time and effort.
If events are organised on a regular basis, it may make sense to buy some of the basic equipment. Microphones, cables and a simple mixer are relatively inexpensive and will last a long time.
Combined orders and sponsorship
It is a good idea to work with other organisations to organise a student event. If several organisations need similar technology, a combined order can get a better price.
Sponsorship can help with technology costs. Local businesses may be interested in sponsoring student events in return for visibility.
Scheduling and planning
When organising a student event, haste pays off. If technology is ordered at the last minute, prices go up and options become fewer. Good planning and booking well in advance can bring significant savings.
You should also be realistic when planning your schedule. If installation and dismantling times are tight, this can increase costs when extra labour is needed.
What can go wrong and how to prepare
When organising a student event, you should be prepared for something to go wrong. Backup plans are worth their weight in gold when a problem arises.
The most common problems
Most problems are caused by haste or poor preparation. By testing everything beforehand and allowing enough time for installation, most problems are avoided.
The secret to a successful student event
You can organise a student event when you have the basics in place. You don’t need the most expensive technology or complicated solutions – you just need good sound, adequate lighting and everything works reliably.
The key is to understand what you want to happen at the event and to size the technology accordingly. At a DJ party the sound is the most important thing, at a seminar the microphones, and at a party the whole thing.
Kuja Media helps student organisations find the right technical solutions to fit their budget. We have experience with different types of student events and we know what is really important for success.
Want to organise a student event that everyone will remember? We’ll help you design a technical implementation that’s sure to work and fits your budget. Whether it’s a small party or a big event, we’ll find a solution.
Contact us and tell us what you’re planning – let’s make a party together that will be talked about for a long time!
