Event Manager Guide
Responsibilities before event day
Snacks
You will also have a €20 budget for light snacks and drinks for the crew and musicians, which will be reimbursed. Water, soft drinks, bananas, biscuits and nuts are good options.
Rent My Wheels Car
You will book the car using our corporate MyWheels account, set a pick-up time and location for the crew, and drive together to the venue.
Stage Setup
Ideal Stage Setup
The ideal stage setup, where space allows, is 5 stage planks with the legs set to 70 cm.
Position the stairs at the back of the stage, either on the left or right side. Make sure there is enough clearance for the musicians to get on and off the stage comfortably without bumping into the shelves or candles on stage.
Note: Lumos prefers setups with straight lines and square or rectangular shapes, especially when using our own stage. Avoid curves unless they follow the natural layout or existing stage shape of the venue.
Some venues may require one stage plank to be positioned at the back of the stage. If there is limited space at the front but enough room behind the stage, this plank can be carefully placed, provided there is enough clearance for the musicians to move safely and comfortably around the setup.
Adjust to the venue
Each venue is unique, so adjust the stage setup to make the best use of the available space. The exact configuration can vary, as long as it follows the general stage + shelves layout and allows enough space for the musicians to move safely and comfortably.
It’s recommended to place one of our rubber cable mats under the stage stairs. The metal stairs can easily slip on the stone floors found in many churches, so the mat helps keep them securely in place.
Venues with their own stage
If a venue has its own stage, follow the shape and layout of the existing stage when positioning the candles. Make sure the candles are evenly aligned and spaced to make the setup look as full as possible, without leaving obvious gaps.
Setups to avoid
In this example, the correct layout is being used, but the candles are placed too close together. This can make them appear as one large orange/yellow block in photos, especially in darker venues when the candles are glowing.
Placing the candles too close together also makes the setup look smaller, even when all the candles are being used. Leave enough space between them to create a fuller, more balanced setup.
Make sure to use as many candles as possible around the front of the stage. The stage is the main focal point, so prioritise this area to create the full candlelit atmosphere and immersive experience our guests expect.
In this example, there are only a few rows of candles on the stage and in front of the stage skirt, the space was big enough to place a lot of candles. This leaves the setup looking too small and reduces the immersive candlelit effect. Prioritise filling these areas with more candles whenever possible.
In this example, the correct stage setup is being used, but the candles are arranged in a curved line. The candles should instead follow straight lines and a rectangular layout, as indicated in the Stage Setup section.
Tips
Start the first few rows with the normal spacing between the candles.
Gradually increase the spacing as you move further back, creating a subtle gradient effect.
From the guests’ point of view, the front of the stage will still look full, while the wider spacing makes it appear that there are more candles than there actually are.
This works especially well when the venue has a much larger stage than our standard 5-plank setup.
Light and Tech
