Hosting a private event during Cannes Lions: a technical planning guide

Mid to late June is when everything is booked at once: villas, caterers, decorators, crews and rental stock. Confirm the official festival dates, hold the venue, and bring the technical partner in before the layout is drawn, not after. Their questions about access and power decide what the layout can be.

A seated dinner needs clear speech, quiet background music and lighting at table height. A standing reception needs flow: bars away from the stage, sound that covers the space without shouting, and a moment where the host can speak to everyone. Choosing the format first gives every supplier the same brief.

• —Access for trucks, load-in and load-out windows, and the distance from the vehicle to the space
• —Sound limits and finish time, including what neighbours and the municipality require
• —Power available on site and where a generator can stand
• —Rigging points, load limits and what may or may not be fixed to the building
• —Insurance certificates and safety documents the venue requires from every supplier

June evenings are long: the sun sets late and the sky stays bright through the first part of an event. Lighting that looks right at 22:00 can disappear at 20:00, so plan the look for both. Keep a plan B for wind and rain that does not rely on moving the guests at the last minute, and check where sound travels over open ground.

People come to talk. Keep the music below conversation level, give the host a clean microphone and a short, well-lit speech position, and use screens only for what the brand needs to say. A discreet LED surface, content played from a controlled source and a single brand moment work better than constant motion.

A festival-week evening has many suppliers working in a few hours. One technical contact who holds the plan, speaks to the venue and every supplier, and can be reached at any hour removes most of the risk. Ask your partner who that person is and how fast they answer before you sign.

• —Date and any alternative dates
• —Number of guests and the format
• —Venue and its status (confirmed or under discussion)
• —Programme: speeches, music, performance
• —Indicative budget and who approves it