Tackling Las Vegas Events During Formula One: Year 2
2023 marked the return of Formula One to the Las Vegas Strip. Along with the awesome vibes the racing circuit brought with it; it also brought along challenges. Year one of the 10-year plan for Formula One brought so much excitement and anticipation to Las Vegas. It was also marred with planning challenges and complications that impacted not just the visitors to the city, but its residents. It also proved to create new challenges for anyone bringing an event to the convention capital of the world.
Over planning and excitement in year one left few areas of the Las Vegas strip not taken over by massive concrete and truss installations. The thought was that Formula One tourism spikes would be so overwhelming that there wouldn’t be an empty seat anywhere on the strip. Hotels and restaurants were setting rates that were unheard of for most Las Vegas tourists. Eventually things evened themselves out and balance was found. But for the actual events, that was farthest from the truth. The closures and massive construction to the strip caused logistical nightmares for event producers, exhibit houses, and the end customers themselves.
Skip ahead a year, and we thought it would be interesting to follow two live events through the process of navigating Formula One for year two. Las Vegas is the convention capital of the world. Undeniably, one, if not the first, thought for most event producers. Along with the prospects of millions of attendees clearly comes the idea of advertising to those convention attendees and all the tourists in town, and when LED billboards aren’t enough, advertising agencies turn to experiential alternatives like the Las Vegas Sphere and the lush backdrops for projection mapping. There is no better way to experience this than to join the professionals through their process. Full disclosure, I’m not an event producer or live event professional, but as I was listening to Matt Manerus, walk me through the planning, it popped into my head that people in the industry should hear this. So, this article was born.
How Stagevision and Lumen & Forge Mastered Event Logistics in Las Vegas
When Formula One landed in Las Vegas, it brought a dazzling spectacle to the desert city, but also a labyrinth of logistical challenges. The world’s premier racing series transformed The Strip into a high-octane race track, drawing massive crowds and reshaping the city’s landscape. For live event professionals, the event added a complex layer of hurdles to navigate—from road closures to increased security demands. Nationwide Video, a leading rental and staging company for professional audiovisual teams, stepped up to support two major events during this extraordinary week: Stagevision’s Open Text convention at the Venetian Convention Center and Lumen & Forge’s MasterCard Stratosphere Projection Mapping.
The Formula One Impact on Event Planning
Formula One’s presence in Las Vegas was nothing short of transformative. The scale of the event led to significant road closures, limited access to venues, and surging costs for security and logistics. Event professionals found themselves negotiating not just the usual intricacies of live productions but also the unpredictability of a city reshaped by the race.
“The ambiguity was frightening,” shared Matt Manerus. “We’d get conflicting information from different sources about road closures and venue access, making it hard to solidify plans. But the key was proactive planning and having reliable partners like Nationwide Video.”
Stagevision’s Venetian Convention: Precision Amid Chaos
Stagevision, one of the largest Canadian-owned audiovisual companies, operates from coast to coast in Canada, with offices in Vancouver, Toronto, Ottawa, Montreal, and Halifax. Since its humble beginnings in 1984, Stagevision has grown from a one-client start-up to a major audiovisual services organization, helping some of the world’s leading organizations achieve their business objectives through event technology, innovative solutions, and superior service. Their commitment to exceeding expectations was evident during their high-profile OpenText convention at The Venetian during Formula One weekend.
This annual gathering brought together industry leaders and clients for an immersive experience of innovation and collaboration. However, this year’s race added unprecedented hurdles to their meticulously planned event. Road closures disrupted typical load-in and load-out schedules, while storage and accessibility required creative solutions, including parking trailers on-site. Additionally, increased security and fire regulation compliance added to costs and coordination complexity, placing additional strain on the event’s logistical framework.
In preparation, Manerus reached out to trusted partners in Las Vegas who had experience with similar challenges during Formula One. He received crucial advice, including strategies for coordinating around road closures, securing on-site storage for trailers, and navigating the city’s tight logistical constraints. “The key recommendation I received was to avoid moving equipment at night when most road closures were in effect and to park trailers on-site whenever possible,” he noted. By applying these insights, the team was able to mitigate some of the uncertainties that plagued the event’s planning and set-up phases. The strike on the other hand, would be another challenge.
The Venetian Convention featured keynote addresses, interactive product demonstrations, and a state-of-the-art audiovisual setup. To meet these needs, Nationwide Video supplied cutting-edge equipment, including 4K projectors, advanced video walls, and 4K camera chains and more. This ensured flawless presentations and performances throughout the multi-day event. Attendees praised the seamless integration of technology, which highlighted Stagevision’s commitment to delivering impactful experiences.
Nationwide Video played a pivotal role in overcoming these obstacles. By providing trailers and on-site support, Nationwide ensured equipment availability and quick troubleshooting when needed. “Nationwide’s response time was exceptional,” said Manerus. “Having their team on-site gave us confidence to handle unexpected issues.” Despite the difficulties, Stagevision delivered an impressive convention. Their meticulous planning and partnerships allowed them to offset some of the burdens imposed by Formula One’s extensive footprint.
Lumen & Forge: Illuminating the Stratosphere
Lumen & Forge is a leader in creating immersive and augmented experiences, specializing in 360 dome projection at the forefront of VR/AR innovation. Their projection dome venues feature ultra-high-resolution spherical screen projections, live-playback systems, and portable components. Based in Las Vegas, Lumen & Forge’s local expertise and quick mobilization capabilities make them a trusted partner for delivering cutting-edge projects on tight timelines.
Their goal extends beyond just creating sensory experiences; they aim to inspire audiences and revolutionize communication, education, and entertainment through immersive technology. This mission was evident in their transformation of the iconic Stratosphere Tower into a towering advertisement for MasterCard and McLaren. Combining cutting-edge technology with artistic precision, the project marked the second time the Stratosphere Tower had been projection-mapped, following a successful debut during Super Bowl LVIII. Lumen & Forge utilized advanced 3D modeling and projection techniques to turn the tower into a glowing masterpiece visible from miles away, employing high-powered 40,000 lumen projectors to achieve vibrant, large-scale imagery.
Unlike many other projects during Formula One weekend, Lumen & Forge benefited from a location largely unaffected by the event’s disruptions. Positioned just beyond the primary zones of road closures and logistical bottlenecks, the Stratosphere’s location allowed the team to operate with fewer external constraints. This geographical advantage significantly streamlined their workflow, enabling them to focus more fully on the technical and creative aspects of the project.
The project’s execution demanded precision and adaptability. Tight timelines added pressure as the project was confirmed just a week before the event, leaving little room for error. The team relied on advanced 3D modeling to create content that fit the tower’s unique architecture, while power and technical troubleshooting required constant monitoring and quick adjustments. Nationwide Video played a crucial role by providing the Barco UDX 40K Laser Projection along with other essential hardware, lenses and servers, ensuring compatibility and peak performance under these intense conditions.
“When something went wrong, Nationwide’s team was there immediately, day or night,” said Misha Fradin, COO of Lumen & Forge. “Their reliability allowed us to focus on the creative execution, knowing we had a solid technical backbone.” Thanks to this collaboration, Lumen & Forge delivered a stunning projection that elevated both the MasterCard and McLaren brands on a global stage.
Nationwide Video: A Trusted Partner in Complexity
The successes of Stagevision and Lumen & Forge during Las Vegas’ Formula One weekend highlight the critical role Nationwide Video plays in the live events industry. Their combination of technical expertise, logistical support, and rapid response time ensures that clients can overcome even the most daunting challenges.
“It’s not just about delivering equipment,” said Randy Mach, Regional Customer Service Manager at Nationwide Video. “It’s about being there every step of the way to make sure our clients can focus on what they do best.”
As Formula One continues to expand its reach around town, it will become a smoother process for the race organizers, tourists and hotels. But for future live events, conventions, and meetings the complexities will only grow. Our Industry adapts and flows and with great partners like Nationwide Video and their clients, the road ahead is clear: With the right partnerships, anything is possible.
To learn more about Lumen and Forge, visit their website here.
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