Designing events
Event design
Vectorworks Spotlight provides a versatile tool set for designing events of all sizes. Use the Basic event design suite to quickly create a complete room layout, appropriate for small events or as the basis of larger show designs. More specialized tools are provided for Advanced event design with complex rigging, lighting, and video setups.
Workflow: Designing events
The following workflow is recommended when designing multi-media production spaces ranging from trade show booths to arenas. Since the workflow is organized by design phase, it can be easily adapted by different technical teams. In each phase, the steps are specified for different sized events. If you are planning a small conference, for example, you can skip the more advanced steps needed for large concerts or theatrical shows.
The design phases are described in the following sections:
Advanced rigging and structural analysis
File setup
All events:
Create a template file, from which you can start new design files or import standard elements into other files. The template can contain the design layers, classes, title block borders, and any custom resources you use on a regular basis.
When determining which template design layers to create, consider that the working file will contain the rigging, lighting devices, and accessories together on one layer; the seating sections and aisles together on one layer; and the stage, focus points, and set pieces on separate design layers. All design layers should use the same scale.
Apply frequently used settings such as page size.
Create a new project file from your template.
Medium and large events:
Configure the Spotlight preferences for lighting devices and other loads (see Spotlight preferences setup).
Set the Auto positioning options to determine how loads attach to rigging objects.
Set the default lighting device parameters and specify whether universe assignment should be handled automatically. If you use Lightwright, set up automatic data exchange.
Add label legends for lighting devices. Use the Label Legend Manager command to create label legends, specifying which data fields display for the lighting devices and how the fields are laid out.
Project sharing
Medium and large events:
Select the Project Sharing command to create a shared project file for the event space. Users can check out specific layers or objects, edit them in temporary working files, and update the project file with any changes.
Room layout
All events:
Import a drawing of the venue as the basis of the model. Vectorworks can import drawing elements from many file types, including PDF, DXF/DWG, and SketchUp.
Scale the imported drawing to the correct size.
Use the drawing tools on the Basic palette to trace the event space.
Select the Create Room command to create a room from the 2D shape you traced.
Basic set design
All events:
Insert stage decks based on simple 2D shapes.
Create the basic stage stairs.
Add a lectern/podium, if needed.
Create a seating section from one or more boundary shapes.
Insert curtains, borders, scrims, and pipe-and-drape assemblies.
Place rope and stanchion barriers.
Advanced set design
Medium and large events:
Create custom stage structures.
Use the Stage Deck tool to insert round or rectangular stage objects, or use the Stage Plug tool to create a free-form stage.
Use the Stage Ramp tool to insert standard ramps, or use the Round Wall tool to create curved ramps.
Use the Stage Steps tool to insert portable stage steps.
Create custom set pieces using the 3D modeling tools and various Model menu commands.
Insert image-based props to quickly create detailed set pieces.
Create or import texture resources and apply them to set pieces for a lifelike appearance. Use the Attribute Mapping tool to adjust the size and positioning of the textures.
Lighting mock-up
All events:
Use the Light tool to quickly convey various lighting effects, to assess the lighting requirements before actually inserting lighting devices. For example, insert directional lights to simulate sunlight for an outdoor event, and insert spot lights to simulate generic theatrical spotlights. If you know the exact type of light that will be used, insert a custom light and set the properties based on the manufacturer’s specifications.
To mimic the lighting of a darkened theater, create a Renderworks background using One Color, and set it to black. Apply the background to the model. Turn off the ambient lighting, and turn on the desired lights. Adjust the Indirect Lighting to a low number of bounces.
Preview the lighting effects. If the model contains eight or fewer lights, render in Shaded mode. To test a large number of lights, use a Renderworks style such as Preview Spotlight. For a higher quality rendering, use Realistic Spotlight.
Basic rigging
All events:
Use the Lighting Pipe, Lighting Pipe Ladder, Truss, Straight Truss, and Curved Truss tools to create hanging points for the audio visual (AV) equipment. Convert the rigging geometry into custom hanging positions if needed. Rotate the rigging objects in 3D to fit the design.
Place hoists with the Hoist tool to suspend the rigging system.
Lighting
All events:
Click the Lighting Device tool to place lighting devices on the rigging objects. Thousands of lighting device symbols are available for import—from resource libraries provided with Vectorworks, from libraries available through Vectorworks Service Select membership, and from third-party providers.
Use the standard lighting device symbols, or convert your own custom symbols to lighting devices. In Top/Plan view, the device height is filled in automatically based on the associated rigging object. If lighting devices are attached to hanging positions, the position is also filled in.
Number the lighting devices, and other light plot objects, either manually or automatically. To automatically number lighting devices as they are placed, click Automatic Numbering and then click Preferences on the Tool bar to specify the numbering options. Otherwise, use the Spotlight Numbering command.
From the Object Info palette, specify the device purpose, color, and dimmer.
Check for patch conflicts with the DMX Patch command.
Focus the lighting devices:
Adjust the Pan and Tilt values on the Object Info palette to point lighting devices at a specific location; use the Focus Lighting Devices command to fan the focus; or use the Focus Lighting Devices Along Path tool to distribute the focus along a path.
If you need to document the focus location, use the Focus Point tool to create focus points and assign each lighting device to one. You can also create focus points automatically for each lighting device when fanning the focus or distributing the focus along a path.
Click the Lighting Accessory tool to add accessories to lighting devices. A wide variety of accessory symbols is available for import, or you can create your own.
Fine-tune the lighting design:
Select Draw Beam from the Object Info palette to check the light beam’s location and coverage.
Use the Align and Distribute tool to precisely align devices along their lighting positions.
Audio
All events:
Use the Speaker and Speaker Array tools to place audio equipment.
Video
All events:
There are multiple ways to insert video screen objects:
Select the Create Screen command to insert a basic video screen object.
Use the Television, Video Screen, Blended Screen, and LED Screen tools to insert specific types of video screen objects.
Set the video screen image. You can select a sample image or create a texture to display on screen.
Medium and large events:
If the model will be exported to the Vision program, insert video screen objects as described above, or draw 3D geometry that can later be identified as a video screen in Vision.
Specify the video source to display in Vision. You can select a video file or capture device.
Video Cameras
All events:
Use the Video Camera tool to insert video camera objects. Determine how many are needed, and use their active camera views to plan and create storyboard shots, and make adjustments to other design elements such as lighting.
Previz with Vision
Medium and large events:
Lighting devices that will be exported to a lighting console or visualizer require a specified GDTF Fixture Mode. When exporting to the Vision program, select a Fixture Mode for devices that should use Vision data.
Export the model to Vision using the Send to Vision command or Export MVR command.
Cabling
Medium and large events:
Use the Distributor tool to place distributor objects like power distribution racks and breakout boxes.
Power patch the electrical system:
Use the Cable Path and Cable tools to connect distributors to hoists, lighting devices, and other audio-visual equipment that requires power. The devices can also be connected from the Object Info palette.
Use the Power Patch Selected Objects or Power Patch Position commands to automatically connect devices in a portion of the drawing.
Use a spreadsheet-type workflow to connect devices from the Power Patch Table on the Power Planning palette.
View the calculation results from the Power Overview tab on the Power Planning palette.
Advanced rigging and structural analysis
Medium and large events:
Use the Structural Member and House Rigging Point tools to define the venue's rigging points.
If needed, use the Mother Grid tool to place mother grids on the house rigging points, providing support for bridles.
Create a connected rigging system, building on the tools described in Basic rigging.
Use the Hoist Origin tool to insert reference points for associated hoists.
Use the Bridle tool to insert bridles and dead hangs on house rigging points or structural members.
Use the Insert Connection tool to connect rigging objects using a truss cross or drop.
Verify that the rigging system is solvable (for structural calculations) and safely supported.
Perform system checks on the rigging to identify potential issues.
Calculate the structural forces for all or part of the rigging system (Braceworks required).
After a system check or calculation, view the results in the Calculation overview dialog box. When errors are detected, labels display on the model to indicate the issues. See Displaying and correcting errors for more information.
Rendering
All events:
Use the Set Spotlight Rendering Options command to globally set the lighting and rendering options for all the lights in existing and newly created lighting devices, on all layers of the drawing.
Medium and large events:
You can add backgrounds to the model and apply textures to 3D objects for a realistic or stylized appearance. For testing purposes, use Preview Spotlight as the Renderworks style. The Custom Renderworks mode is recommended for controlling the speed and quality of the final rendering. See Concept: Best rendering practices.
Apply a glow texture to any 3D object to simulate fluorescent or neon lighting, or the glow of a video screen. See Reflectivity shader parameters for more information.
Turn lighting devices into gobo projectors by assigning gobo textures to them.
Create lit fog effects for point lights or spot lights when a Renderworks lit fog background is applied.
Change the color of emitted light for a selected lighting object.
Set the color of a light source in the Light source properties.
Set the color of a lighting device in the Lighting device properties.
Create saved views for rendering.
Use the Renderworks Camera tool to place cameras at desired locations and set the look-to points. Double-click a camera to activate its view. This allows you to quickly detect any sight-line issues. Click Fine Tune Camera View to adjust the camera's height, pan, focal length, and so on. Viewports can be created from camera views.
Documentation
All events:
Select the Create Views command to automatically create two sheet layer views of the room layout: a 2D plan view and a basic 3D rendered view.
Print or export the sheet layers. See Printing and Exporting files for more information.
Medium and large events:
Create the lighting paperwork:
Use the Instrument Summary tool to create a summary graphic of the lighting devices and accessories in the light plot. To create a summary graphic for a selected hanging position, click Insert Position Summary on the Object Info palette. To compare the required totals to current inventory, use the Lighting inventory setup command to enter inventory data.
Use the Generate Paperwork command to create schedules and magic sheets.
Create the power planning paperwork:
Use the Create Cable Report command to create a cable parts worksheet.
Print power calculation data from the Power Overview tab on the Power Planning palette.
Create the rigging paperwork:
Generate schematic views from the rigging geometry and the attached load objects.
Use the Create Hoist Report command to create lists of hoist data and measurements.
Select Create Bridle Assembly Diagrams to quickly generate simple assembly drawings. Create a bridle parts worksheet with the Create Bridle Report command.
When performing structural calculations (Braceworks required), select Create Calculation Report to create a customized PDF report. Select the Export Braceworks Structure command to export the calculation results in SCIA or DSTV format for structural engineers.
Use commands on the View menu to create viewports to print or export, such as the main light plot, detail views, section views, camera views, and hanging cards. Show or hide classes and layers, and add title block borders, dimensions, and notes as needed. Use the Dimension Tape tool to indicate approximate locations of items pending final installation.
Use the Publish command to easily publish selected sheet layers to a printer, or to PDF and image files. You can save the publish settings for reuse.