Vectorworks in the Spotlight

For Stagelight, a Swiss event design company, Vectorworks Spotlight is the central tool for overcoming the increasingly complex requirements in the event industry. The firm relies on the software from the first sketch to detailed specialist planning to the final execution. With consistent 3D planning, customer-oriented visualizations, and modern exchange formats such as MVR and GDTF, the company relies on efficiency and precision. In the shadow of the spotlight, the company ensures that despite hectic last-minute changes, everything runs smoothly, and the stars can offer their fans an unforgettable experience.

Head of Light Stefan Rüttimann, who has been working at Stagelight for 17 years, described Vectorworks as the ultimate "all-in-one" tool. “From the first draft to the final execution — we do everything in Vectorworks: stage, lighting design, audio conception, rigging, and visualizations." Rüttimann consistently works in 3D and said, "In a 3D model, you can see the problems much faster," like when a pre-rig track causes a collision with a tarpaulin. Such conflicts are difficult to recognize on average, but immediately catch the eye in the 3D model.

An example of this is the Open Air Frauenfeld, which has been completely supervised by Stagelight since 1987, from light and audio to the power supply. The planning begins with the stage construction; Rüttimann then imports and simplifies the detailed 3D models of the stage builders. If a plan is only available in 2D, he quickly builds the stage in 3D.

One of the biggest problems at festivals is constantly changing requirements. While the basic constructions of the stage, the basic setup, or the audio technology remain unchanged throughout the festival, the bands often bring their own lighting planners who want to implement individual shows. "Sometimes this leads to a back and forth," said Rüttimann. "New requirements five days before the concert can lead to changes in stage, lighting, and rigging. And the roof load at festivals often reaches 100 percent. The only thing that helps is very precise, clean planning."

For this flexibility, Stagelight relies on digital planning processes. "In recent days, plans have already been outdated when they come out of the printer. That's why you stand on the construction site and work directly on your tablet or laptop," said Rüttimann. A differentiated layer structure ensures order. "For the Open Air Frauenfeld, we now work at 150 layers. This makes it clear where adjustments are made without jeopardizing the overall plan," he added.

A key aspect of a successful project is the smooth exchange of data between all planning participants — from lighting and sound engineers to structural engineers. For this, the company relies on MVR (My Virtual Rig), developed by Vectorworks, MA Lighting, and Robe Lighting. This exchange format directly supplies consoles or visualization programs with planning data such as spotlight positions or stage layouts. "Compared to the previous data exchange with XML and PDF, this saves an enormous amount of time," explained Rüttimann. "However, there are no well-established standards yet; these are still being created. The question is: Which data belongs in the MVR and which does not? Light consoles do not require information about the stage, but this data is important for visualizations. We are currently clarifying these questions with our planning partners."

Stagelight also uses the visualization functions of Vectorworks intensively. "Realistic 3D representations help us not only with internal planning but also with customer communication," emphasized Rüttimann. Especially for offers and first concept presentations, visualizations are a decisive advantage: "Customers cannot imagine what the event will look like on the basis of a 2D plan. A 3D image immediately gives a clear impression."

Visualizations also play a role in cooperation with external lighting planners. "Sometimes, external planners do not immediately understand the restrictions that a location brings with it, such as the height of the round stage in St. Gallen. A visualization quickly makes such things clear," he said.

Training and further education are very important at Stagelight. "We use Vectorworks University and the many tutorials," said Rüttimann. In addition, he regularly organizes in-house training. "We work in a practice-oriented manner: We take a concrete question as an opportunity to explain the topic to everyone. Especially in the area of 3D planning and MVR data, the employees are continuously trained in such workshops."

A look into the future shows that the event industry is making rapid progress on the path of digitization. Rüttimann sees potential in the integration of geodata into Vectorworks plans: "Instead of a common zero point, we could work with GIS data in the future, which would have enormous advantages, especially on uneven terrain such as the Gurtenfestival," said Rüttimann. The cooperation of all parties involved is also becoming easier with increasing standardization, like how the BIM process makes it possible in architecture.

Another trend is the use of virtual reality (VR). "We can already make events digitally accessible today, but the effort is still high. I imagine that we will soon go through a virtual festival site together with the customer, watch the light show, and implement changes directly in real time.”