–Die perfekte Atmosphäre für eine Veranstaltung schaffen
Planning an event requires great attention to detail in order to offer participants an excellent experience: the location, the space, the decoration and layout, the catering, the staff, the event program itself... and, among other things, how the A tmosphere affects comfort.
To ensure attendee comfort, there is one crucial element that event planners may not always think of first: the availability of reliable air conditioning technology. Because HVAC systems provide temperature control and ventilation, they are essential to the success of any indoor event. Finally, you know that indoor air quality (IAQ) factors such as temperature, humidity and odor can affect enjoyment and concentration during an event, especially if the event has attracted a large number of attendees.
In this article , we focus on purpose-built spaces hosting events , lectures, and even exhibitions to understand what factors impact the IAQ at an event, and therefore attendee comfort and guest experience.
Factors affecting the atmosphere of an event
We've already talked about how air conditioning can help improve the atmosphere of an event, whether it's a restaurant, hotel or mall. The ambient temperature of a business premises (the air temperature in a given environment) can vary depending on the weather, number of occupants, heat output from electrical equipment, and other factors.
Now, when entering a venue and adding to the points above, events have their own set of challenges that sometimes make their atmosphere requirements unique. These are:
- fluctuating temperatures. The occupancy of a building affects the efficiency and effectiveness of an HVAC system. Our bodies naturally emit heat, and the more people there are in a room, the more heat builds up inside. During an event there is usually a constant flow of attendees moving from one room to another, meaning that an area with keynote speakers or booths is likely to have a higher ambient temperature than other areas. However, having more than one focus at an event can result in fluctuating ambient temperatures that need to be regulated.
- Stages and large seating areas. Stages tend to draw the most attention, especially when hosting keynote speakers and presentations that draw crowds of varying sizes. In these areas there are moments of focused movement , followed by people sitting down and viewing the programmed content. Comfort must be assured for both the audience and those on stage, with a number of other factors that can affect temperature, which brings us to the next factor to consider.
- Lighting, screens and electrical equipment. When you're on stage as a speaker and the light shines down on you, not only does it take away the thrill of presenting, but your heart is likely to burn too. In conjunction with screens and other electrical devices, the temperature will rise even further, affecting participants on stage and the audience. This is one of the main reasons that event spaces, theaters and concert halls are now using LED lighting, which is not only more energy efficient but also generates much less heat. Of course, the stage isn't the only space where electrical equipment generates heat. Some cabins are equipped with screens, lights and other devices,
- Catering areas and cooking on site. HVAC requirements differ depending on whether the catering for the event is prepared off-site and served on-site, or there is a dedicated cooking area within the venue. Cooking creates fumes, odors and heat that, depending on the location in relation to the participants, must be dissipated quickly. If this is not managed effectively, air quality will become poor and the atmosphere uncomfortable.
- Challenges of closed interiors. Even if there is no cooking at the event, the indoor air must be treated. Although closed spaces are easier and more efficient to cool and heat, they also retain moisture and pollutants such as dust and gases. In venues where natural ventilation is not possible, the accumulation of these substances becomes a problem if left untreated, particularly when CO2 levels become too high, resulting in "stale air". And the more people attend an indoor event, the higher the CO2 concentration, which must be kept at safe levels for comfort and health reasons.
Indoor air quality at events is important
We've addressed the factors that make events unique when it comes to what HVAC systems are required, but why is indoor air quality so important at an event?
Aside from being uncomfortable or causing fatigue, an accumulation of "stale air" can be harmful, causing allergies, headaches and even a sore nose and throat. That's the last thing you want.
Indoor air quality is determined by a combination of factors. The IAQ takes into account, among other things, the CO2 concentration, the air humidity, the temperature and the presence of pollutants such as volatile organic compounds (VOC).
- CO2 concentration. If CO2 levels become too high indoors, it can create a feeling of congestion, which in turn causes drowsiness and difficulty concentrating, and can cause headaches and other respiratory problems. Fortunately, this is easily avoided by airing the room regularly, whether by opening windows and doors or by using special ventilation and air renewal equipment connected to the HVAC system. This dilutes the room air with fresh air and rapidly improves the IAQ of the room.
- Humidity. Humidity also affects our sense of comfort. ASHRAE recommends a maximum relative humidity of 60% with a minimum of 30% to avoid an atmosphere that is too dry, which can irritate skin and respiratory tract. In extreme cases, excessive humidity can not only be perceived as unpleasant, but also lead to mold growth. Of course, high occupancy at events affects relative humidity, so it's beneficial if humidity can be monitored to keep it in the right range. HVAC systems can remove excess moisture from indoor spaces with features such as dry mode found on Hitachi HVAC unitst, help keep the levels low.
- pollutants. VOCs (given off by paint, carpets, cleaning products, etc.), allergens and other pollutants (including cooking fumes) can cause unpleasant odors and even affect our health. At an event, perhaps the biggest contributor to these pollutants are the materials used for the stands, decorations and catering. In addition to ventilation and controlling humidity, air conditioner filters are an effective way to reduce indoor air pollution. PM2.5 filters can capture microscopic particles as small as 2.5μm, and special filters help neutralize bacteria and viruses to make the air safer.
- Temperature. The ideal indoor temperature for commercial spaces depends on the time of year and the type of activity performed by the occupants. To make matters worse, thermal comfort, i.e. the "perfect" temperature that is neither too cold nor too warm, varies from person to person. Occupational Safety and Health Administration (OSHA) guidelines recommend setting the thermostat for an indoor temperature of 20-23.5ºC (68-75ºF) in winter and 23-26ºC (73-79ºF) in summer . The location, time of year and weather, as well as the insulation and architectural features of the building all affect these recommendations, so finding the right setting for your event is important.
You can read about the effects of indoor air quality on our health here.
HVAC is key to a successful event
As we saw above, there are many factors that make event spaces challenging in terms of ambient temperature and comfort. When organizing an event and choosing the space in which to hold it, it is important to ensure that the HVAC system and natural ventilation options are taken into account, especially when large numbers of people, show cooking or long conversations are planned. In this way, the comfort needs of everyone involved are anticipated and the organizer has the certainty that they are inviting people into a healthy and safe environment.
To understand what types of HVAC technology are available in venues to create the perfect event atmosphere, take a look at the range of expert products available in the Hitachi Commercial Air Conditioning portfolio.
by Hitachi
13 Oct 2022
