Event production has many moving parts, which are crucial to successful events. The pre-production stages are essential for setting up a memorable experience for your live event.
What is Event Production?
Event production is the management of all logistical elements of an event before, during, and post-event. In other words, event production companies are responsible for transforming their client's needs into a real experience, including selecting venues, coordinating AV, labor, and all other aspects of production management.
Pre-Production Stages
The Client/Event
The event manager and team will meet with their client in order to understand the visions and goals for the upcoming event. This timeframe can vary - weeks or months – depending on what may be needed to create the event and to allow for the appropriate amount of time during the conception phase. The needs of the client will determine most of the pre-production stages. Creating a Timeline
Once a vision has been established, the next step for event production would be to create a timeline. This includes an abundance of timelines. Not only is there a deadline for the event itself, but there are deadlines and restrictions for all of the moving parts that go into it, such as but not limited to:
the venue, lighting, audio & video equipment, labor to run the event, catering, guests, social media marketing/general marketing, security, and any other facilities to coordinate
It is important to note that it often takes a general timeframe of up to three months to book a crew for large events. Budgeting
Budgeting is another important job of the event production company. The client will discuss the budget with the event production company, which will then detail all expenses associated with the event and provide them to the client. Event managers may also make adjustments/updates/change orders as needed to event budgets.
Planning
Themes
Event production companies will also help clients develop and execute a theme for their live events. Bringing a client’s concept or vision to light takes a talented, experienced team of event professionals.
Show Flows or Timelines
Creating show flows is another important role of event production. Live events frequently include speakers, scripts, presentations, videos, and other visual aids to be effective in delivering a message to its guests. Establishing and reviewing all of these aspects ahead of time is important for event producers to ensure the show team is prepared to create and run a live event. Additionally, it is vital to make sure event stage AV (such as lighting and audio) supports the speaker or performer’s needs to the audience.
Creating a Production Schedule
Equally important for event production companies is to create a comprehensive schedule before the event. This schedule contains all production and essential event aspects, such as the arrival time for vendors, lighting schedules, catering arrival, when the event begins, meal times, event crew breaks, and strike timeframes. This schedule contains the "nitty-gritty" parts of live event production.
In the weeks and months pre-dating your live event, event production companies are working diligently and effectively to ensure everything goes according to the plan created by them in conjunction with their client. Event producers take care of everything down to the last details, including guest arrivals, departures, and VIP needs. Reputable event production companies work closely with their clients and all involved parties who contribute to the production to create a memorable and impactful experience.