Do you know what goes on behind an event? Yes, we are talking about all the ins and outs of producing an event. How you get to the event, those final preparations before it becomes what consumers see, and what happens afterwards, when the lights go out.
Any professional knows that preparing for an event is no small matter, which is why having someone who takes every process and detail into account is a fundamental part of event production.
However, there are certain things that anyone, professional or not, should know about: the phases of event production.
Once we have decided on the theme of our event, the objectives we want to achieve and who the attendees will be, we move on to producing the event.
PRODUCING THE EVENT
Now that the first points to consider are clear, it is time to get down to work. We move into the organisation phase: coordinating all the teams, knowing what we need and when it needs to be ready.
We need to identify our requirements and what the event calls for. That is why prior research must be carried out. The venue must be visited to know its dimensions, what kind of set-ups are possible and which types of installation are suitable.
Event production also needs to take into account lighting, catering services if required, the support staff for the event…
All of this needs to be written down in a list and checked regularly to make sure nothing is missing and everything is ready. It is also a good idea to include it in an overall budget to avoid unexpected costs.
Pre-production of an event is almost the most important part of the whole event, because without it there is no event at all. You need to work to a timeline, as the organisation depends on several factors:
-Venue hire.
-The dates
-Booking artists (if any) and their requirements
-Designing the pieces
-Hiring (or buying) furniture
-Suppliers
-Manufacturing all the necessary materials
-Hiring a staffing agency
-Implementation and installation
-Lighting and sound tests
-The necessary permits
These are just some of the checks your list should include.
THE EVENT.
The day of the event has arrived. We cannot simply let things take their course and keep our fingers crossed that it all goes as well as possible. There needs to be someone in charge who makes sure all the installations are where they should be; that staff are trained and know what to do to assist visitors; and that everything is clearly communicated and signposted so attendees know where to go, what the event programme is and where everything is located. It is also important to carry out sound, lighting and screen tests to avoid problems during the live event.
That is why having a person who checks that everything is ready and, if not, reports any issues, is essential during an event.
In addition, the event organisers are an important part of the event itself, so it creates a good impression for them to be present, keeping the situation under control and providing a much-needed sense of security.
POST-EVENT
Once the event is over, there are still things to do. In fact, there are things to undo. All the installations have to go back to the warehouse, and that requires an installation and dismantling team. It is also time to pay everyone involved, prepare the final reports, whether for the client or the agency, the material for social media…
All these details are what tie everything up with a bow and make the difference between an event with good production and organisation and one without.
Now that you know what goes on behind the scenes, you know how vital it is to have someone who can manage your event from pre to post, making sure every phase and loose end is tied up and everything turns out perfectly.
Not having to rely on third parties to deliver your event is an advantage. If you think you need a helping hand with your next event, count on us! After 10 years creating the best experiences, we can help you with your new adventure.