7 Things You Must Know About Event Production
There is more to event production than just planning. It involves the planning, budgeting, managing, and marketing a project. There is much to consider in logistics, not just who and what will be there, but how it will be organized. There are many terms used interchangeably in the event industry, including “event planning,” “event management,” “event coordination,” and “event production.” However, each term involves different personnel with different skill sets.
Event production is the process of coordinating everything from design to food to programming. Event production professionals aim to enhance a live stage presence, delivering attendees a memorable, meaningful experience. They use audiovisual techniques, light technology, and unusual presenters to capture the audience’s attention and hold it.
With an event manager, the event production team seeks to understand clients’ needs, conduct events-related research, and hire the right staff. This includes briefing and supervising the team and monitoring the event to resolve any issues as soon as possible.
7 Things You Need to Know About Event Production
Even the most experienced professionals find event production exceptionally stressful. Putting together a well-thought-out plan can help you avoid a lot of problems. You can make your event more successful and memorable for your guests by taking even the smallest steps to make things more efficient. With this in mind, here are the 7 things you need to know about event production.
Event planning is crucial
Understanding the event stakeholders and their expectations is the right way to begin event production. An event or conference’s purpose should be defined as its first step, which will help determine how much time and money should be allocated to producing it. What is the purpose of this event?
The next step is to determine milestones and deadlines, so everyone knows when the event will occur. You can create a timeline to help you meet deadlines. This is helpful for budgeting, so everyone understands how much money they need and when different milestones need to be reached.
The definition of success at each stage of event planning helps stakeholders better understand expectations and ensures success. Furthermore, it ensures everyone is on the same page!
Ensure you get the venue right
The venue you choose for your event depends on many factors, including the type of event. Usually, the client has an idea of the venue or at least an idea of what they want for their event.
It’s not difficult to get yourself up to speed on venues in your spare time since venue marketing and sales are always eager to showcase their properties to potential clients. Get out there and find those spaces your clients will love.
Bring technical and creative elements together
There’s more to event production than flashy performances and cool tech. It is crucial to combine technical and creative components when planning an event to deliver the right atmosphere and experience. Event production managers must have a strong technical aptitude and the ability to design an experience that aligns with the brand and purpose of the event.
To create stunning visuals, technical skills are needed to plan an event, including lighting and audio. Designing onsite experiences such as interactive booths or branded environments takes creativity.
Plan your budget well
Having a well-prepared budget when planning and managing your event is important. Even the best ideas will fail without them. Ensure that your budget covers all necessary expenses and set aside an extra 5-25% for unexpected expenses.
Below are a few essential expenses you should account for in your budget.
- Venue: You should include rental costs and any permits or insurance you need in this expense.
- Catering: In this cost, servers, bartenders, food, drinks, table settings, and linen are included.
- Entertainment: You can customize this area to attract your guests’ attention. Depending on the event you are planning, you can expect to incur expenses such as musical instruments, speakers, and a DJ.
- Staff: The expense of transportation and accommodation for your staff is often overlooked, but when your event destination is out-of-town, it’s essential to budget for it.
- Marketing: There can also be a cost associated with paying influencers to post sponsored posts on their social media accounts and handing out leaflets throughout the community.
- Miscellaneous: Even seasoned professionals face additional costs when organizing an event. It will save you the embarrassment of being caught unaware if you include them in your budget.
Set the right mood at your event
Event producers need to connect with attendees’ feelings to ensure success. The mood and atmosphere must be right for your event since they can make or break the experience.
Happy moods are contagious – if people enjoy themselves, the whole audience will also be!
With the help of lighting, sound, and performance, professional event production companies will encourage the audience to feel connected to the moment.
It would help if you considered how your audience feels about what’s going on on stage to create a constructive environment for them. When people are bored or uncomfortable, their body language shows it. Make sure your event production team anticipates the audience’s mood and adjusts accordingly to avoid this.
Build realistic mockups and floor plans
Stage mockups and floor plans help event planners and clients visualize their events while they’re putting together design ideas. Planning out the layout of seating, sets, chairs, and tables, including breakout spaces, will help identify potential problems in advance.
A floor plan can serve as a blueprint for event staff and production management, such as lighting designers and audio engineers, who will need to know how each space will be used during the event. It will also help you determine whether each stage space has enough height or width for crucial equipment pieces and give you an idea of what technical requirements you will need.
Measure the success of the event
The process of planning and hosting an event takes a lot of time and effort. Therefore, it’s critical to measure the event success so that you can learn from what worked well and what could be improved.
It is not just the number of attendees that determines the success of an event. The quality of content, the number of people who bought products or services at the event, and even the engagement of each speaker need to be measured.
Planning events that are more data-driven and measurable than ever before is a priority for the best event planners. Multiple metrics can now be tracked, from new leads collected to conversions.
A successful event can be measured in several ways:
- Tracking social media activity and engagement
- Number of registrations and onsite attendees
- Event surveys
- Speaker engagement
- Sales numbers
- Costs for the event
- Sponsor recognition
- Marketing ROI
Organizers must focus on engagement, sales numbers, and costs when managing their events. These areas are key to the success of any event.
An event is successful if it leaves the audience satisfied and with a better understanding of the “brand” than before. To stand out from your competitors, develop a clear vision, well-defined goals, and a successful plan for your event.
In addition, keep in mind that events with both online and in-person audiences will require more time, effort, and resources.
About The Author
Huriya is a writer, marketer, and an in-house content strategist for 10times. She has a bachelor’s degree in Computer Science and 4+ years of experience working in the events industry.
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