A Brief Overview of the Event Production & Planning Process
Whether you are planning your next annual event or starting to think about a brand new one, partnering with your production company early and often is critical to your success. We’ve put together this guide to help you cross those Ts and dot those Is in the most comprehensive manner. You can download it here.
We’ve also prepared this quick primer to help you stay connected to your high-level messaging before, during, and after your event.
The Planning Stage
Putting on events allows us to communicate a specific message or messages to a larger audience with a little bit—or a lot—of flair. That means it is key to plan something memorable, remarkable, and even evocative, depending on your audience.
First order of business: Open up a dialogue with key stakeholders (and external partners, if you’re utilizing them) about your goals and intentions for the event. Establish the structure of the event, and more importantly, what the lasting impacts of your event will be. What do you want the takeaway to be? How should the audience feel once everything is said and done?
Building the Event
Once you’ve formed a solid vision and created a strong message that ties your event together, it’s time to turn your attention to the technical set up and the actual structure of the event itself. Our guide maps out all the technicalities to guarantee that you move from load-in to load-out flawlessly and with ease. Avoiding the small mistakes always leads to great success and anticipating those hurdles before they happen is just good planning. Plain and simple.
The Live Event
Event planning and production success is highly influenced by the decisions you make leading up to the event. Once your event is underway, “the show must go on” as we say. That means the quality of your pre-planning will put you on the rails to success … or to failure.
Make some choices a little easier for you and your team by reading about the pros and cons that come with hiring a full production company versus using the in-house service ahead of time, and ensuring you have the pieces in place to make the event happen without a hitch.
A schedule that is detailed enough for every event stakeholder and covers movements and changes down to the minute will be vital for the staff who have to execute day-of. As we like to say, if your production schedule is well organized, then your event is well positioned for success, and your well-being is preserved.
Whether you’re speaking to attendees via email, phone conversations, or even social media platforms, you’ll want to be able to reinforce your message, share recordings and key materials, and stay top-of-mind after an event has ended. Be thinking about and producing post-show materials as early in the process as possible to ensure your event’s impact resonates long after your attendees have headed home. Remember, the event may have ended, but your message must live on.
Hopefully, this high-level overview has you thinking about the event production and planning process and gets you thinking about how you can check out our comprehensive Events Production Guide, which covers everything you’ll need to plan and produce an event that your attendees will never forget.