When it comes to production, events of all scales require solid preparation and a well thought out plan. Here are some key elements to think about when planning your next event.
The event itself:
Ask yourself and the organisers a few questions at this stage to ensure you are following their vision for the event from the beginning. What’s it about? Who’s it for? What do the organisers envisage when it comes to the production elements? You want to ensure you meet their expectations in style, look and feel and exceed them in execution, quality and performance. You also want the delegates to be at the event they signed up for.
You’ll find the size, shape and existing infrastructure will give you a good starting point in creating the look and feel in the room. It will also help in knowing what gear you will need to source and bring in yourself. Be sure to get familiar with the venue and how the event plans to use the space. Get the information you need about power sources, rigging points, limitations (smoke, weight ratings etc) so you can prepare accordingly.
Think about every detail. Start with the obvious (consoles, projectors etc) and work down to the little things that are usually forgotten (signal adapters, batteries etc). Have detailed drawings and lists. Then make plans on where you can source it all from. If you need equipment from multiple sources, ensure everything is labelled well, to make pack-out and return easier.
Who do you need to get the job done and done well? Be sure you get people who have the relevant skill sets for the job you require, but that are people you can teach as well. Also be sure to provide enough communication during the lead up and throughout the event. What do they need to know from you to prepare and do the job well?
Unless you’ve got all the gear, you’ll have to hire or borrow — which can add costs. Even if you intend to only have small expenses such as consumables, clear up any questions and expectations around budget at the beginning of a project. Let the organisers know estimated costs as soon you are able.
What time frame do you have to make things happen? Before the event, book hire/borrowed gear as soon as you are able to, and allow enough time to produce any content you may need. During the event, be sure to give yourself enough time to be set up and operating before go time. Plan for and run media and sound checks — be sure everything works (or at least know what doesn’t) before it starts.
Looking after yourself and your team:
Some events, especially weekend and week long events require early mornings, late nights and long days in-between. Have fresh fruit, water and snacks available during setup and pack out. Have set times for decent meals and breaks to get some fresh air and see the sun, and to get the sleep you need. Make sure your team are doing the same.
There is so much to prepare for when planning an event. Overall, plan well, plan ahead. If you have any questions when preparing your next event, feel free to make contact with us as we are more than happy to help.