A successful show production depends as much on your flexibility as it does advanced preparation. This is especially true in the age of Coronavirus when so much of our planning has been upended.
In the following article, we’ll be giving you everything you need to know to make your event or show a success.
These will work whether things are going according to plan or you experience one curveball after another. Let’s begin!
Focus on the Client
The first step to successful event production is to know your client’s needs inside-and-out. You wouldn’t go at a live corporate gathering the same way you would a large arena event intended for television or Internet broadcast.
Question the client thoroughly to determine whether you can meet their needs with the resources you have. Some suggestions:
- How many people do you expect to be there?
- Is it a closed gathering or meant for broadcast?
- What do you hope to accomplish with the event?
- Who will be your special guests and what accommodations will need to be made for them? For the expected audience?
You can probably think of dozens more once you put pen-to-paper. Sit down and brainstorm it from every angle.
Give Yourself Enough Lead Time
Any good event production company knows that No. 1 is just the beginning, but it will color how you go about planning the rest of the event. Now it’s time to sit down with your answers to the above questions and create a schedule of everything you’ll need to accomplish up to the big day.
Leave some room to be flexible. This will allow you to divert resources and find other ways to execute the event if you run into cancellations or unforeseen events. Think about switching to virtual event opportunities during the pandemic, for instance.
Get the Logistics Right
Event production companies typically do not have everything they need in stock, so they’ll need to coordinate with other vendors to make sure the venue will have everything it needs on the day.
Obtain a person’s contact information from the vendor you’re dealing with and stay in weekly or daily contact. Use local vendors when you can to sew community goodwill, but make sure they are reputable by asking around and seeking referrals.
Staging should begin as soon as possible ahead of the event. You may not always have the same window of opportunity to get it done, but this is something you can work out with the venue in your agreement. This is especially important for live event production companies to understand as you only get one opportunity to get it right.
Come Prepared on Event Day
Generally, venues will give you the location for the entire day of your event. Use the extra time to your advantage, especially before the event starts.
Show up early. Bring enough help. Work through any finishing touches on staging, sound checks, and audience accommodations before people start showing up.
After the event is over, you usually have a small window of opportunity to break down decorations and vacate the premises. Keep your team well-staffed, especially during this stage of the process. While most venues will work with you to an extent, exceeding your rental time could lead to unforeseen expenses.
Event and Show Production Is a Demanding Profession
Your show production skills will be tested the longer you work in this space. However, following the tips we’ve presented here will help you stay on track and pull off success after success no matter what.
Best of luck as you move forward. If you’re in the music industry and want to make sure your production goes off without a hitch, consider hiring a professional to take care of the work for you. Contact us today to learn more!