Full conference production and event management services are there as a means to help you deliver inspiring and thought provoking conferences and meetings. It is a key service to any key event, large or small. The primary aim of a conference producer is to research and create current, exciting and commercially viable events within a particular industry.
Event production isn’t just about event planning. It’s planning, budgeting and management of a project, and marketing it to your audience. There is a great deal to all of this. It is big business also too. They decide on transportation needs and solve location or travel issues in anticipation for guests as well. There so many aspects these specialists in the industry can be sure to work on also, too.
As a service
Conference Production is a multifaceted, highly exciting and rewarding career path. It is one that allows you to create an event concept from scratch. Also one to curate the content and watch it come to life on the day. Through extensive market research, (desk, phone, and face to face) a Conference Producer will identify key industry trends. This is all in order to create topic ideas that meet the needs of their audiences. They write content-rich and commercially viable conference programs. They will offer networking and knowledge transfer opportunities for paying delegates, sponsors, and speakers.
Preparing pre-event
The first step in the event conference production process is pre-production, which can start a few days or a month before the event. After discussing the client pitch with the team, you can develop the event planning timeline. During the entirety of the production in the event management process, the production team has to evaluate the concept, write the script, create videos and images to support, and build the production schedule. Keep in mind that it’s essential to book a show crew three months before the event.
The production team should coordinate the schedule with technicians and ask about their availability. Another factor to consider when doing an event is budgeting–identifying the amount you have and making some adjustments if necessary. After this, you can plan the event branding and design. List down all the costs associated with equipment and audiovisual services, among others. Discussing presentations and collecting scripts is part of the pre-production stage to come prepared during the event.
Keeping open minded
Be open to changes by asking the right questions. Also by removing the unnecessary elements that cannot contribute to smooth event execution. Another critical aspect of the pre-production stage is the event theme and design. You can focus on simplicity using projection screen, decor, and venue layouts if you are producing small events.
On the contrary, a large show will have a rented backdrop that gives you the freedom to get the dream event look you want–with unique hues, materials, and styles. At this point, coordination and communication with a production company are a must. You have to give your audio, video, and lighting requirements to prepare the AV equipment you need ahead of time. The production team should create a production schedule one month before the event. It needs to align with the arrival of AV vendor trucks, crew call time, rest and meal breaks, and program start times.
Overall
Once everyone is in the staging meeting, all crew leads should discuss the show’s flow one by one. At this time, they can review technical details. They can also come up with AV cues. Also, they can talk about potential issues and ways to solve them. After this, the team should assess their roles and perform a run-through in the venue. This is the time to include all the cues for a given show and check if they work well together. Everything from the beginning to the end can become detailed during this period. This is all with multiple cues being modified or changed completely. After the run-through and cue-to-cue, the production team can set another run-through rehearsal with the client so that everyone can have a clear idea of what to expect.
