How to Get Live Event Production Right in First Attempt?
In the live event, there are no second chances you have to get things right on the first attempt. The key elements of a live event are the people, plan, team, technology, venue, and audience. Virtual attendees have made it more difficult because now you have to satisfy both indoor and outdoor audience. The use of quality equipment is the key element through which you can add quality to your event to create a great experience for the lifetime.
Studies have proved that the most of the time event producers face problem in Live Event Production due to those things which fall through the crack. Fall through the crack means those tasks which you forget and haven’t assigned to anyone. These tasks can any time make you suffer because it is the rule of event production agency doesn’t matter how much good you have performed if your last show is not good you are not good.
The best event is the one where nothing falls from a crack and the show goes on smoothly. Always stick to the plan never listen to the last-minute changes of your clients. They don’t how much last-minute change can affect the quality of your event but you know that better.
- Plan Your Event:
• Initial Planning:
Have a meeting with your clients and discuss with them all the requirements of a live event. Get them on the same page by convincing them regarding the needs of an event and the budget which is needed to arrange an event. If your plan can provide them with their desired result, it won’t be difficult to get them on board.
Mostly live events take place in the auditorium, conventional rooms, and ballrooms. Visit your venue to plan which kind of equipment will be needed? Which kind of stage is suitable? Is there any extra space for your crew and equipment at backstage? Is it suitable according to the size of your audience?
To keep your crew members on the same page issue schedule and a production plan to avoid any mishap due to miscommunication. Held a meeting before the start of production so that all can ask their concerns. At the end of the day, the minds of the whole team should be clear regarding their plan.
• Budget and Deadlines:
When you have decided on a budget with your client you have to stick with that budget and the deadlines which have set for your event. Most event productions face problem due to the wrong estimation of time needed to arrange an event and the budget overruns due to the wrong estimation of the amount needed on AV equipment, event designing, and stage hire.
• Plan for A Rehearsal:
It is important to plan how much time you have to spend on rehearsals. It is important to have an idea before an event of how performers walk in and walk out of the stage? How speakers are handling Q & A session? Are participants following each other ques? These all questions need to be addressed before the opening of doors of a venue for your audience.
- Location of A Venue:
• Conduct Survey:
Take a thorough visit to a venue at least 8 weeks before an event. Check how many ports are available, what is the height of a ceiling and which kind of sound system will be suitable? Take your camera with you to determine how much lighting is needed for a good quality video and how your venue should be designed to look good in the video?
After visiting a venue, you will have a clear idea that which kind of flooring will be suitable for your stage? How will you set all equipment on the stage?
- Event Production Team:
• Create A Team:
The best way to have a productive team is to surround yourself with people who know your business, trustworthy, and skilful. Good relations with your team play a very vital role in the completion of your project. You need your team to manage tasks on behalf of you if you have to attend any meetings. You have to cover multiple tasks in event production you can’t keep track of all minor activities of each department only your team can take care of it.
Your team is your extra eyes and ears and if they sense any issue, they will resolve it on their own. Whenever any mishap happens with your event having a backup can save your day.
• Have A Clear Idea of Your Roles:
If you have a team, it is better to break it down into different departments to get the work done efficiently. Assign them their roles and make a head of each department who supervise the performance of his team.
• AV And Video Department:
This department is usually located at the backstage of your event. This department consists of a technical director, producer, graphic designers, projectionist, and videoconference producers. It handles all the technicalities of your event and is like a central nervous system of your event. They are responsible for setting equipment for you, signal flow and distribution, connectivity, and manage a lot of cable work.
It seems like a structure of our brain. Like the working of our brain needs to be efficient in a similar way this department needs to perform efficiently for a successful event.
Every aspect of a Live Event Production needs to be cross-checked. Any unnoticed mistake during production will blow up on your face and has a full capacity to ruin all efforts which you have made to make your event successful. So, be careful don’t let anything fall through the crack.
You won’t be able to get any second chance for working on your mistake once the audience has experienced your event the game is over. Ems Events realize that the first attempt is the last in a live event due to which it offers its flawless services. If you keep in mind the above-mentioned details you can easily make your event successful.