Successful Event Production requires effective and organized planning throughout the five stages of production, including pre-production, production, post-production, evaluation, and follow-up. By following these 5 steps and taking the time to perfect every detail, you can ensure that your event runs smoothly and is a success!
Pre-Production: Preparation and Research
During the pre-production stage, research and preparation are key. This is when you want to decide on a theme, choose a suitable location or venue, identify the resources needed for the event, determine the budget, and create an overall production plan.
This step is often overlooked, but it’s important to consider each item as you go through the planning process. Not taking the time to prepare can lead to unexpected costs or unforeseen difficulties that may arise as your event gets underway. To do this, you can follow this checklist:
- First of all, you have to define the objectives of the event. Before you start doing any type of research, you must be very clear about the purposes and objectives of the event. This will help you stay focused and determine what kind of information and resources you need to collect.
- Research your Target Audience. It is important to understand the demographics and interests of the event’s target audience
- Research other similar events that have been done before, and identify what worked well and rule out what didn’t.
- Select a location or venue considering the geographical area, its amenities and accessibility.
- If you’re going to need a public space or building, ask for all the permits needed at the designated public institution.
- Develop a budget by estimating the costs of the event, and identifying potential funding points.
- Plan the event schedule and schedule the start and end of the event, and the different events throughout the duration of the event.
It’s important to note that many factors, such as the size and type of location of your event, can change the different phases of event preparation, which means that you will have to add or remove some of these steps depending on the needs.
Production: Suppliers, Supplies and Logistics
The next step in the event production process is to gather all the elements of your event. This is the stage where suppliers and supplies are sought, talent is hired, logistics is coordinated, audiovisual equipment and stage are set up, etc.
Establishing relationships with key suppliers and in advance can help ensure quality products (catering, flowers, furniture, …) and services (waiters, entertainment, photographers, …), as well as having a plan B ready, in case any inconvenience arises during the production of the event.
Negotiating prices beforehand also helps keep costs in check while still getting everything you need to make your event a success. During this phase, you must have under control:
- Confirm all the logistics, including transportation, parking, rented equipment, and that everything will be set up and ready for the day of the event.
- Coordinate with vendors, such as caterers, florists, waiters, and photographers, to make sure everyone understands their job and responsibilities at the event.
- He rehearses the program with the spokespersons, artists, and other participants to ensure that everything runs smoothly.
- Prepare and decorate the venue, including the stage, audiovisual equipment, lights, and signage.
- Do audio and sound tests to ensure that all the equipment of microphones, projectors, screens, etc. work the day of the event.
- Create a detailed schedule for the day of the event, including preparation, rehearsals, and breakdown, to ensure everything is on time.
- Create a communication plan for partners, investors, participants, suppliers and employees during the event.
- Develop a plan to prevent and control possible eventualities that may occur during the event, including emergency situations and procedures, and the contact of key personnel.
- Assign roles and responsibilities to employees and volunteers, and other types of participants, to ensure that everyone knows what is expected of them during the event.
- Create a list of all the tasks that need to be done before, during and after the event.
It’s important to remember that the production stage requires a lot of attention to detail, and that the final preparation of the event can be very demanding. That is why planning, coordination and flexibility are the key to ensuring the success of your event.
Promote the Event: Reach your Target Audience
Now that the event has been planned, it’s time to spread the word! Promotion is essential, and helps ensure that your target audience knows about your event in order for it to be successful. That is why we encourage you to take into consideration the following promotional processes that you can use for your event:
- Use Social Networks by creating profiles on the platforms where your potential attendees are present.
- Create a website dedicated to your event, which can be used as a hub for all event information, including details about the event, hours, and registration information.
- Use Email Marketing to reach your audience and promote the event. You can send newsletters, invitations or updates about it.
- Use Influencers from the sector to help you promote the event among their followers and thus reach a larger audience.
- Use traditional marketing methods like print ads, posters, and catalogs to promote your event.
- Offer incentives to potential attendees, such as discounts for those who register in advance.
- When you create the web and all the online content, always keep in mind SEO techniques, so that you appear in search engines like Google.
- Create a referral program to encourage attendees to bring someone with them.
- Use offline methods to promote your event, such as networking events, or Public Relations.
Live at the event: It's Showtime!
Now that the event is happening, it’s time to savor and enjoy your hard work! This is your chance to celebrate all the successes achieved throughout the production process, from pre-sale to post-event follow-up.
The live experience provides an opportunity to connect more intimately with guests and create an unforgettable experience. Engaging with attendees through fun activities and special features can help make a lasting impression on guests. During the event:
- Make sure that the venue is prepared according to plan, and that all the equipment works correctly.
- Coordinate with all suppliers such as caterers, waiters, florists, artists,… to make sure that everyone understands their responsibilities and that everything is synchronized according to your schedule.
- Greet guests and make sure they are on the guest list, and direct them to their designated area.
- Manage the event schedule and maintain punctuality for spokespersons, performers, and other program elements.
- Keep an eye on audiovisual equipment, including microphones, projectors, and screens, to ensure everything is working smoothly.
- Stay ready and prepared for anything that may happen, including technical difficulties or schedule changes.
- Be available to all your team and suppliers to guide them and give them the necessary support to carry out their work successfully.
- Take notes on the details of the event, what went wrong, and everything that went right, and document the entire process with photos and videos.
- You have to be ready to adapt to any type of unforeseen change that may arise; keep calm and find solutions.
- At the end of the event, coordinate with your entire team the removal of the entire team, that the space in the venue is left as it was originally found, and thank the attendees and suppliers.
It’s important to note that as an event production manager, or event organizer, you need to be organized, proactive, and have good problem-solving skills to ensure that everything works as it should, and guarantee the success of the event.
Closing, Follow-up and Reflection after the event
After the excitement of the event has died down, it’s time to reflect and analyze what worked and what could be improved. This can range from collecting guest feedback on Social Media, media posts (if they were invited to the event), examining ticketing data, or reviewing budgets.
- Have a meeting with your team to review the event, discuss what worked, what didn’t, and identify areas for improvement.
- Send thank you notes to all attendees, workers, volunteers and vendors, for their support and participation in the event.
- If possible, collect feedback from attendees, vendors and find out what worked for them and what didn’t. This will help you plan future events.
- Compile all event information, including number of attendees, financial data, and other metrics that can help assess success (or failure) of the event.
- Follow up on details that came up during the event that remained unresolved.
- File all the documents related to the event, including contracts, invoices,… and organize them.
- Evaluate the budget to assess the cost of the event and if you were able to stay within the budget in advance.
- Stay in touch with attendees and vendors after the event so you can inform them of future events and ask for feedback.
- Archive all the photos, videos and audios to have them as a reference for future events.
- Monitor the media to see if there are mentions or publications that echo the event.
- Rest and take some time to reflect on the event, since it is also important to assess the success of it, and how to improve the next event.
All of this information is invaluable for next time so you can create an even better experience for your guests. It is important to note that the tasks you need to complete after the event closes will depend specifically on the type of event you have organized, so you should adjust your task list accordingly.
If on the other hand, you prefer that an event organization and production agency with years of experience take care of your event to guarantee success, contact us and ask us for a quote no strings attached.