Event production is, as the kids say, a whole thing. Gone are the days of setting up a microphone on a stage and calling it good, or shining a giant manual spotlight on a presenter. As technology evolves and the needs and goals of events become more complex and sophisticated, it is more important than ever that event production is a prioritized aspect of planning.
What is Event Production?
It can be hard to understand exactly what event production is, especially when there is also event planning and event management. Consider this analogy. A mom wants to throw her 9 year old a birthday party at a trampoline park. She decides on the party theme, sends out the invitations, orders the cake. She is the event planner. At the party, her husband and her sister hand out the treat bags, make sure each kid gets the type of pizza they want, and announce when it’s time to sing Happy Birthday. They are the event managers. The workers at the trampoline park are the event producers. They are in charge of having the logistics ready to go. They make sure the setup is conducive to the flow of the party, and they work behind the scenes to make sure there are no glitches. They lend their expertise to the party planner and managers so they don’t misstep by, say, letting the kids jump right after eating tons of cake or trying to sing when an announcement is about to be made on the PA system. The mom runs one birthday party a year- they run hundreds. They know birthday parties, and they make them run smoothly so everyone goes home happy.
Unlike trampoline park parties though, most corporate events and nonprofit events don’t come with their own built in event production team. That’s why it is essential for event planners to find a production company that they trust very early in the planning process.
So what does event production look like on a larger, more modern scale? The process can be broken down into four parts.
The event production process
Pre-production
This stage begins as soon as a production company is brought on board. The client and event producer will meet to discuss the vision and goals for the event. Once the producer understands the client’s needs, they can begin creating a comprehensive production plan. Pre-production is also when the client will experience the variety of services the production company offers that might benefit the event apart from audio visual and lighting work, like graphics and creative content, streaming, video production, and even off-site rehearsals for speakers and presenters. The production plan can evolve as the event does, but it remains central to the process.
On site
As the event approaches and the client gains access to the venue, the production team gets to work. An experienced team sets up the equipment and runs through the plan. Rehearsals with presenters are conducted, and tech is checked and double checked so it’s ready to roll and totally dependable. All of this is done in harmony with the other facets of event setup that are occurring. A good production team is never in the way or causing problems for anyone else.
Show day(s)
For the duration of the event, the production team is on full throttle.They are executing the production plan to the smallest detail. They are running sound, lighting, and visual logistics smoothly and efficiently. If the event has a virtual component they are managing streaming and connectivity. Someone is always available for any questions from the event managers, and to handle any last minute needs.
Load out
No one loves to clean up after an event is over, but a production team’s job is not over and the end is just as important as the beginning. They make sure breakdown and cleanup of equipment is done quickly and professionally.