Event Production - Who Does What
Special Events Resource Directory
Event Production
Guidelines For Who Does What
Event planners work with clients to determine the purpose and goals of the event, and see to it that expenses fall within a prescribed budget, but they do not usually attend to the detailed production aspects. That’s left to the production pros.
- Planners generally focus on the logistical points—guest list, invitations, transportation, contract with talent/speakers, schedule meetings and seminars, coordinate food and beverage, and perhaps choose the venue.
- Event producers handle the technical aspects, i.e. electrical, lighting, audio/visual, staging, sets, as well as obtain permits and handle labor contracts.
- While event production companies oversee and coordinate the technical aspects of the event, they may contract with outside vendors to provide some services, such as the lighting design, or special-effects, or to rent equipment that they do not have. Some companies have all the producers and designers on staff and have much their own equipment.
- Success depends on everyone working together as a team.
Working With A/V And Lighting Specialists
Audio/visual components of an event can range from securing set-ups for music and voice amplification along with projection and presentation screens to special and elaborate lighting effects. Requirements will be determined by the nature of the event, i.e., whether it is a formal business presentation, a rock concert, or product launch.
- No matter what the occasion, lighting can instantly transform a space and create an ambiance. It can appear to expand or shrink the size of a room, hide surface flaws on walls or enhance skin tones making everyone look glamorous.
- Lighting is often used to direct attention: an audience will automatically focus on highlighted areas or features, whether they are architectural details, floral displays, products or people.
- Lighting is also extremely effective in creating a vibe. Light that pulsates, changes color or sweeps back and forth across a room creates a dynamic display that instantly energizes a crowd or a performance.
- As with all aspects of technical production, lighting and A/V professionals need a lot of up-front information before they swing into action.
- Additionally, they will need to survey the space to know what is in place already and what needs to be brought in. Questions might include the following:
- What kind of lighting is pre-installed (track lighting, chandeliers, etc.)?
- Are there air wall tracks and adequate rigging points?
- Is there a lift available on the premises or if not, can one be brought in?
- Is the power supply adequate?
- What does the venue allow in terms of sound and light levels?
Entertainers +Musicians +Presenters
Setting The Stage For Entertainers, Musicians, And Presenters
- Is the entertainment the main part of the event (i.e. a concert or presentation) or does it function as an enhancement to the occasion (music for dancing after dinner, or celebrity impersonators, face-painters and fortunetellers who circulate among attendees during parties and trade show)?
- The type of entertainment determines what technical aspects are required and what other event and production specialists will be needed to bring it all together.
- If dancing is a part of the program, for instance, questions about a dance floor will arise: is one already in place or does it have to be brought in? What are the dimensions? Will the dance floor be solid or hollow?
Additionally, what are the specific lighting and sound requirements?
- Will there be speakers? Presentations? If so, what are the A/V requirements for those?
- Is a stage necessary? A podium?
- Will the event be recorded? Videotaped? Photographed? Web-cast?
- Is teleconferencing a part of the event? Video-conferencing?
- Are T-1 lines necessary? Satellite hook-ups? The right production pros will help sort out the information and provide the solutions you need to make the event a success.
The Value of Entertainment
- Performers add excitement and fun to an event, and they can actually help stretch a budget. Guests may prefer to have simple food plus the added dimension of a palm reader, caricaturist, magician or musician rather than fancier fare with no entertainment.
- It’s not always necessary to hire a costly big band or group with many players. There are many versatile performers available: instrumentalists who sing, for instance, or small groups with a big sound. There are also very professional DJs and VJs who do much more than just slap in a CD and run. They actually help to orchestrate the party.
- It may be worth your while using a broker. A music broker can help you determine exactly what your entertainment needs are and make sure that they’re filled. Brokers do the leg work of contacting musicians who may be difficult to get hold of, and they specialize in running interference and finding solutions to lastminute problems such as finding a substitute when a performer falls ill at the last minute and is unable to attend your event.
Theme Designers +Floral Design +Lighting
Working With Theme Designers
Theme designers can help you invent a theme or implement your own theme idea. They can create just about anything your imagination can conjure up, from a circus midway to a 1920s black-tie ball.
- or a theme designer to work with you on your event, he or she will need to know your budgetary constraints, as well as the purpose, scope and scale of your event.
- Involve the theme designer early in the planning process, since he or she will work with other event and production professionals in coordinating the entertainment, lighting, sound, setdesign, room decor (from the linens, chairs, and tableware to props and room layout), special effects, audio/visual needs, and other services from interactive video to virtual reality.
- Although theme designers generally do not handle the catering, they can work with the caterer to help tie the theme to the food and beverage program.
- When working with a theme designer, make sure that you understand exactly what details the designer will handle and what needs to be delegated to other professionals.
- Determine who will hire the other event professionals necessary to stage your event. Will it be you or the theme designer? If the designer does the hiring, get the names and contact information for the other team players as well.
- Be absolutely certain you know exactly what is taking place at your event, from the stage settings to special effects and timing of all event-related activities and it falls within the rules set by the venue.
Floral Design and Décor
Floral arrangements help bring an event to life. Whether simple or elaborate, they can immediately transform a space into an inviting event site. Following are tips to help you choose and work with a floral designer.
- Interview a floral designer as you would any professional member of your event-planning team and be clear from the start about what you can afford and what you are trying to achieve.
- Keep in mind that floral designers play a part in conceiving the overall decor and ambience for the event, not just table arrangements.
- Floral arrangements may be used to shape a space: large arrangements, for instance, can function as architectural elements to downscale a room that looks too large for the event or they may be used to divide the space into several sections.
- When using floral table arrangements, make sure diners can see either over or under them to converse with guests at the opposite side of the table.
- Consider scent when selecting flowers, especially when flowers are used to accent tables set for a meal. This is a particular consideration during such events as wine tastings, when floral scent is not desirable.
- When considering cost factors, keep in mind that bigger and more elaborate is not necessarily better. Sometimes simple, tastefully elegant arrangements have the desired impact, especially when they are lit dramatically.
Lighting
Lighting can instantly transform a space, create an ambience, highlight a product, and help make good photography possible. Following are pointers to keep in mind when considering lighting for your event.
- Are there any extraordinary architectural features (or landscape for outdoor events) at the location you’ve chosen which would make a special statement through the use of accent lighting? For a product introduction or corporate event, consider highlighting logos or signage.
- Floral arrangements, reception table and arrangement, bars and buffet tables all stand out with accent lighting.
- During the cocktail hour you can use lighting to create a sense of excitement or a more intimate atmosphere. Overall ambient lighting should soften and flatter. Specific areas to highlight are bars, buffets, arrangements and decor.
- Whether your event is a meeting or dinner in a museum, a tent, or hotel ballroom, proper lighting is necessary to achieve the right ambience and contribute to the event’s success. Many lighting techniques can be used from general washes of soft light to specific highlighting of products and presenters.
- Musicians, decorations, floral arrangements and architecture should all be considered for possible accent lighting.
- Keep lighting in mind too for photo opportunities throughout the event.
- Also note technical aspects such as any specific requirements for service power or service/safety lighting.
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