Successful event production checklist

There is a long list of abilities that clients usually look for in their event planners. The task of shaping an event requires a higher degree of organization and attention to detail. To enhance results, it's not uncommon to use support tools such as checklists, apps, and form alliances with the right people who can help you exceed the clients’ expectations and take your event to the next level.

What is event production?

Once the idea of an event starts taking shape, the different stages prior to the realization can be subdivided multiple times. It will depend on the size of the event and the way the event planner works. However, the main pillars, no matter how many tasks you end up creating, are three: planning, managing, and production.

• The first of them, as its name suggests, establishes the foundations upon which the event will be built: topic, budget, number of assistants, venue, etc. On the other hand, managing consists of organizing staff and structuring what will become the main event, sometimes doing it on-site. Lastly, production focuses on technological and audio-visual aspects, transforming every event into an experience with its own unique atmosphere. To accomplish that, IBTM Americas has created the following checklist:
• Define goals
  The meetings industry is huge and has a many variable details. Talk to your clients and find the motive behind the event they're planning. This will help you find the right tone for the gathering or celebration. Keep in mind the target audience to incorporate some of their preferences and interests.
  
  
• Create a draft
  Take note of every detail you definitely need to have on the venue and during the event. If necessary, you can also create a draft list with every activity and potential schedule. Doing this will help you make choices about which activities can last longer and which ones won't need as much time or space.
  
  
• Contact your providers
  Sometimes even production professionals discover the most recent innovations before marketing positions them. Besides, talking to someone who knows about the topic from another angle can help you think outside the box. Knowing more about their products and the most recent additions to their catalog will help you find something to make your event even better.
  
  
• Show options
  Once you have gathered enough information from the provider companies, create one or more possibilities of the results for your client, taking into account budget and a mockup of the visual finished results. This will help you find the right path towards the vision they have of their event before you are fully into its organization.

The production of an event is key to enhancing its quality because on-site activities, especially technological ones, tend to generate positive emotions on every attendee. Besides, great production will make the event memorable, allowing the attendees to talk about it hours or even days after they've left the venue.

If you're interested in learning more tips and solutions to empower your event organization, you can't miss the Event Production forum at the Event Design conference during IBTM Americas next September 13th and 14th at Centro Citibanamex. Sign up here and be a part of the best experience of the year especially created for event planners.