Event Production: A step by step guide, Study Guides, Projects, Research of Management Fundamentals

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event

production

Program Development: creative design, event strategy, thematic development, event planning &

production, general sessions, awards shows, visual support, speech writing & coaching, videos, original

music & lyrics, casts, comedy & theatrical components, entertainment, motivational speakers, meeting

planning, site selection & venue contacting, event survey and evaluation.

• Staging & Technical: complete staging, design & production, lighting, sound, sets & scenery, audio

visual, video projection, teleprompter, labor, special effects, and technical event producers and

meeting services.

• Entertainment:^ EVI creates and designs integrated programs that utilize celebrity entertainment as a

vehicle for corporate brand building.

• Motion and Print Media: Whether your strategy calls for the design and creation of a marketing video,

a print campaign, a new corporate identity package, or a brand new media product, we have the

expertise to clearly communicate your message.

Event production delivers a refined project management process that smoothly integrates the complex

creative, production, and technical elements of corporate meetings or events. From the event planning,

creative, design, through production and implementation, we provide total project accountability to

our Clients. Browse our portfolio of Projects to learn how we help clients accomplish their corporate

meetings and events objectives. We would like to be your event producers, event production company,

and event management company.

We produce:

• Franchisee Meetings, Corporate & Sales Meetings
• Product Launches
• Grand Openings, Grand Opening Events & Parties
• Training Programs & Conferences
• Event Marketing Programs
• Recognition Events, Incentive Programs & Awards Shows
• Entertainment Galas & Corporate Concerts
• Signature Series Shows ™
• Exhibits, Displays, Exhibitions, Trade Show Presentations
• Rental Sets, Scenery, Scenic Elements and Exhibits

Film Production

Event management > EVENT DESIGN

 Event Conceptualization

 Event Creatives & Art Direction

 Script Writing

 Stage, Set & Exhibition Design and Execution

 3D MAX Sets

 Graphic Design

event management> EVENT LOGISTICS

 Backstage, Stage, Floor Management

 Print Production

 Indian Entertainment Performers Sourcing

 Legal & Technical Arrangements & Negotiation

 Security Planning and Execution

 Event Personnel Recruitment

 Technical Personnel Recruitment

 Transport, Boarding & Lodging Planning Reservations

event management> TECHNICAL services

 Online Web & Video Edit & Recording

 Light, FX, Sound and AV Projection Design & Execution

 Special Effects Laser, Pyro-Techniques, Hydraulics, Pan Projection

event management > GROUND ACTIVATION

 Promotion Management

 Product Road show Design & Execution

 Flyer / Sales Incentive Design & Distribution

 Sampling

 RDBMS & Contact Service for Promotions

 Venue, Vendor and Talent Database

 Institutional Tie-ups [Schools, Colleges, Clubs, Restaurants, Popular Hangouts, Night-clubs]

SPONSORSHIP AND EVENT MARKETING

 Presentation Design

 Sponsorship Sales

 Sponsorship contract design & management

 Online, offline pre-event media, BTL & database marketing

 Ticket & event entry distribution management

PRIVATE PARTIES, FUNCTIONS AND WEDDING PLANNING

 Pre-Event Planning in close association with the family [Planning Module + Timelines]

 Designing [Invites + Stage, Sets & Decor + Floral Decor]

 Production Planning [Stage, Sets, Lights & Sound + SFX Light Show]

 Sourcing & Liaising with Suppliers [Local + Outstation]

 Catering Liaison.

 Hotel Tie-Ups & Liaison. Outstation Guests' Arrival / Departure Detail Charts.

 Airport Co-ordination [Reception + Baggage Transport]. Transport [Airport Transfers + Local

Ground Transport (to & from the venue & hotels)]

 Hospitality & Guest Relations [Hospitality Personnel Sourcing & Training + Hospitality Desks at

Hotel]

 Artist Management [Booking & Liaison]. Entertainment Events - Thematic décor and

performances.

 Final Production & Execution – Ceremonies like the Pallu, Mala, Mameru, Mehendi & Sangeet

Varghoda, Lagna, Reception.

 Post Shaadi / Party - Venue Clean up, Set break down, Supplier Payments, Return Gifts, Thank

you cards.

FILM PRODUCTION

 Scripting and script selection

 Technical Personnel Recruitment

 Location Hunting

 Equipment Hiring

 Casting for lead and character artistes

 Costume designing

 Shoot co-ordination

Production Management

Producing an effective show begins months in advance and includes hundreds of details which require a great deal of negotiation. From selecting qualified sound and lighting contractors that can fulfill artists production requirements at a fair price, to working through the needs vs. wants

Steps Involved in Producing an Event

Step 1: Do event analysis.

Step 2: Prepare an event plan.

Step 3: Exhaustively test market your event plan Discuss your event plan with other people to know there opinions and suggestions.

Step 4: Get organizers, sponsors, partners and clients for your event.

Step 5: Prepare an event calendar. An event calendar is an ordered list of activities which are needed to be executed in order to produce and market the event. These activities are of three types: pre-event, at-event and post-event activities.

Steps involved in preparing an event calendar

Step 1: Create a list of pre-event, at-event and post event activities.

Step 2: Set deadlines for each event activity.

Step 3: Assign event activities to individual team members.

Note: For large scale events, you will have to prepare a separate event calendar for each field of event production.

Various fields of event production:

Event Team Management

Stress Management and Events

Risk Management

Information Management

Procurement Management

Logistic Management

Event Security Management

Infrastructure Management

Technical Management

Program Management

Food and Beverages Management

Attendees Management

Quality Management

Marketing Management

Finance Management

Human Resource Management

General Management

Safety needs

It includes need to be safe from physical and psychological harm. It also includes job security and financial security.

As an event manger you have to ensure safety of your team especially women. A person can’t give his best in an unsafe environment.

To protect your team from psychological harm, make sure there are no internal conflicts (like ego clashes, altercations, conflict of interest etc) among team members. If there are conflicts, then resolve them judiciously.

Providing job security to your team is also very important. At no point any team member should feel that his job is under threat either by your actions or by someone else actions.

Take care of your team beyond the work place. If any team member is facing a financial problem, then help him as much as you can.

Social needs

It is the need to feel a sense of belonging and acceptance. Need to love and be loved by friends, intimate partner, family and social groups like your team.

To fulfill this need, there must be cordial relationship between you and the team and among the team members. A team member will not perform his best if he has considerable family problems. Try whatever you can to reduce his family problems. If you can’t do much at least accept his problems and empathize with him. Try to reduce his stress by giving him a day off or engaging him in the sport he likes the most. Ask you team members to be as supportive to him as possible. All this will help.

People who have strong social needs should not be placed in a job where they have minimum interaction with people. They are the best for marketing or PR type jobs.

Esteem needs

It is the need to get respect, recognition, fame and status.

Some people have stronger esteem needs than the other. You will have to identify those team members who have strong esteem needs and then find ways to fulfill those needs. For e.g. if a person is working very hard to get recognition among the team members and you are not giving him the recognition he deserves (by openly praising him or giving him promotion) then sooner or later his motivation level will go down and he will not give optimum results or worst will not perform and quit.

Cognitive needs

It is the need to understand, learn, discover and explore.

People who have strong cognitive needs should not be placed in a job which is monotonous and which doesn’t offer any possibility of intellectual growth. Frankly speaking, people with strong cognitive needs are not suitable for event management jobs.

Self Actualization need

It is the need to be the best. It is the need to become everything, one is capable of becoming.

Very few people have such type of need. If you have some one in you team with this need, then you have both advantage and disadvantage. The advantage is that you can always expect optimum results from him. The disadvantage is that he will tirelessly seek for the position of leadership and if he didn’t get it, then he will leave you soon and may even become your competitor.

Causes for Stress

There can be ‘N’ number of causes for stress like:

1. Major change in life situation: marriage, divorce, unexpected pregnancy, child birth, new job, getting fired, retirement, accident, death of a dear one, facing jail term etc

2. Work related stress: job dissatisfaction, role conflict, role ambiguity, office politics, interpersonal conflicts, insufficient pay, work overload, racial/sexual discrimination or harrasement etc.

3. Environment related stress: poor physical condition of the workplace, pollution, noise, too much cold or too much heat, unsafe neighbourhood etc.

4. Other Stressors: personal problems (like perfectionism, low self esteem, pessimism, unrealistic goals etc), family problems, financial problems, lack of support from family and friends etc.

Strategies for Coping Stress

As an event manager you can do following things to reduce stress:

1. Set realistic goals for yourself and for your team.

2. Avoid all those people and situations which cause stress

3. If a person is experiencing job dissatisfaction, then determine his needs (social needs, esteem needs etc) and satisfy them through various financial and non-financial incentives available for need satisfaction. Design job for a person in such a way, that it is able to utilize his skills and abilities and at the same time satisfy his needs.

4. Role conflict (like taking care of guests and handling technicians both at the same time) and role ambiguity (what one is expected to do) both cause severe stress to a team member. So as an event manager it is your responsibility to design a job for a person in such a way that he faces minimal role conflict and has no role ambiguity.

5. Discourage politics and favoritism at the work place.

6. Resolve interpersonal conflicts quickly and judiciously.

7. Prepare a policy handbook that prevents and address all type of harassments (emotional, physical and sexual) and discriminations. The handbook should clearly state, that the consequences of not abiding by the policy handbook will be severe. Distribute the copies of the hand book to all the team members and ask them to go through it completely.

8. Make sure that all the physiological needs (need to have food, water, warmth, shelter and other things necessary for smooth working) of your team are met from time to time during the event.

9. Protect your team from psychological harm by making sure there are no internal conflicts (like ego clashes, altercations, conflict of interest etc) among team members. If there are conflicts, then resolve them judiciously. Providing job security to your team is also very important. At no point any team member should feel that his job is under threat either by your actions or by someone else actions. Take care of your team beyond the work place. If any team member is facing a financial problem, then help him as much as you can.

10. A team member will not perform his best if he has considerable family problems. Try whatever you can to reduce his family problems. If you can’t do much at least accept his problems and empathize with him. Try to reduce his stress by giving him a day off or engaging him in the sport he likes the most. Ask you team members to be as supportive to him as possible. All this will help.

11. Majority of stress in an event is due to poor time management. It is hard to remain calm and focused when things are not going the way they should and you are running behind schedule. Plan ahead and plan each and every activity in great details. That’s the only solution.

For e.g. cargo theft is associated with logistic management. Similarly, data loss is associated with information management.

Step 3: Determine the possibility of occurrence of the risk and the severity of the consequences if the risk does happen. For e.g.

Elements Risk Possibility Severity

Information Management

Loss of data Low Very high

Data theft High High

Data Corruption Very high Very high

Security Management Brawl Low Low

Step 4: Risk Prioritization Risks with high severity of the consequences should be handled first.

Step 5: Formulate, prepare and implement strategies to manage risks.

Some common strategies used for risk management are:

*Risk Avoidance Avoid those elements and activities which could carry a risk.

*Risk Retention Accept some or all the consequences associated with a particular risk.

*Risk Transfer Transfer the risk to a third party. For e.g. transferring the event security responsibility to a security agency.

*Risk Reduction Reduce the risk associated with a particular element or activity by developing an effective contingency action plan.

Step 6: Monitor the risks periodically so that the strategies used to manage the risks can be updated or reviewed.

Information Management in Events

Information Management includes acquiring information from various sources and then organizing, retrieving and maintaining that information.

For small size events, you can do information management all by yourself. However for big and very big events you will need an information manager. This information manager may have several assistants depending upon the size of the event.

An information manager is responsible for maintaining database of service providers (like decorators, technicians, DJ, anchor, florist, artists, ushers etc), guests, sponsors, partners, organizers, delegates, speakers, media people, clients and target audience.

The information which is usually managed is the contact details and all the business operations and monetary transactions carried out pre-event, at-event and post event. For e.g. when you hired a particular DJ, how much he asked for his service, how much advance you paid, what were the terms and condition on which there was mutual agreement and things like this.

An information manager is responsible for documenting all such activities. In case of meetings and conferences, he is the one who records the proceedings. He also formulates, prepares and implements the risk management plan i.e. risks related to information management like loss of data due to data theft or hard disk crash.

There are many event management software programmes available on the market which can help with information management.

Security Management in Events

If you are organizing event at a place where power failure is common, then you should have adequate power backup.

In case of a power failure, switch on the emergency lights and then turned on the generators. If you have UPS (uninterrupted power supply) system, then it is the best. If you cant arrange such types of power backups, then at least you should have torch or candles.

Create a separate emergency plan to handle crowd and guests in case of a power failure.

3. Equipment Failure

Use equipments of only reputed brands so that the possibility of their failure is least.

Hire only those light and sound technicians who know how to fix up their equipments in case of any problem and who carry backup equipments also.

Create a separate emergency plan to manage programs and performers in case of a power failure.

4. Medical Emergency

A paramedical team along with ambulance must be present at the event venue. If this is out of budget, then at least a doctor with first aid box must be present.

Your whole event team must be well trained in giving first aid like check for breathing, CPR, controlling bleeding, effecting a prompt rescue.

If possible try to know the medical history of your guests in advance and then prepare your medical emergency plan accordingly. For e.g. if a guest is allergic to grass and weed pollens, then you should make sure that he doesn't sit near grass.

5. Brawl/Stampede
6. Bad Weather
7. Last Minute Turn Down

8. Sponsorship Withdrawal