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Things to Consider in an Event Production
When there is a planned event, for it to succeed, it is essential to hire the services of a professional event manager to handle the production of the event, whether the kind of attendance of the event is a huge crowd or a small gathering, for as long as the event manager has the experience and expertise to mount a successful event.
To mount a successful a event, it is essential that the event manager and producer of the event must be actively involved in the planning, such that during the deliberations of planning the event, the following factors are covered, such as: logistics, equipment and crew, audio needs, slides and projector, lighting needs, video production, technology and electricity.
A vital point in the planning of an event is logistics and the event manager must put every detail in the checklist of the following: the event set-up, food and beverages, transportation and safety. Example of logistical details in an event are: the event set-up includes the specific room or venue for setting-up, tables, size and quantity, linens, chairs, trash cans, special lighting and/or sound equipment, signage, stage or dance floor, technical needs, curtains, golf carts for transportation; food and beverages cover catering service or food provided by the restaurant where the event will take place or food purchased externally or homemade food; transportation of presenters and important guests, as well as the production crew; safety covers event insurance, activities that pose risks to participants and spectators, collection of money like in a concert or show.
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Since an event is a major undertaking, there’s a good chance that many people will be involved in mounting the event, so it is important that the event manager arranges for a time for everyone concerned to get to know one another, including the tasks that have assigned to each one, and someone assigned by the event manager to have a checklist of the equipment that will be needed for the show.
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There are technical departments that are basically needed in mounting an event production and these are vital factors to the success of the event, that’s why the event manager should assign one leader for each team in the following departments: audio, slides and projector, lighting, video production, and technology devices, and electricity, to be in charge of seeing to it that the specific equipment works and operational and that they are checked and tested before the show begins.
On the day of the event, communication between the event manager and crew is important and needed so instructions are sent clearly to each one concerned; therefore, a communication device must be used, if possible, a system that allows for overlapping of a dialogue, so every detail is checked by the manager.