Be Prepared Before Engaging an Event Production Company

Before Organizing an Event

Organizing an event is no easy task, let alone a memorable event that your associate and target market will remember. There are many aspects to be considered and planned accordingly before executing an event. One of the best ways is to look for an event production service company. Although an event production company would solve most of your problems, there are still things to be prepared before engaging an event production company in order for them to serve you better.

 

Here is a list of things that you should prepare before consulting an event production company to make things smooth. Things such as location, number of attendees, plan layout/setting. With these things prepared, an event production company can do their work easily such as planning logistics, allocation of attendees as well as plan layout to avoid crowding in an area. If you are in doubt on where to organize your event or how many attendees to expect, you should consult with your event production company as well on what you have in mind.

 

Location

Location is one of the first things to be confirmed before going into the next one, it is crucial to have a suitable venue for your desired event, such as an annual dinner would usually be in a hotel or convention centre. The location of the venue is also an important factor to consider as the attendees would usually prefer a location nearer to their company or home. By setting the location early, pre-planning of other aspects can be done promptly as well, such as getting the venue/location layout for internal staff to plan the route, attendees parking, and even building canopies or marquee tents to plan ahead for rain or protection from the sun. The event location should be carefully chosen as it would affect many things such as an event in the heart of Kuala Lumpur should have sufficient parking space for the attendees and also the starting time of the event should not be on-peak hours to avoid attendees failing to arrive on time due to traffic.

 

Example of Semi Outdoor Event Location

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Image via venuerific.com

Example of Marquee Tent

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Image via obwiik.com

 

Number of Attendees

The second thing on the checklist is the confirmed or expected number of attendees that will be attending the event. This is an important aspect to be taken into account as well, an event is mostly gatherings of people and when the numbers of people exceed the expected attendance, things could get bad very quickly such as overcrowding the capacity of the event space. This can affect the experience of the attendees and result in a bad experience for all the attendees. If the event is expected to be crowded, the event production company could also opt for a space expansion such as a marquee tent or canopies to deal with this if it happens (depending on the venue chosen). Having confirmed the number of attendees can also benefit to other pre-planning such as ordering for catering service to ensure each attendee can have a splendid experience throughout the entire event.

 

Plan Layout/Setting

Upon setting the location and confirming the number of attendees, the final arrangement would be to allocate the audience seating for a satisfying view throughout the event. This is also necessary as this could affect the audio-visual setup of that event. By doing so, the audio department could plan ahead to ensure the audio is consistent and be heard by each attendee in their seating. The lighting department could also plan ahead on where to place each lighting fixture to achieve the best outcome of the visual representation or to avoid any overlapping with the attendee seating. Pre-allocating the seating could also help to spot any seating that has a “dead angle” in which the view of the attendee is blocked by structure or other objects. This can be solved by placing additional LED screens or televisions around the “dead angle” seating to overcome it.

 

 

Example of an Event Layout Planning

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Verdict
To conclude, confirming things early head-on can benefit both parties as both are working closely together to ensure smooth execution of the event. Although pre-planning is key to a successful event, there will be last-minute changes despite pre-planning as there are too many things to take into consideration, and also the coordination of each vendor and party must be in synchronization. A good event production service company will be able to overcome and even improvise them, to ensure the best possible execution for a successful event.

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