This is a guest blog article by Chuck Smith of Enliven Production Group.
Whew! You’ve vetted the event design and production company by checking references and sent back the signed proposal (Part 1). What a load off your mind. But now the real work begins, right?
Here is our continuation for the top best practices of event design and production companies we’ve collected that you should consider from accepted proposal to final debrief and plans for next year.
- Upon proposal acceptance, the event production company should lay out the channels of communication with your business. They should ask for contact information for all personnel involved, their roles and authority. This will save them time as they coordinate the endless details of bringing your event to fruition. This will help you think through chains of command, too.
- They will want to know the primary point of contact and decision maker from project start to finish. Of course, you’ll assign key personnel as contacts for specific responsibilities (i.e.: who oversees the mobile event app, or registration desk design). This ensures that everyone is kept in the loop and no one is forgotten for ongoing decisions, or day of event details.
- In return, they should inform you of their own primary contacts including the Account Executive, Director of Production Services or Project Manager, and any other key production players (i.e.: Event App Designer). You should know exactly who to call, email or text with questions, last minute changes or other concerns.
- The production company should clearly define all of your responsibilities for any critical aspect of the design process, such as providing information or content, all the way through defining timelines and deadlines for your presenters. Everyone should know well in advance what’s needed and the deadlines necessary for a successful show. Production companies strive to deliver everything on time, but that’s only achievable when both parties stick to the schedule.
- They should help you promote the event and your brand well in advance, or at the minimum offer guidance and advice to help you inform and excite your attendees. They may suggest ways that are cutting edge, or that you haven’t even thought of, based on their experience with other events in your industry or event size. Remember, the ultimate goal is always to insure maximum attendance, engagement and that your event is successful based on the goals you’ve outlined in the proposal.
- If this is recurring event, the production design should also include plans for the future. The event should not be treated as a single occurrence, but as part of a branding momentum that grows bigger, better and more successful every year. And even if the event isn’t going to happen again or you aren’t certain it will, every event should include a debrief meeting to discuss what worked and what could be improved for next time.
These best practices, taken with Part 1’s pre-proposal tips, should help you smooth the often-turbulent waters of choosing an event design and production company. We hope it’ll be us. But even if it’s not, everyone at Enliven wants your event to succeed. Share with us your thoughts on choosing the best design and production company for your next event.