The pre-event processes overshadow the during and post event activities in terms of both importance and quantum of work that is required to be done.
1) Creating the production brief
Once the preliminary discussions are over and the concept has been sold to the client, the creative conceptualiser works on the brief. This brief contains a detailed list of input and specific instructions from the client to the event Manager for the event. This brief is discussed in detail with the creative and production teams.
2) Hiring of subcontractors
A project manager who oversees the event production then talks to external agencies such as live music agencies in London, engineers and contractors to understand feasibility of planned concepts.
3) Making the Cash Flow Statement and budget allocations
The project manager then draws up a cash flow statement, a budget statement and arranges budget allocation for the event. A bit of enquiry and information update then facilitates accurate budget forecasts for venue hire, construction of sets, special effects, lighting and sound etc. It is essential that in the absence of rate contracts with other networking elements, the event management company updates itself on current market rates of the aforementioned essential components before committing on any specific creative.
4) Setting contracts and creating deadlines
At this stage, the legalities of drawing up contracts, agreement and finalisation by signing the contracts between the event manager and the client and the event manager and the suppliers becomes a necessity. Contracts with suppliers should contain penalty clauses and deadlines are mutually confirmed by signing relevant agreements. The overall coordinator along with the sales and marketing team should also ensure the completion of overall designs, models of stages, visuals with graphics etc within the prescribed deadlines.
5) Keeping track of creative elements
Working drawings need to be completed and printed for further quotation from suppliers. Special effects are decided and briefs prepared for execution. Keeping the feasibility aspect in mind, the finalisation of the decisions regarding special effects is taken with the main contractors so that there is no communication gap and to ensure exact practical outputs that can be expected. Physical designs such as the sets and stage are also finalised and the contractors can then get to work on them. Acquisition of event production material also takes place. The event coordinator must also keep track of other contractors by workshop visits and the graphic designer regarding illustrations, photographs etc. They must also coordinate with the ad agency on production of advertising promotions, support literature, brochures, posters etc. These are all recurring activities that need to be constantly tracked.
6) Logistics
Logistics is another important area that needs to be given priority attention by the event coordinators. This includes booking of hotels, air, road and rail transportation for the participants and the event managers, arranging transportation of material which most of the time weighs in tonnes and dealing with tax and other government departments. Fire and safety measures need to be double checked.
