The event production plan is made up of the pre- and post-production schedule and a detailed event timeline that helps all the parties involved in coordinating the construction, production and dismantling: it is essential to avoid problems, while ensuring the smooth running of the events by keeping suppliers and the client informed.
What is a production plan?
No complex and well-organized event happens by chance. If you have ever been involved in planning an event you will know that the planning phase is essential to ensure that everything runs smoothly.
The production plan is of utmost importance in coordinating all the people and suppliers involved in the event.
It includes the pre-event work plan that coordinates the suppliers for the construction ensuring that laws are followed, the location and traffic restrictions for loading and unloading, the set-up of all the suppliers, from kitchen and catering staff, electricity generators, construction of marquees, construction of stages and equipment etc. are organized in a logical way.
The event production plan also includes a detailed event timeline that outlines the timing of speeches, key moments including video presentations, meals and entertainment.
These documents become essential in coordinating the audio and video crews, lighting designers, catering staff, reception staff, hostesses, speakers, artists and other vendors that will be attending the event.
Both the production plan and event timeline become useful documents for event coordinators, event managers and project managers who are responsible for managing the collaboration between all vendors.
When to Create a Production Plan
Creating a production plan is the responsibility of the agency project manager.
At DHS Event Solution our project managers have the important role of coordinating all the essential components and vendors involved and ensuring that problems are avoided with complete communication, planning and transparency. We work directly with our clients to develop a complete production plan and schedule as soon as the event dates and location are confirmed.
A corporate event should give attendees and guests the impression that everything is running like clockwork – this is achieved by integrating each vendor’s needs, all component deliveries, and the event timeline into a logical, well-planned and executed plan.
The event rundown is shared with vendors and the client so that all parties have a clear outline of what is happening and when – the event rundown serves as a master schedule that specifically outlines what will happen during the event and creates cohesion to ensure everyone is on the same page.
Why do you need an event production plan?
A corporate event often involves customers, executives, distributors or prospects – it’s a time when a company’s brand persona extends to a personal level and is a critical way to use brand assets to increase loyalty and foster brand engagement.
The more complex the event, the more essential it becomes to ensure that suppliers are well coordinated to avoid potential issues that could arise from a misunderstanding, location constraints or space and time constraints – to run efficiently, our experienced project managers know how many hours or days are enough for each supplier so that the plan is realistic and practical.
We take responsibility for planning the entire production, securing buy-in from all suppliers and developing a contingency plan that saves time and money – this critical step is by far one of the most important skills in organising a perfect corporate event and avoiding the risks associated with poor planning.
Event technical production is not a simple sum of factors, it is the result of know-how and skills in transforming a concept into reality and managing each component to make it happen. This is how DHS Event Solution brings our clients’ event concepts to reality.
