“event producers are not just planners, but architects of experiences. they have the power to craft moments that stay with attendees for a lifetime.”
event production 101
creating events at a studio can be an exciting and rewarding experience, but some events require careful planning and execution. here are some steps you can follow to create a successful event at our studio:
- determine the purpose of the event: before you start planning, it’s essential to know why you want to hold the event. is it to launch a new product or service, celebrate an achievement, or network with other professionals? understanding the purpose of the event will help you plan the right format, target audience, and budget.
- define the event budget: based on the event purpose, create a budget that includes the cost of the studio rental, equipment rental, catering, marketing, artists and any other expenses.
- consider the size of our studio, location, facilities, and equipment. for most client we have the right equipment to support most events, such as lighting, sound, and video… but its important to list everything needed so nothing is overlooked.
- set a date and time: choose a date and time that works for your target audience and ensures that the everything you require is available.
- plan the event schedule: decide on the duration of the event and create a schedule that includes registration, keynote speakers, presentations, networking, and any other activities. make sure the schedule is well-structured and realistic, with enough time for breaks and networking.
- promote the event: create a marketing plan that includes social media, email, and other digital channels to promote the event to your target audience. use eye-catching graphics and taglines to create interest and excitement.
- manage the event logistics: manage the event logistics such as registration, catering, audio-visual setup, and other requirements. assign roles and responsibilities to team members, and ensure everything is in place before the event.
- evaluate the event: after the event, evaluate its success by gathering feedback from attendees, measuring the event’s impact on your goals, and analyzing the returns on investment. use this feedback to improve future events.
by following these steps, you can create a successful event at our studio that achieves your goals and provides an enjoyable experience for attendees. below are some samples to concepts developed from previous clients to get you started
your look is your brand, and the visual design will set the tone for your guests, but also be backdrop of any content you capture as well as your guests. so to create an aesthetic for your event that’s on point with your brand, here are some steps you can follow:
- define the aesthetic concept: start by defining the aesthetic concept of your event. consider the theme, color palette, and overall style that you want to achieve. this will help guide your decisions when it comes to decor, lighting, and other design elements.
- design for the aesthetic concept you have in mind. consider our studio’s size, layout options, and existing features, such as natural light, exposed brick walls, or high ceilings, that can enhance the aesthetics of your event.
- create a mood board: compile images and visual references that represent your aesthetic concept on a mood board. this will help you communicate your vision to your team and vendors and ensure that everyone is on the same page.
- plan the decor and lighting: based on your aesthetic concept and mood board, plan the decor and lighting for your event. choose decor elements, such as flowers, plants, textiles, and props that fit the aesthetic concept. plan the lighting to create the desired ambiance and highlight the key elements of your event design.
- select the right vendors: choose vendors, such as caterers, photographers, and florists, that align with your aesthetic concept and have experience working in a studio environment. ensure that they understand your vision and are capable of executing it.
- develop a detailed schedule: plan the event schedule in detail, including setup, event flow, and breakdown. consider how the decor and lighting will change throughout the event, and plan for any necessary transitions.
- execute the event: ensure that everything is in place before the event, including decor, lighting, and vendor setup. have a team available to manage the event logistics, troubleshoot any issues, and ensure that the event runs smoothly.
by following these steps, you can create an aesthetic on point with your brand, visually stunning and immersive for your attendees.
the most popular entertainment at our studio can vary depending on the type of event and audience, but some common options include:
- live music: depending on the genre and theme of the event, live music can be a popular choice to provide entertainment for guests. this can include solo musicians, bands, or DJs.
- dance performances: dance crews or individual dancers can provide an exciting and visually stunning performance for guests. the style of dance can vary depending on the theme and audience.
- photo booth: A photo booth can provide a fun and interactive way for guests to take photos and capture memories from the event. Add props or themed backdrops for added fun.
- henna artist: a henna artist to provide temporary henna tattoos for guests, adding a unique and cultural element to the event.
- live art: a live artist to create a custom piece of art during the event, providing guests with an opportunity to observe and interact with the artist.
- burlesque show: a professional burlesque performer or troupe to put on a sultry and provocative show for guests.
- drag/theatre show: high-energy but also can be very artsy & entertaining,
- aerial performances: typically provide a breathtaking and acrobatic performance using aerial silks or hoops.
- dark room experience: a sensory deprivation experience in a dark room where guests can explore their senses and experience total darkness in a unique way.
- body painting: professional body painters to create stunning and eye-catching body art on guests or models, adding an edgy and creative element to the event.
again, the most popular entertainment at studio events can vary depending on the specific event and audience. it’s important to choose entertainment that fits the theme and tone of the event, while also keeping the guests engaged and entertained.
catering can be the most largest expense at an event, so before you start allocating all your budget, let take a look at good process managing food and drink at our studio:
- determine the event budget: before you can plan the catering, you need to know how much you can spend. determine the budget for the event, including the catering, and make sure it is realistic for the number of guests and the type of event.
- consider the event theme: think about the style and theme of the event, and how the catering can complement it.
- determine the guest count: estimate the number of guests you are expecting, as this will dictate the amount of food and drinks needed. make sure to take into account any dietary restrictions or special requests from guests.
- choose a catering company: use our preferred ones, or research catering companies that specialize in the type of cuisine you want to serve and compare prices, menu and serving options,
- plan the bar service: determine whether you will have an open bar, cash bar, or a combination of both, and plan the drink menu accordingly. make sure to have non-alcoholic options available as well.
- coordinate logistics: work with the caterers to coordinate the logistics of the event, including setup, service, and cleanup. determine the location and setup of the catering station, as well as any necessary equipment or rentals.
- conduct a tasting: If possible, schedule a tasting with the catering company to sample the menu and make any necessary adjustments before the event.
- monitor the catering during the event: during the event, check on the catering to ensure everything is running smoothly and guests are satisfied with the food and drink options. make any necessary adjustments or requests as needed.
by following these steps you can ensure your catering matches your budget, ties in with your events theme, and there’s no surprises come you event day.
Once you have confirmed all your event high level details, creating a run sheet will assist in understanding the logistics of achieving that vision and all that’s required to make it happen., think of the runsheet like a timelapse video, as when you speed things up all the detail and complexity reveals itself, allowing you to predict the future and make corrections in the present. below you will find a process you can follow to create run sheet and adapt it your event here:
- identify key details: start by identifying the key details of your event, including the date, time, location, and any specific requirements or restrictions. this information will help you create a detailed run sheet.
- map out the timeline: create a timeline of the event, including each activity or segment that will take place. this will help you to understand how the event will flow and how much time is allocated for each part of the program.
- assign responsibilities: identify who will be responsible for each activity or segment of the event. this will help ensure that everyone is aware of their responsibilities and that nothing falls through the cracks.
- build in contingency plans: create contingency plans for any potential issues or challenges that may arise during the event. this could include backup plans for technical difficulties or weather-related issues.
- rehearse and revise: rehearse the event with your team and make any necessary revisions to the run sheet. this will help ensure that everyone is familiar with their roles and that the event runs smoothly.
- finalize and distribute: once you have finalized the run sheet, distribute it to all relevant parties. this could include your team, vendors, or other stakeholders involved in the event.
by following these steps, you can create a comprehensive run sheet for events that will be created in our studio. this will help you to stay organized, manage responsibilities effectively, and ensure that the event runs smoothly from start to finish.