Event Production FAQS

Complimenting any Event Production delivery is typically a list of various offerings that fall under a “Creative Services” heading. These are as broad as strategy and brand activation concepts that drive the execution of your production or as focused as the actual media on screen during your sessions. A full-service production agency typically provides some level of Creative Services as part of your agreement. These services differ from, and should not be considered to compete with, the “creative team” within your own organization, in fact they are meant to compliment your brand experts with event experts.

The creative services team at a production agency has extensive experience in key strategies that tie to event execution, event activation, and best practices which an internal brand team doesn’t always understand. That said, your internal creative team is an extremely valuable partner in sharing your brand voice with the agency creative services, and should be treated as such in collaborative efforts!

Typically, the event planner is responsible for managing the logistical coordination of internal and external activities prior to your event, which may include finalizing event dates, selecting the venue(s), setting budgets, registration, agendas, coordinating organizational staff during the event, and addressing/resolving attendee concerns before and on site. It may also include oversight of organizational staff/leadership involvement in the event program, hiring speakers, entertainment, and more. In short, event planners create the blueprint for an event and ensure flawless execution of the attendee experience by managing the resources at their disposal.

Event Producer, on the other hand, generally describes the person or team with specialized expertise in designing and delivering the elements of an event that elevates it to a higher benchmark by incorporating strategic space design, technology, and a level of execution that elevates your brand. Rather than focusing on the planning and management, event producers typically focus on the live stage presentation of the event, vendor management, crew coordination and experiential offerings (also referred to as activations or exhibitions). They also specialize in working with an assortment of people including presenters, audio visual crews, and technology vendors. Production teams differ depending on the company’s offerings and the complexity of your event. In house production at venues typically relies on inventory and staff that they already have to provide you with audio-visual equipment and services. External production agencies typically will maintain relationships with vendors or partners which elevate their service offerings for areas such as entertainment, digital or print signage, exhibitions, and more.

In short, the right production partner will be your technical coordinator and can be the catch all for experiential elements which internal teams are typically not equipped to manage.

Like all other companies, Event Production Companies come in many shapes and sizes. Typically they produce various types of live, virtual, or hybrid events. This includes corporate B2B or B2C events, associations and tradeshows, live music festivals and broadcast events to turn their clients’ ideas into a reality.

They also can offer additional services such as Creative Services, Digital/Web/Mobile App Development, Event Video Production, and more!

The most important aspect of any professional relationship is communication. It is key to communicate clearly to your staff, attendees and stakeholders the purpose or reason of the event.

Similarly, it is important to communicate to your event partner what your goals and the goals of your stakeholders are. Why are you hosting this event? Who is your audience? What are you hoping the primary and any secondary takeaways are for your audience? What is the approved budget and what are your expectations of what is included in that budget? 

Communicating the answers to these and other questions clearly and concisely at the onset of the engagement with an event production partner is inevitably the difference between success and struggle.

The reasons and answers to both questions are different for every client, but there are some generalized consistent answers that apply to most.

Oftentimes if you engage your events partner prior to selecting a venue and finalizing your contract. Your partner can help you save on budget and incorporate their expertise and knowledge into your venue contracts. In addition, the company you choose should always help you elevate the experience for your audience and stakeholder(s). They should always make your job easier, not harder. And most importantly they should contribute to the success of your event as a partner, not just be another vendor. If the company you choose isn’t providing you with all of these benefits, then certainly these are the right questions to ask.