Keys to a Successful Event

1. Concept

Before you can even start planning an event, you need to ask one big question: WHY are we having this event? Is the event to raise money or awareness for a particular entity? Is it to motivate people to do something to promote sales or improve operations? Is it to reward the attendees? Is it to recognize the achievements of the attendees? Asking focused questions about why you are doing this enables you to create a design with singular focus on why the event is taking place.

2. Planning and Design

Planning for a successful event involves open communication between the client and the designer. Interactive design flow involving input from the client to clarify specific messaging and response from the various departments (video, lighting, audio, production, sets, décor, entertainment, and rigging) helps to isolate rough spots in the general plan, and to sharpen focus. This type of interactivity pools the knowledge of all of the professionals involved in the event and aids in the implementation of a smooth installation and operations plan.

There are many tools available to aid in the design of an event, and successful designers have the ability to understand how all of the different technologies work together. Three-dimensional drafting allows extensive control of the look, feel, and flow of an event, and time taken in the pre-production phase of the event process can save countless dollars, labor hours, and headaches later in the process. The key in this phase of the process is to pair the design and plan of the event with the overall concept and reason for the event and to fuse them seamlessly.

3. Execution

Execution is really a function of the concept and planning/ design processes. If you have designed the event well and have multiple contingency options, execution becomes little more than implementation of the plan and manipulation of assets designated for the different tasks. Approaching execution in this manner allows the event producer to be fully available and focused on smoothing the inevitable bumps in that occur with complex productions.

All three phases are intricately dependent on the other phases for their success or failures. Your event is only as good as the weakest link in the chain. By narrowing the focus onto these three keys, you can greatly enhance production value and tangible effect of the event. The art of an event is placing all three of these keys into a lock, turning them at the same time, and opening the door onto an experience the your attendees will never forget!

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