As a corporate event planner in New York, you face challenges every day. Each event is unique and requires focus on meeting your objectives while dealing with a myriad of details. Building an effective team is necessary in order to execute successful corporate event production in NYC. Working with a full-service technical event production company to handle the technical aspects of your production is a smart business decision.
When choosing a technical event production company, it’s important to be aware of corporate event best practices. If your potential corporate technical event production company has been in business for any length of time, they will have evolved a system by streamlining the technical aspects of your production. These aspects planned before your event that will help you to maximize your time on the day of the event and allow you to focus on other last minute minute details included in your special event.
Corporate Event Production In NYC
New York is a challenging market. Producing a successful corporate event requires a team of skilled professional who all use best practices to get the job done efficiently, safely and within a strict timeframe and budget. Let’s examine five of the best practices to look for when interviewing and hiring a technical event production company to handle your next corporate event production in NYC.
1. Communication is Key
Your event requires a team of dedicated professionals, each with their own area of expertise and delegated responsibilities. When working with a team, communication among all team members is critical for success. Your technical event production company should have a natural communication structure across disciplines. In other words, your designers, technicians and engineers should all work together flawlessly. They should be able to provide you with a project manager who will act as a point person and liaison between your team, and their team. They will understand, from the beginning, your creative vision and overall plan and will work tirelessly to achieve your event goals. Your project manager will effectively communicate them to every member of their team to make sure everyone shares the same vision and stays on the same page throughout the planning, build and operation of your event.
2. They Will Plan The Technical Production of Your Event To The Last Detail, And Allow For Contingencies
A successful corporate event relies equally on proper planning and flawless execution. A great technical event production company will plan all of the technical aspects of your production down to load-in times and logistics for your venue. They will plan, map and program the necessary equipment, visit the venue, address staffing issues and obtain any permits or licenses necessary. While planning the technical needs of your event, they will always keep the safety of your team, guests and performers as a primary concern. In the event you have a large build, they may suggest you work with an engineer to make sure your space is compliant with local regulations, appropriate for the venue and safe for everyone.
Your technical event production company should address specific tasks from pre-event planning, tear down and load out. These details should be provided in a written schedule with specific dates, times and persons responsible for completing them. Since every corporate event presents unique challenges, they should also prepare a full range of contingency plans in the event an unforeseen issue arises. Whether it’s a weather related change of venue or a late arriving performer, they should be ready.
3. Triple Check EVERYTHING!
Planning a corporate event requires a tremendous amount of equipment and technical knowledge. From sound, lights and video to staging, rigging and special effects, your technical event production company understands that it all needs to function seamlessly and properly. Equipment will be tested and prepped before it’s loaded onto the truck. Trucks containing gear should be properly loaded (first in, last out) to ensure a smooth load-in at the venue. Performing an onsite visit to make sure your corporate technical event production company knows the location of power sources, emergency exits and all other venue logistics like parking and load-in locations is a must. In short, they should triple check every aspect of their involvement ensuring a flawless execution on event day.
4. Cost Predictability
While plans sometimes change mid-stream, a good technical event production company will lay out your costs before you sign a contract. Unless you make special requests late in the process, you will have a solid budget in place when you engage the firm.
Of course there are always unforeseen issues that may arise during any corporate event production in NYC. A professional technical event production company will clearly outline any additional costs for overtime, additional equipment or other fees (such as licensing or permits) and will notify you if they become applicable.
5. Knowledge, Experience, Expertise
Part of professional service is updated knowledge. Technology is constantly changing and as a result new lighting, sound and video equipment is being released all the time. A major part of corporate event production in NYC is keeping up on the latest technological offerings. Having an understanding of the capabilities of the newest state of the art technologies and knowing how to creatively apply them is a must.
If they’ve been around long enough, your technical event production company will have the experience producing hundreds of corporate events throughout the market. This experience will have led them to systematize their operation to take advantage of best practices for setup, load-in and running all of the technical aspects of your event.
Working with an established full-service technical event production company for your next corporate event will allow you to rest assured the relative needs are taken care of.
Working with a professional company is also a prudent business decision that will save you time and money, while adding an element of predictability to the process. They will handle all of the technical aspects of your corporate event production in NYC including help designing the event to achieve your creative vision, staffing the event and providing and operating all of the latest state of the art technology.
By utilizing corporate event best practices they will work hard to achieve your creative vision, meet your event goals and delight your audience with a magical experience that will leave them talking about it long after it’s over.