Every event producer is fighting the battle of making his event successful. Because they know how important is to make an event productive in an intense event industry environment. To win this battle they need to focus on which factors their win depends on. If any of those factors slipped, they won’t be able to win. The possibility of failure will be costly to them and their client. Making your mark in an event industry is not a cup of tea. There is a greater requirement for increased vigilance and efficiency.
So, as an Event Production London agency, do you want to know how can you win a half battle? The proper planning of the event is the factor that can make you win half part. Therefore, every event producer needs to create a show flow or run of a show. This document involves a list of all the factors that need to be done during an event. This is something different from a published agenda of an event.
The show flow is a document that is more detailed than the published agenda. It depicts what each department and person should be doing at a specific time of the event. You can consider it a master document that explains every backstage aspect.
Process Of Creating Show Flow:
This is an extremely important process so; a few main things are needed to create a show flow. Taking care of everything in advance is a source of peace of mind for event producers. Furthermore, helps in creating a flawless show for the audience.
1. Creation Of A Contact List:
The first and foremost thing to do in show flow is the creation of a contact list. The contact number of all the participants of the Event Production London must be in it. The stakeholders of the event can be speakers, Av company, project managers, and catering companies. The contact list helps you find out where a specific person is if someone fails to show up.
The other important factor is to consider the availability of a backup. Suppose, there is a delay in the arrival of a keynote speaker, who will be his replacement gadget? Although that isn’t the most likely outcome. However, we must be prepared for those scenarios in which the likelihood of occurrence is low. The show flow is a good way to make the best of the worst situation.
2. Flow Of The Event:
The show flow is a method of creating a cohesive flow of the proceedings. Consider, that in a business event, you don’t want a salesperson to discuss the marketing outcomes. Similarly, if a speaker has given a downbeat message, a comedian can’t follow it up. So, you need to be clear that who is going to be first, second, and so on. The most vital question is: who will properly wrap up a flawless event? Are you going to offer breakfast, lunch, or dinner to the stakeholders?
The show flow must have answers to all such questions. This is going the make the flow of the event smooth and impactful.
3. Record Timing Considerations:
It’s essential that you note the timings of the speakers and also share them with them. Because everyone has to follow a time frame they are given for the portion of an event. The audience must never lose interest in your event. So, if any speaker prolongs his speech, this thing can happen. Some events take the help of sound to intimate speakers that it’s time to wrap up. The other tool an Event Production London can use for intimation is a confidence monitor. Only presenters can see this and keep all of them on right track.
By following the time protocol, an event production agency shows its professionalism. The induction of professionalism makes it unique from the other competitor events. This uniqueness is a guarantee that your event will experience success.
4. Note Down Technical Considerations:
The Av equipment should be recorded in the show flow to ensure that all are set before guests arrive. Don’t only write down the name includes its technical aspects too. Also make a flow of the presentation, music, or video that you need to play during an event. The worst thing is that a presenter comes on the stage to discover that Av is not working. Or the slides running on the screen are not relevant to his speech.
You can understand how embarrassing that can be for the presenter. Moreover, it will also disappoint the audience and take your whole good impression down. This is the thing that is not acceptable in any kind of event.
5. Write Down Set Up And Tear Down Considerations:
As a London Event Production, specify the time limit in which you need the proper setup. Also, specify when you need to tear down the whole setup. Don’t forget to include all things that are a part of the setup and tear them down. Consider the following scenarios to gain a better understanding:
- The time of table chairs set up and their broken down.
- What time should be given to the photographer setup?
These are some examples that will let you think about what should be a part of it. You can’t go over the allotted time otherwise, you have to pay more for it. Some venues also charge additional penalties if you forget to comply with their strict time frame.
You get a contract of whichever event, whether it’s small or large, it necessary to make it a priority. A proper show flow acts as the best friend of every event producer. It ensures an event producer that everything is going smoothly without a hitch. If being an event production agency like Av Productions, you are going to arrange an event. Don’t forget to consider the creation of an effective show flow. Because it won’t allow anything to slip away from your hands. This is what every event producer wants to make his event successful.