The Audiovisual Production Process: Part One – Building a Knowledge Foundation

So it’s time to plan your event. Whether you’re seasoned in event planning or it’s your first rodeo (editor’s note: if your first event management undertaking is an actual rodeo, please accept our heartfelt sympathies), you’ll need to spend some time building a foundation of knowledge about the event. Why is this so important? Ultimately, events are typically a one-shot deal. There’s a lot of pressure to get it right and you only have one opportunity to get it right.

But what does ‘getting it right’ actually mean?

People and companies put on events for a number of reasons.

  • To sell more
  • To build a brand
  • To research
  • To raise funds
  • To reaffirm relationships
  • To launch a product
  • …and many more

But these reasons are usually the happy result of your event’s ultimate, numero uno goal: To create a connection. Simply put, an event that fails to connect is an event that fails. So the very first order of business is to identify which type of connection your event needs to make. Download our free workbook next time you are event planning for how to make your event a success.

With the connection type identified and agreed-upon by your stakeholders, the next critical step lies in the knowledge transfer among these stakeholders. Get as much information as you can from them. They’re your partners on this journey and can give your valuable insights that set you up for success. A good place to start is the tried and true Who, What, When, Why, Where and How. Write them down and book time with your stakeholders to get their answers. You might come away from these meetings with more questions that need answering and that’s ok. The important thing to remember is that you spend adequate time on this crucial information-gathering step to ensure nothing gets missed and that you’re armed with full information before taking the next steps in bringing your event to life.

Here are some questions to get the ball rolling:

  • Why are we putting on this event?
  • What do we want attendees to know, say, and feel after the event?
  • What do they currently know, say and feel?
  • Do we have a budget for this event?
  • When and where will this event happen?
  • What are the visual and/or emotional themes of this event?

Stay informed and subscribe for our next post in The Event Production series – Part Two: How to set an AV budget.

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