Event execution has following three parts into it. These are:
- Assembly
- Production
- Operations
- Assembly – Assembly of various inputs such as sound equipment, stage, dance floor etc. Most of the assembly work is to be done by vendors or subcontractors. Role of event organiser in assembly job is to coordinate with all of them.
- Production – production refers to creation of something new such as set design and placement. These kinds of jobs may be taken into production.
- Operations – whatever is taking place during the event is the operational part of it. Such as games and gifts, food supply, etc.
Planning the event production involves the overall coordination for the event. A cross functional team is necessary here given that the decision making process can be quite complex and there is a need for an extraordinary amount of researched information. Planning begins with understanding the client profile, the event brief, the target audience and number expected.
The planning function is involved in micro-level event coordination such as discussion with the creative team, facilitating and arranging for the technical specifications, i.e. sound and light, stages and sets. Artistes have to be short listed and stand by artists in tune with the orders of the creative team is one of the most challenging tasks in the planning function. It also involves checking out alternative arrangements for locating the event, the venue, the conditions of the event and gathering information to assist in taking a decision on whether the event would be held indoors or outdoors. The last task is to understand the requirements of licenses, clearances etc and arranging for the same as and when required.
Planning deals with hard practical realities such as logistics i.e., transportation of material, travel, stay etc and the networking viz., media plan, ad designs, banners printing, ticket invites designing and printing . It tries to create a smooth event flow and tries to define and exercise control on the inflow and outflow of money, before, during and after the event. Some of the event planning services that need to be taken care of by the event entertainment agencies in London are listed as follows:
- Travel arrangements
- Audio visual needs
- Catering
- Convention services
- Décor
- Decorations and props
- Entertainment
- Exhibitor needs
- Floor plan
- Food and Beverage
- Ground transportation
- Invitations
- Linen
- Lodging
- Logistics
- Meeting planning
- On-site coordination
- On-site registration
- Photography
- Sanitation facilities
- Security Signage
- Site selection
- Speakers
- Stage décor
- Tables and chairs
- Tenting
- Video production
- Staff
- Bartenders
- Website management
Usually activities vary according to the event being organised. However the above bulleted list can be broken down into pre-event, during the event and post event activities.
