Category: Uncategorized

Behind the Scenes: Live Event Production Strategies Revealed

The recent events at Burning Man 2023 have served as a stark reminder that even with the best intentions and thorough planning, nature can still throw curveballs at event organizers. The devastation that ensued following an unexpected rainstorm in Nevada left tens of thousands stranded and at least one casualty, signaling an alarm for event planners everywhere.

News stories like the ones emerging from Black Rock City the temporary venue built annually for Burning Man showcase why event planning can be considered one of the most stressful professions. Ensuring safety, managing logistics, and handling unexpected challenges are par for the course, especially when dealing with large-scale events.

LESSONS FROM BURNING MAN 2023

The sheer unpredictability of the weather is no longer something event planners can afford to sideline. As Jake Perez pointed out in his article on LinkedIn News, this year’s adverse weather conditions at Burning Man has reignited discussions among professionals about the critical importance of contingency planning, especially for outdoor events.

We as event professionals need to draw valuable lessons from this calamity to ensure a safer future for all attendees. Here are some suggestions to help keep your attendees safe and your event production running even during adverse weather:

1. Revisit Your Emergency Plans Regularly: The climate crisis is real, and patterns are changing faster than most contingency plans can keep up with. A plan that might have worked two years ago could be rendered obsolete today. It’s crucial to review and update emergency plans regularly. Investing in training that focuses on severe weather management for outdoor events could also be invaluable.
2. Educate and Communicate with Attendees: A knowledgeable crowd is a safe crowd. Clearly communicate potential risks and emergency protocols before and during the event. Use multiple communication channels, including social media, email, and onsite announcements.
3. Engage Experts: Weather is unpredictable, but with a professional meteorologist on board, you can make better-informed decisions and possibly foresee problematic weather patterns in advance. This investment can make a difference in attendee safety and can help in creating a more weather-proof contingency plan.
4. Resource Allocation: Ensure you have extra resources on hand, like water, food, shelter, and first aid. In the case of extreme events like Burning Man 2023, these resources can be the difference between life and death.
5. Stress Test Your Plans: It’s one thing to have a plan, but another to know it works. Conduct regular drills and simulations to ensure that everyone involved, from security personnel to event staff, knows their roles during an emergency.

The jarring images and stories from Burning Man serve as a grim reminder of the challenges outdoor events face in our current climate reality. The fact that jokes were made about the ordeal, drawing comparisons to the infamous Fyre Festival, underscores the importance of taking these challenges seriously. For event professionals, the safety of attendees should always be paramount.

As we move forward, let’s use the lessons from Burning Man 2023 as a catalyst for change. Embracing the principles of contingency planning, communication, and continual learning will ensure a brighter and safer future for all events, regardless of their scale or location.

Decibel Events: Top Event Planning Company in DC

The recent events at Burning Man 2023 have served as a stark reminder that even with the best intentions and thorough planning, nature can still throw curveballs at event organizers. The devastation that ensued following an unexpected rainstorm in Nevada left tens of thousands stranded and at least one casualty, signaling an alarm for event planners everywhere.

News stories like the ones emerging from Black Rock City the temporary venue built annually for Burning Man showcase why event planning can be considered one of the most stressful professions. Ensuring safety, managing logistics, and handling unexpected challenges are par for the course, especially when dealing with large-scale events.

LESSONS FROM BURNING MAN 2023

The sheer unpredictability of the weather is no longer something event planners can afford to sideline. As Jake Perez pointed out in his article on LinkedIn News, this year’s adverse weather conditions at Burning Man has reignited discussions among professionals about the critical importance of contingency planning, especially for outdoor events.

We as event professionals need to draw valuable lessons from this calamity to ensure a safer future for all attendees. Here are some suggestions to help keep your attendees safe and your event production running even during adverse weather:

1. Revisit Your Emergency Plans Regularly: The climate crisis is real, and patterns are changing faster than most contingency plans can keep up with. A plan that might have worked two years ago could be rendered obsolete today. It’s crucial to review and update emergency plans regularly. Investing in training that focuses on severe weather management for outdoor events could also be invaluable.
2. Educate and Communicate with Attendees: A knowledgeable crowd is a safe crowd. Clearly communicate potential risks and emergency protocols before and during the event. Use multiple communication channels, including social media, email, and onsite announcements.
3. Engage Experts: Weather is unpredictable, but with a professional meteorologist on board, you can make better-informed decisions and possibly foresee problematic weather patterns in advance. This investment can make a difference in attendee safety and can help in creating a more weather-proof contingency plan.
4. Resource Allocation: Ensure you have extra resources on hand, like water, food, shelter, and first aid. In the case of extreme events like Burning Man 2023, these resources can be the difference between life and death.
5. Stress Test Your Plans: It’s one thing to have a plan, but another to know it works. Conduct regular drills and simulations to ensure that everyone involved, from security personnel to event staff, knows their roles during an emergency.

The jarring images and stories from Burning Man serve as a grim reminder of the challenges outdoor events face in our current climate reality. The fact that jokes were made about the ordeal, drawing comparisons to the infamous Fyre Festival, underscores the importance of taking these challenges seriously. For event professionals, the safety of attendees should always be paramount.

As we move forward, let’s use the lessons from Burning Man 2023 as a catalyst for change. Embracing the principles of contingency planning, communication, and continual learning will ensure a brighter and safer future for all events, regardless of their scale or location.

WEATHERING THE STORM: ENSURING SAFETY IN AN ERA OF CLIMATE UNCERTAINTY

The recent events at Burning Man 2023 have served as a stark reminder that even with the best intentions and thorough planning, nature can still throw curveballs at event organizers. The devastation that ensued following an unexpected rainstorm in Nevada left tens of thousands stranded and at least one casualty, signaling an alarm for event planners everywhere.

News stories like the ones emerging from Black Rock City the temporary venue built annually for Burning Man showcase why event planning can be considered one of the most stressful professions. Ensuring safety, managing logistics, and handling unexpected challenges are par for the course, especially when dealing with large-scale events.

LESSONS FROM BURNING MAN 2023

The sheer unpredictability of the weather is no longer something event planners can afford to sideline. As Jake Perez pointed out in his article on LinkedIn News, this year’s adverse weather conditions at Burning Man has reignited discussions among professionals about the critical importance of contingency planning, especially for outdoor events.

We as event professionals need to draw valuable lessons from this calamity to ensure a safer future for all attendees. Here are some suggestions to help keep your attendees safe and your event production running even during adverse weather:

1. Revisit Your Emergency Plans Regularly: The climate crisis is real, and patterns are changing faster than most contingency plans can keep up with. A plan that might have worked two years ago could be rendered obsolete today. It’s crucial to review and update emergency plans regularly. Investing in training that focuses on severe weather management for outdoor events could also be invaluable.
2. Educate and Communicate with Attendees: A knowledgeable crowd is a safe crowd. Clearly communicate potential risks and emergency protocols before and during the event. Use multiple communication channels, including social media, email, and onsite announcements.
3. Engage Experts: Weather is unpredictable, but with a professional meteorologist on board, you can make better-informed decisions and possibly foresee problematic weather patterns in advance. This investment can make a difference in attendee safety and can help in creating a more weather-proof contingency plan.
4. Resource Allocation: Ensure you have extra resources on hand, like water, food, shelter, and first aid. In the case of extreme events like Burning Man 2023, these resources can be the difference between life and death.
5. Stress Test Your Plans: It’s one thing to have a plan, but another to know it works. Conduct regular drills and simulations to ensure that everyone involved, from security personnel to event staff, knows their roles during an emergency.

The jarring images and stories from Burning Man serve as a grim reminder of the challenges outdoor events face in our current climate reality. The fact that jokes were made about the ordeal, drawing comparisons to the infamous Fyre Festival, underscores the importance of taking these challenges seriously. For event professionals, the safety of attendees should always be paramount.

As we move forward, let’s use the lessons from Burning Man 2023 as a catalyst for change. Embracing the principles of contingency planning, communication, and continual learning will ensure a brighter and safer future for all events, regardless of their scale or location.

EMERGENCY EVENT ACTION PLANNING: SHOOTINGS/BOMBINGS

We need to have the talk. Our kids are doing shooting drills like we used to do tornado and fire drills. This is something that needs to be in your event plan just like weather, wind, fire and crowd crush plans and we can not ignore it.

We have had plans altered before- I remember being in a hotel lobby before a load in of a 100,000 person festival watching the events of the Boston Marathon Bombing. No one knew if it was a localized attack or not at the time, and we had some sobering and serious security discussions into the night to ensure we were ready to keep our attendees safe that weekend.

Many of our events have high-profile speakers and when it is Presidential level, we have secret service, working K9 units, and metal detectors. While that type of security is usually only deployed for the top-tier protectees, it really does secure a venue. The question remains what to consider in the mid-tier events and how much safety and security to plan for at your own event.

First, it is important to remember that our team at Decibel is not a security, legal or law enforcement team. These are just recommendations we have learned along the way, so the number one recommendation we have is to partner with a trusted security partner. These teams are usually staffed by ex-law enforcement and are invaluable in the planning phase. Having this trusted partner helps with conversations and a plan of action from the start.

From here we start our security plannings with a team approach including the client, Venue staff, security vendor, production team, PR team, as well as any local resources (Police, Fire, EMS, Department of Transportation and any Federal Agencies that may be required based on your location and speaker mix). We evaluate the threat assessment in regards to the content of the event, the public profile of the speakers AS WELL AS the potential attendees. This is not only for political speakers- many high profile speakers, influencers, athletes, etc have stalkers and crazies that follow them around. We also look at the type of event and setup- is this free and open to the public, is there registration, is this ticketed, and what are the costs of ticketing? There is additional scrutiny if there is alcohol sales or expected drug use among attendees.

From here we work to formalize a plan of action. Will there be a bag check, metal detectors, when will alcohol be served, etc. We evaluate security staffing, ingress and egress as well as attendee access at all points. We look to see what the coverage is across the event- from the official security vendor, their staff, contract local guards, off duty and on duty hired police. Our team typically staffs at least one member in the security command to be able to view all the venue security cams and have direct communication to our production team.

Most important of all of these elements is an open line of communication between all the parties. It is imperative that everyone works together in a coordinated and collaborative fashion and prioritizes the safety of the team, the attendees, and the stage participants to ensure a safe event.

ANATOMY OF GREAT EVENT PRODUCTION

Live event production requires great production, whether it is for your association’s annual conference of 350 people or your multi-million dollar software user conference. But what does the term production really mean?

When thinking about producers or production teams, Television Broadcast and royalty inevitably come to our minds. Why? The pageantry of it all. Part community building, part spectacle, all goal driven towards a purpose (even if the audience doesn t explicitly know what that purpose is)…live events allow large groups of people to bond together around common ideas and explore places they haven t experienced before, even if they never leave their home offices.

For instance, the opening of the 95th Academy Awards on Sunday was always going to be a “moment,” if the show producers had anything to say about it. Glenn Weiss and Ricky Kirshner, this year’s (2023) executive producers and showrunners, were certain that it was going to pull audiences in and keep them engaged for the duration, despite being shown at the same time as a highly binge-able TV show and waning viewership numbers for the past ten years.

They accomplished this, in several ways, most impressively through social media impressions. Since the Oscars aired this year in 2023, the event has generated a total of 4.2M total mentions across the globe. The awards also attracted 18.7M viewers, an increase of 12{04d9822e7d95da125d508d8e1efbcf2edc79acd8aec1f0bbdcbd6a6f684f9bb3} compared to 2022. Pretty great KPIs for an event, no matter what you re tracking against.

To give you an idea of the scale, it typically takes over 5,000 broadcast technicians, stagehands, and associate directors, among many other professionals, to produce the Oscars. Here are a few of the items they use to bring this live event production to life.

• 55 cameras are used across the Oscars, pre-show, digital show, and international feeds
• 12 mobile broadcast units and more than 20 technical support and office trailers are used in the production
• It requires 30 days to load, set up, rehearse, and strike the show
• Los Angeles DWP provides all electrical power. In the event of a power failure, a dual UPS backup system is used saving hundreds of hours of generator time and diesel fuel use
• 14 miles of fiber optic cable are used to support the broadcast infrastructure
• 1,500 lighting instruments and 18 miles of data and power cable are used to light the show
• There are over 120 musicians and 80 dancers performing in a typical show.
• More than 45 presenters participated in Saturday rehearsals. The orchestra rehearses and records at the world-famous Capitol Studios in Hollywood prior to moving into the Dolby Theatre
• In 2022, the stage was 120 feet wide and 75 feet deep
• There’s a 32-foot-wide elevator on-stage that descends 50 feet into the basement to assist in changing scenery
• The set is embedded with almost a mile of custom LED tape and is covered in 3,500 yards of pleated fabric
• The on-stage video wall surface totals 2,400 square feet
• There are more than 3,000 linear feet of red carpet created in custom “academy” red (Was it not champagne this year and caused a bit of a stir?
• It takes 600 man-hours to install and remove the red carpet (again, perhaps Champagne? ). The entire length of the carpet is cleaned on the morning of the show. We imagine with the beige carpet chosen for 2023, these man-hours increased dramatically.

What is Event Production?

Event production is the technological and creative execution of an event using sound, lighting, video, design, and more to control the atmosphere, mood, and emotion of attendees. An event producer will work with clients (typically meeting planners or event managers) to identify the concept of the event and subsequently plan the logistics and technical components, including audiovisuals, vendors, crew, equipment, budgets, and more. All of this to develop a visual communication of your brand or meeting concept.

If you re new to the event industry, you ll often hear words like event planning, event management, event coordination, and event production. While many of these terms are often used interchangeably, each requires different personnel with a variety of skill sets. On the other hand, if you re already a seasoned pro, here s a quick refresher before diving in-depth into event production throughout the rest of the guide.

The actual definition of the word production is rather boring and rather flexible, depending on to whom you re talking to. Technically speaking, producers are the folks who are in charge of the financial and administrative aspects of the live event. However, we feel the idea of the more mechanical definition of production:

the action of making or manufacturing from components or raw materials, or the process of being so manufactured.

Is apropos.

Producers take a raw idea, components such as speakers, collateral, and content that the events, marketing, sales, executive, and so on and so forth team has put together and creates stages and spectacle filled with light, magic, soaring oratory, and sparkling screens, reaching audiences in the room and around the world under high pressure, loud public and private opinions, and sometimes shrinking budget and always filled with stakeholders of competing goals.

This is also why producing a live event like the Oscars is not a job not everyone is cut out for. One might even wonder why Weiss, who was the director of the show when both Envelopegate and The Slap happened, would want to put himself through it again.

“There’s only a few shows on the bucket list,” Kirshner said. “I needed to go for the awards show EGOT.”

Event Planning vs. Event Management vs. Event Production

Event planning is about managing the activities prior to your event, which includes selecting venues, finalizing event dates, managing budgets, hiring a caterer, and more. On the other hand, event management is essentially the project management of an event, which may involve registrations, managing staff during the event, and resolving any onsite conflicts that arise. In short, event planners create the blueprint for an event, while an event manager takes ownership in seeing the plan through to execution on event day.

Event production elevates an event to the next level. Rather than focusing on planning and project management, event production focuses on the live, stage presentation of an event. Working with presenters, audio-visual crews, and technology vendors, event production teams produce and deliver amazing live experiences at an event.

The team who produced the live events surrounding Queen Elizabeth s funeral and the upcoming Royal Coronation for Prince Charles doesn t garner the same type of awards, but the quality of the production team an eye for detail, agility to think on their feet despite what the days might bring them, and a commitment to high standards is the same.

Queen Elizabeth II s funeral was an intricately staged farewell production that had it all: elaborate costumes, bagpipes, tolling bells, soldiers on horseback, cannons, and castles.

The streets along the procession routes along the route from Balmoral to London were jammed with crowds, but the far bigger audience was watching on TV around the world. Many analysts said the funeral could turn out to be the most watched single TV event in history, with a large portion of the 7.7 billion people around the globe catching at least some of it.

British officials are betting that the enormous effort to give the queen a proper send-off, the cost of which is still unknown, will return far more in tourism revenue. Japanese broadcaster NHK carried the funeral live, with simultaneous interpretation, and the funeral was the third top trending term on Japanese Twitter.

Live events are nerve-racking to pull off, said Jon Reynaga, a British film and TV producer. That s how you know you have a stand out company though. They re not afraid of the big stuff. A successful event production company is a partner that is able to turn its clients visions into a tangible production plan that can be shared with production vendors, crew, and venues. Essentially, they convert the client s vision into something that the greater production industry can understand and deliver on.

Many event production companies handle virtually all production aspects, so their clients can focus on the big-picture themes. Whether it is a document that your planning team has put together this year or similar to The Royal Family s plan leaked even earlier by the Guardian in 2017 showed the minute detail of 10 days of mourning.

Raynaga said The Queen s funeral was unique having the military involved, the government planning for years, and the royal family behind it all, is unique. They and the producers talked today for hours about orbs, scepters, symbolism and people love it, he said.

How To Choose A Great Event Production Company

With so many event production companies out there, how do you choose the one that will make your next live event make stand out?

The first thing to note is that the best event production companies will have experience producing hundreds of events for multiple industries, and will be able to tailor their focus to your goals and needs. They re not afraid or shy of potential clients asking key questions that will help them determine if their event production company is the right fit.

This includes questions related to what their core services are if the team is able to travel, whether or not your company can hire and coordinate your own AV labor, and whether or not you are up to speed on event production trends. We also find that long-term relationships with clients and event properties are a marker of a fantastic partner.

Great event production companies also share advice and recommendations on local venues and transportation, permitting, power requirements, and other potential logistical issues.

Finding a Trusted Crew

You ve heard and probably felt the hiring and HR challenges of not having enough people in all the roles you need; either because of a recruiting challenge or because of these uncertain times. The entire events industry (as with most industries) finds itself with fewer seasoned technicians returning to work post-COVID. This leaves experienced and desired technicians at a premium and booking earlier than ever.

We know going into this that crewing is often a difficult process because of the sheer number of freelancers who all need to be available for the days of the event. Sometimes, trusted crew members are already booked for other events or are only available for part of the event. When hiring new crew, there is always a risk of someone underperforming, which can make a big difference for the success of the show.

This is why it s so important for our producers to invest in relationships with trusted crew members who will go the extra mile. We pride ourselves at Decibel Events to keep good relationships with crew members, so they re more likely to pick your show over another company s.

Our event production team leads figure out their preferred crew and make sure to work with their clients early on in the process to set expectations with both you and the crew.

What Type of Events Can an Event Production Company Produce?

Event production companies can produce various types of live events, including corporate events, live sporting events, and broadcasts to turn your ideas into a reality.

Corporate Event Production

Corporate events can range from conferences and trade shows to team building and product launch events. The goal of these events ranges from raising brand awareness to potentially acquiring new customers. As an event production company, great event production companies will work with you early on to identify what the exact goal of each event is.

On top of that, in the corporate world, they know it s all about ROI. Corporate event production needs to help achieve those ROI goals too. The best event production agencies understand this and can help their clients set and achieve event ROI goals. As an event production agency working on a corporate event, we can bet that if we re able to help measure and maximize our client s ROI, your client will be coming back.

Televised Events and Broadcasts

Similar to sporting events, the experience of the listener or viewer is essential to the success of the show. Event production companies can flex their expertise in audiovisual technology to ensure the audience is enthralled. When it comes to televised events and broadcasts, there isn t much leeway for errors and missteps. Everything is timed down to the second. The best event production companies prepare well enough to predict and prevent miscues in order to deliver a smooth event or broadcast.

Any live event production has a lot of moving parts. Being able to identify and understand what needs to be done during the event production process is only half the battle. The other half? Learning the most effective way to complete the process.

Pre-Production

Pre-production is the first step in the event production process. This should typically start three months prior to the day of the event but can range down to less than a few days. It begins with listening to the client’s pitch. During the entirety of the event production process, the production team needs to be able to help the client thoroughly plan out the concept, coordinate graphics and videos, build the production schedule, and create a script for the event.

For event production companies, one of the biggest challenges is working with a client that doesn t have a clear vision of what they want their event to accomplish. When a client doesn t give enough information on goals or even logistics (like what the venue is or what the budget is), the event production team needs to be able to create this roadmap for them.

We know that as a client this can be frustrating as well. You have several stakeholders you want to please and are needing to show results quickly. Our approach is to make sure to ask our clients the right questions, including questions about their intended audience, which aspects of the event (execution, professional techs, gear types) are most important to them, what their budget is, and any past learnings they might have from past events.

It s also easier for both sides if there is a base to work off of. Did you produce similar shows in the past? Have you worked with a similar client in the past? If you have your old cue sheets, revisit them and see what you can learn. We also recommend listening into comm records from events. Hearing the stress level (or lack thereof) can garner a sense of calm with your team.

Since the production company s staff that is coordinating the event usually only makes up about 10{04d9822e7d95da125d508d8e1efbcf2edc79acd8aec1f0bbdcbd6a6f684f9bb3} of the onsite crew, booking your show crew should begin almost immediately, two to three months before the event if possible. The production team needs to reach out to show technicians early on to confirm availability and day rates, as well as book travel and lodging. These costs add up, so make sure you are prepared and can appropriately budget for this large expense.

Roughly two months prior to event day, the production team will work out the set design and branding and scope out gear costs associated with AV vendors (rental and staging companies), furniture, and equipment. Great production companies will work with you to keep costs efficient and realistic because this both increases the likelihood they will win the bid and still be able to deliver on the vision.

Coordinating with our clients on speaker presentations and collecting PowerPoint and scripts is a large part of the pre-production responsibilities. As much as possible, we don t want to arrive on show site with unknowns about the run of show. While there will always be last-second changes and additions to the show, the production companies that really succeed are the ones that ask the right questions during pre-production and really focus on removing the unknowns leading up to the show.

Another key part of the pre-production process is set and room design. On smaller shows, this will likely focus more on simple stages, projection screens, and pipe & drape. Larger shows will often have a custom fabricated or rented backdrop. This is where the coordination and communication of a successful production company really comes into play. Being able to coordinate between the audio, video, and lighting to ensure your event has the right AV gear to bring a set to life is key. We work with our clients and the venue to properly measure distances from screens to projectors and design the lighting and truss rigs so that they fit in the room. This is also where budget transparency is key. There is a vast range of scenic that can be tailored to each event. The more information we have about budgeting, the more successful we can be in getting to something that we can produce in your budget.

One month out from your event, your production team should begin building out a production schedule. This schedule should outline when AV vendor trucks should arrive at the docks, load in and show crew call times, load in schedules with meal breaks, client rehearsals and technical cue2cues, when the show starts, and details about the load and travel back.Some of this you ll know about as the event manager; typically though a great production team just takes care of and gives you high-level pieces of information to help keep your event running smoothly.

On-Site

The second step in the event production process begins a few days before the event. At this time, the rental and staging companies and production team should arrive on-site for set-up (load-in) and rehearsal. Oftentimes, clients won t fully understand what is involved in the set-up and the importance of setting aside time for tech run-throughs and client rehearsals. It is the job of a production company to carve out the required time here and give you AND their onsite crew the information everyone needs to be successful. This is where the production schedule and run of show is of utmost importance. It becomes the plan while onsite. Typically, the entire show flow, or rundown, isn t finalized until you get on-site.

Last minute changes really test the organization of the production team if they don t have a solid infrastructure to be flexible and agile. It is also one of the ways unproved or inexperienced teams trip up . If you do not have everything planned to perfection, you will be planning onsite, and not have bandwidth to focus on the new items that come up. Unforeseen technical problems, last minute changes from the client, and issues with the venue can all cause chaos. While being prepared for the unexpected is a must, we believe and live by the results from more than 16 years in the industry that help us produce successful event production quickly. We haven t seen it all (but we ve seen quite a bit) so ask us and we ll try to figure it out, within reason.

While on-site, behind the scenes while you re finalizing your elements of the event, your production lead will be coordinating with crew leads involved in producing the event. This typically looks like having a paper-tech meeting to go through the show flow item-by-item with the lead show crew, show caller, and producer. At this time, they will finalize technical details, fill out the run of show with AV cues, and discuss potential issues. Next, the team should have a cue-to-cue / run through from their respective positions in the venue (in person and virtual) on headset.

This is the time to step through all of the cues for a given show and really see how it all comes together. The run of show really gets dialed in during this period, often with multiple cues being changed or re-written entirely. Decibel Events uses several tools that help managing the changes to the run of show will really help the backstage team stay in sync.

From there, depending on what you ve requested of your production team lead, they ll report back any questions or concerns they have before you all move to a dress rehearsal – technical run through together. After the cue-to-cue, it is best practice for the production team to run through a rehearsal with the client present. This gives the client full transparency into what to expect and allows the client to request any changes that they want made to the rundown.

Show Day

On show day, the show crew should come in several hours before doors open. This gives everyone a chance to get their coffee and then run one more cue-to-cue before the show. This will often be a time where the client can get an extra rehearsal, if needed. The show crew should have the latest version of the show flow printed and distributed across backstage at this point.

Load-Out

One of the last steps in the onsite event production process is load-out. After a successful event, the production team breaks down the stage and all the AV, packages up their production office, and finally goes out to celebrate! The rental and staging crew generally take 1-3 days to pack up all the gear and load it onto the trucks. Depending on the size of the event or how busy the event production crew is, the team may be headed straight to another show! This can have effects on your overall event labor costs so be sure to ask questions during contract negotiations about call times.

Post Event: Assessing Your Event Success

The focus of any production team is creating a memorable experience for all event attendees, but the work doesn t stop there. For event production companies, it is necessary to show their clients the value of production services.

Return on Investment and Return on Objectives

The bottom line is important to all companies. How well was the event production company able to maximize budgets? Were they able to appropriately allocate resources to ensure event success? These are all questions you, as the client, may be wondering. However, it isn t always possible to tie production services directly to ROI. So one way we can is how we can provide results back to your team by looking at the return on objectives, or ROO. We collect and analyze this data providing vital feedback for our clients and advising them on how they can improve upon their events in the future.

Hiring the Right Production Agency for Your Next Event

What corporate events is your organization looking to pull off? Whatever it is, Decibel Events can help you to pull it off flawlessly. As a leading event production and management firm with experience in organizing everything from presidential events to massive trade shows to high-end corporate events, Decibel Event is right on top of all event management trends and knows how to best incorporate them into your next event. Let us help you to bring your event to life.

EMERGENCY EVENT ACTION PLANNING: A HIGH WIND ACTION PLAN

Continuing our Safety Series is a quick look into how we approach weather and safety. We produce a number of outdoor events, from street teams and mobile marketing that may have 10×10 EZ-Up tents all the way to 7 city blocks of major engineered structures.

Over the years, we have seen so, so many mistakes. I see this a lot on a personal level with the smaller tents- ZIP TIES are not structural!! I have seen the smaller tents zip tied to 5lb hand weights etc.

Image via Flickr by artistmac

I have also seen major accidents (Sugarland, the recent GP sailing accidents, etc). At an airshow we produced we subcontracted a raising roof grid structure from a local midwest vendor. This just happened to be the Sugarland stage that had the tragic accident less than a month later. What we saw when we rented this was a concern all around.

Why use water ballast? Because we know the weight of water. at 8lbs a gallon, this is an easy and mobile way to weigh down your structure. What else? Stakes at 36-48″ depending on your engineering diagrams as well as concrete blocks that are weighted are all useful methods. We stay away from “found” methods onsite (e.g. attaching to something found onsite).

Also, we have a HWAP policy. When we deploy large structures we have a set plan that is approved in advance. This includes a scale of wind speeds and actions that we employ when those speeds are reached. There is NO discussion onsite, just implementation. This ensures that there is no delay or waffling to “see what happens” or trying to keep a crowd nearby so the event isnt cancelled. This is intended to ensure Life Safety comes first,

HIGH WIND ACTION PLAN (HWAP) Wind Ratings:

20MPH: Safety team is assembled and on alert (within 5 minutes) and remains on alert until wind stays below 25MPH for 30 minutes.

25MPH: Wind wall and backdrop are lowered to stage level and secured. Backdrop to be removed within 10 minutes.

30MPH: Remove all fabric panels to create an open structure. All panels removed within 15 minutes.

40MPH: CEASE ALL SHOW OPERATIONS. Evacuate audience members and crew except HWAP personnel. Do not lower roof, do not climb structure.

67.5MPH: Evacuate all personnel from within the vicinity of the structure and do not return until winds fall below 40MPH.

We also employ a meteorology team out of Oklahoma when we produce large-scale events and build outdoor structures. This gives us access to an extended forecast, real time lightning awareness as well as windspeed and rain activity. We have an on-call meteorology team that we have access to in order to evaluate any issues that come up throughout the event.

NAVIGATING EVENT SAFETY: ADAPTING TO NEW FIRE MARSHAL RULES AND VENUE CHANGES

Every event planner knows that safety is a priority when organizing any event. At Decibel, we’re well aware of the ever-changing municipal regulations around event safety, which can often feel like navigating through a complex maze of paperwork and procedures. However, no matter how tedious it can seem, we know that this meticulousness is vital to the planning and production of events and ensuring life safety.

Collaboration is key when it comes to safety. We regularly work hand-in-hand with various building venues, adhering to their rules and restrictions, and collaborating closely with Fire Marshals around the country. While the basic safety standards for events and venues are often similar, it’s important to remember that every event and venue has unique rules and hyper-specific elements. These rules are usually based on their past experiences and, being aware of these can save time, effort, and prevent unexpected surprises.

One key step in ensuring event safety is conducting detailed site visits. This helps us understand the physical environment better and ensures that our plans align with the reality of the venue. The importance of such visits was recently highlighted during an event at the Washington Convention Center. The venue had undergone changes during the COVID shutdown, including the addition of storage areas and new walls. This change was not reflected on the CAD diagrams available at the time, and had our Technical Director not conducted a walkthrough, verifying measurements, we could have incurred serious changes, overtime, and extra costs.

Moreover, staying updated with the latest policies from Fire Marshals and venues is a crucial part of our process. For example, our DC office recently shared updated notes from the Fire Marshal outlining new and updated items to be aware of.

To give you a glimpse into the safety standards and guidelines, here are some policies from Javits Center and Moscone Center:

Javits Center Policy

Moscone Center Policy

And here are some notable updates from WCC Fire Marshall:

• Optimal time for plan submission is 30 days.
• Event plans submitted within 7 days of the event are charged double ($300) for expedited service.
• No additional fee for revisions.
• Any event with 100 people or more requires a plan.
• Layouts and exits are the primary concern of Fire Marshals.

To ensure a seamless and safe event planning process in DC, we suggest you include the following in your plans:

• Name of Event
• Date of Event
• Estimated number of attendees at any one time
• Set up date and onsite point of contact

Also, remember to apply for Public Assembly Permits for trade shows or any event with more than 100 people in attendance.

Ensuring safety at your events can feel overwhelming, but with meticulous planning, collaboration, and a firm understanding of venue policies and fire safety rules, you can smoothly navigate this process. At Decibel, we’re committed to understanding these ins and outs and making safety a priority in every event we plan.

Remember, while the process may seem unglamorous, it is essential. Safety is not just a checklist – it’s a commitment to every attendee who walks through the doors of your event.

For more detailed information on event safety planning in DC, read through this. Your safety is our priority and we believe in sharing knowledge that empowers you to conduct successful and secure events.

Stay tuned for more updates and insights into the world of event planning and safety.

KEEPING FIT ON THE FLY: MY GUIDE TO STAYING HEALTHY WHILE PRODUCING EVENTS

As an event producer, my life on the road is both thrilling and demanding. One aspect that can get tricky to manage in this fast-paced, nomadic lifestyle is my health. Being constantly on the move and working on live events can impact well-being if not consciously addressed. That’s why I’ve decided to share my own tips and habits that help me stay healthy and energized while managing live events. From dietary choices to hydration, here’s my personal guide to a healthy life on the road.

MY PERSONAL EVENT RIDER

First and foremost, I’ve found it essential to establish a personal event rider a checklist of my must-have items that keep me nourished and ready to tackle the day. I ensure that I have a mini-fridge in my room filled with still water, sparkling water, apples, bananas, granola bars, and either cereal or oatmeal. These are my go-to breakfast options and snacks, making sure I’m fueled throughout my event planning and running.

Also, I’ve found it hugely beneficial to unpack and iron everything for the show run on the first day. Not only does this save time later on, but it also eliminates unnecessary decisions and lessens stress as the week unfolds.

FOOD: THE UNSUNG HERO

Food plays a major role in my life on the road. Yet, it’s easy to let the crew’s meals and healthy eating take a back seat amidst the chaos of a live event. Over the years, I’ve come to realize that my crew’s health and happiness significantly impact the event’s success.

When it’s pre-production and load-in days, I make it a point to provide a variety of healthy options for my staff. Hand fruits, single-serve granola bars, single-serve cereals and oatmeal, and nut packs are always available. The aim is to make healthy food accessible and ready without any additional hassle for the team.

However, when we’re live and on-air, it’s impossible to step away for meals. That’s when I rely on our venue partners to deliver scheduled, balanced meals. We’ve all experienced those deep-fried meals with little to no greens they’re energy zappers, especially when we’re working long hours in a dark ballroom. I always demand a menu that includes a healthy variety to keep my teams energetic and alert.

SWEET INDULGENCES

While focusing on healthy eating is critical, I believe in enjoying the sweet side of life too, albeit in moderation. Small quantities of pick-me-ups like Red Vines and Swedish Fish can offer a quick energy boost when needed. After all, balance is key!

FINAL THOUGHTS

As an event producer, my life is jam-packed, and it’s easy for health to slip through the cracks. But these habits help me stay healthy and high-performing, despite the challenges. More importantly, they set a positive example for my crew, because a healthy crew indeed is a happy crew!

The Coronation Of King Charles III

The grandeur and mystique of the British monarchy come alive in the coronation of a new monarch. In 2023, we are set to witness such a spectacle as King Charles III ascends the throne. This coronation ceremony will not only turn a new page in British history, but it will also pose an immense challenge and an exhilarating experience for event management professionals. This blog post invites you on an intriguing behind-the-scenes tour of the coronation preparations, showcasing the intricate interplay of history, tradition, and modern event planning that brings such a unique event to life.

THE DAWN OF A HISTORIC ERA

On June 6th, 2023, King Charles III’s coronation will take center stage, marking an important milestone in British history. The coronation ceremony is a timeless tradition, with its roots tracing back to the crowning of King Edgar at Bath Abbey in 973 AD. The event has evolved over centuries, morphing subtly with each reign to reflect the societal and cultural nuances of the period.

The upcoming ceremony heralds the first crowning event since Queen Elizabeth II ascended the throne in 1953. The anticipation surrounding this long-awaited occasion is palpable. It’s more than a mere celebration within Britain’s borders – it s an internationally recognized event where people around the globe come together to celebrate British culture, history, and tradition.

THE UNSEEN EFFORTS BEHIND THE GRAND STAGE

The grandeur of the coronation requires meticulous planning, coordination, and immense respect for royal traditions. Event production companies are at the forefront of these preparations, working hand in glove with the royal household to ensure a flawless execution of each aspect of the ceremony.

Organizing a coronation demands adherence to stringent protocols and traditions. From conducting the ceremony at Westminster Abbey, the conventional venue for royal coronations, to following the prescribed order of service inclusive of hymns, readings, and prayers no detail can be overlooked.

One of the modern challenges event managers face is making the ceremony accessible to a global audience. Collaborations with broadcasting companies ensure the world witnesses the event in real-time and high definition. Strategic planning is imperative for optimal camera placement, lighting, and seamless broadcasting.

Additionally, event managers must also address security concerns. Protection measures for the attendees and the royal family are paramount. This necessitates significant planning and coordination between event production teams and security personnel, ensuring that every part of the event, from arrival to departure, proceeds without a hitch.

TRADITION TAKES CENTER STAGE IN THE CORONATION CEREMONY

The coronation of King Charles III will reprise several traditional elements that have been part of coronations for centuries. These rituals form a bridge to the past, establishing a connection with bygone monarchs, while also ensuring each coronation is uniquely reflective of its time.

Central to the event is the resplendent procession, where the newly crowned monarch makes the journey from Westminster Abbey to Buckingham Palace. This parade is a grand spectacle, featuring members of the royal family, military regiments, and even members of the public.

A deeply symbolic tradition upheld in the coronation is the anointing by the Archbishop of Canterbury. Using holy oil, this act signifies the monarch’s divine authority to rule, solidifying the sacred ties between the monarchy and the church.

In conclusion, the coronation of King Charles III promises to be a grand testament to royal traditions, with a subtle blend of modern elements. As event managers rise to meet the unique challenges posed by such an occasion, the world eagerly awaits to witness a monumental chapter in British history.

Embracing The Magic: Lessons From The Oscars 2023

Just like a well-crafted film, every live event tells a story. It is no surprise, then, that we found ourselves spellbound by the 2023 Oscars, a celebration of narratives, craftsmanship, and the artists who bring stories to life. Here are some observations and lessons that we, as event professionals, can draw from this year’s Academy Awards.

CAPTURING THE ART OF PRODUCTION

The Oscars this year did a phenomenal job of honoring not only the final product but the extensive work that goes on behind the scenes. The opening segment set the stage for recognizing the vast array of artists and staffers involved in creating cinematic magic. A vital takeaway for our industry is the power of transparency – the more we shed light on what goes into making an event successful, the more we can engage and awe our audience.

THE POWER OF DESIGN

The art deco production design was a feast for the eyes, using content across the staging to reinforce the message being delivered. This approach is something all event planners can learn from – design can be an effective tool to highlight your event’s core message, thereby enhancing audience engagement and facilitating content capture.

Screens and scenic content have emerged as game-changers in event planning, often underutilized in corporate events. They offer an upgrade from standard PowerPoint presentations and can elevate productions to a broadcast level. The Oscars showed us how scenic design can also create distinct sections or vignettes for different activities, keeping the event fresh throughout without needing drastic set changes.

MANAGING DISRUPTIONS

Every event organizer knows the unexpected can, and often does, happen. For the Oscars, it was a peculiar headpiece in the audience that could potentially obstruct the view for others. This situation serves as a reminder for event planners to anticipate possible disruptions and have contingency plans in place.

CELEBRATING TALENT

This year’s Oscars showcased numerous powerful female performances, notably Rihanna’s mesmerizing act, and Lady Gaga’s raw energy on stage. Their distinctive performances were a testament to the diverse talents in the industry and a reminder to event organizers to curate a variety of talents that can cater to a diverse audience.

STRIKING THE RIGHT BALANCE

One image that resonates with us was a camera positioned directly in front of the stage, capturing presenter and audience in one shot. It underscored the ever-present challenge event planners face: balancing the needs of in-person and virtual audiences. While the perspective was perfect for TV viewers, it may not have provided the best view for in-person attendees. This serves as a reminder that event planning often involves trade-offs and finding the right balance to serve all attendees effectively.

LIGHTING THE WAY

The Oscars’ lighting was exceptionally well executed, especially during musical numbers. It showcased how good lighting can set the mood, enhance scenic design, and even highlight audience seating. While budget constraints may prevent corporate events from following suit entirely, there’s no denying that strategic lighting can significantly enhance an event’s atmosphere.

EMBRACING TECH

In a nod to technology’s ubiquity, we noticed QR codes on screen, providing an efficient way to share content with the home audience. This simple tool has been revitalized during the pandemic and has potential applications for live events as well.

THE ART OF EDITING

Reflecting on the Oscars, less can indeed be more. More clips and less banter could have made the show more compelling. This is a lesson for all event organizers – the essence of an impactful event often lies in its simplicity and the ability to deliver a succinct, captivating experience.

In conclusion, the Oscars 2023 gave us much to mull over. They were a testament to the power of the collective effort, the magic of well-executed design, and the importance of maintaining a delicate balance between different elements. For us in the corporate event industry, these are lessons worth emulating as we continue to strive for excellence in crafting unforgettable experiences.