Event Production Checklist

If you’ve ever hosted an event, you know it requires a lot of work. From the initial strategizing to the set-up and load out, there are several steps you need to consider. To help ensure everything goes as smoothly as possible, creating an event production checklist or a list of key considerations is a good idea. While these can vary, a typical checklist should include the following steps:

• Define Your Goals
• Plan Your Budget
• Select the Venue
• Market the Event
• Prepare for Set-Up

Whether you’re an experienced event planner or completely new to hosting, this checklist will help make the process seamless and successful.

Define Your Goals

The first step of successful event production is defining your goals. In other words, what is the purpose of your event? Why are you hosting it, and what do you hope to get from this experience? Here are some common objectives:

• Raising brand awareness
• Showcasing a new product
• Showing appreciation for clients/customers
• Celebrating achievements
• Raising funds

Ultimately, your event should be tailored to your goals. For example, if the objective is raising brand awareness, you might want to host a workshop demonstrating your services. On the other hand, if your goal is celebrating top clients, you may want to send out surveys to see what type of event they’re interested in.

Not sure where to begin? Studio46 Media is here to help. We’ll learn more about your brand story, objectives, and event plans through an initial consultation. Then, we’ll work with you to find an effective way to communicate your message.

Plan Your Audio and Visual Budget

As you plan your event, keeping your budget in mind is crucial, especially when it comes to audio and visual components. Your budget can significantly influence the quality of audio and video at your event, and this, in turn, can impact the overall experience for your attendees. Here are some factors to consider when budgeting for your audio and visual needs:

• Event type: Depending on the type of event you’re hosting (i.e., virtual, hybrid, or live) you may need to allocate more of your budget specifically for audio and video considerations.
• The venue: Different venues may have varying audio and visual setups, along with different associated costs. Always check in with your venue coordinator to make sure you know what’s included in advance.
• The number of people you host: Larger audiences may require more extensive audio and visual equipment to ensure everyone can see and hear clearly.
• Add-on amenities: Consider the specific audio and video enhancements you want to incorporate (i.e., video walls, high-quality audio systems, uplights, etc.) and include them in your budget.
• Set-up: Ensure that your budget includes not only the initial setup costs (i.e., decor, speakers, video services, etc.) but also any ongoing audio and video services required throughout the event.

When allocating funds, it’s essential to prioritize audio and visual elements that are critical to achieving your event’s objectives. For instance, if your goal is to showcase a product, prioritize gathering everything you need for the audio and visual setup to ensure it effectively highlights your product. Having the right materials and technology should take precedence over other aspects like the venue or catering.

Conversely, if your main goal is to create a positive and engaging experience for your guests, finding the right audio and visual solutions will be more important than other event components. By giving due attention to your audio and video budget, you can deliver a successful and memorable event that aligns with your goals. Engage early with Studio46 Media to provide quotes for your events throughout the year to ensure you have the necessary audio and visual resources.

Select the Venue

Once you know your event goals and budget better, start looking for a venue. If your event is virtual, all you have to do is ensure you have the right technology. However, if your event is live or hybrid, you’ll need to find the ideal location to host it. Here are a few factors to consider during venue selection:

• Availability: Is the venue available on your desired dates? Additionally, take into consideration how much time the venue (or your audio visual company) will need to load in and load out. For example, in most cases, it takes at least 1 full day to set up and 1 full day to take down.
• Internet/WiFi Access: Does the venue have a strong Internet connection for live streaming of hybrid events?
• Size: The location should be large enough to support the number of guests you’re inviting.
• Atmosphere: The venue’s atmosphere should align with your event goals. For instance, if you’re throwing a classy gala, the decor should reflect this.
• Technology: Can the venue support your video and audio needs?

Once you’ve selected the right venue for your needs, Studio46 will be happy to do a site visit to help prepare the event design, room layouts, rigging plots, etc. Whether the event is virtual or in-person, you can trust us to make it a success.

Market the Event

After putting time and effort into planning the perfect event, it goes without saying that you want people to attend. That’s where marketing comes in. Effective marketing is more than raising awareness; it’s about persuading people to attend your event. Here are a few common marketing methods:

• Social media content: Your event should be highlighted on all social media channels.
• Email content: A personalized email invitation can go a long way in capturing the audience’s attention. Additionally, if the event is virtual or a hybrid event, send a link to have attendees register early.
• Event websites or apps: We can build a custom website with a live chat feature.
• Design elements: We can help with on-screen graphics for video walls, lower thirds, and presentations.

In your marketing materials, include any key elements that might attract audiences. This can include special discounts, a unique venue, or any fun activities you provide (such as a giveaway). The better your advertising is, the more engagement you’ll get.

Prepare for Set-Up

The final item on the checklist is, of course, the event itself. As the big day arrives, it’s important to make sure you have everything you need for the set-up. At Studio46 Media, our team is on hand to ensure things go smoothly. We can help with the following tasks:

• Audio production
• Stage design, lighting, and management
• Multi-cam production
• Online hosting (for virtual & hybrid events)

From procuring the latest audio and video equipment to organizing the equipment, we’ll take care of every production element. And we’ll remain available throughout the day for anything else you might need. Once the event is complete, we can transform any recordings into captivating, memorable videos highlighting your hard work.