Unless you live in a cave in a faraway area in the boondocks, you have most likely seen on television, or witnessed live, events that happen in real time, e.g., awards nights, concerts, stage plays, product launching, convention presentations, and other such activities that are classified as live events. As part of the audience, you probably are impressed with the experience but do not really give much thought about what it took to stage such events.
Truth be told, a lot of time and resources is spent on live event production. It begins with the concept and culminates with the actual staging of the event (which is what the audience actually sees) which, while significant tasks by themselves, are just parts of the overall production. There are a gazillion details that need to be considered, any one of which could spell the difference between a successful event and, at best, a “mediocre” or, at worst, a disaster, if not paid attention to. Major details of live event production include venue selection and booking, stage design and construction, lights and audiovisual equipment design and set up, event program design, catering, etc. Other details include design, printing, and distribution of tickets or invitations, promotional activities, rehearsals, making sure there are separate dressing rooms for the VIP participants, post-event party, and the like. All these details and more should be completed before the actual event, i.e., there can be no delays because once the event date comes, its Show Time, ready or not.
To successfully stage a live event production, therefore, it is necessary to have a production team to manage it. If you have experience in this type of work, then you can probably hire or assign people to the various tasks required, with you as the project manager. If not, the event is a major undertaking, it would be best for you to consider contracting the services (i.e., outsourcing) of a professional event management group to take care of all or part of the production details for you. This option has several advantages, including:
Guaranteed professional touch. You can still be the overall project manager with the events management group as one of the key members. This ensures that there is that level of expertise and professionalism in the project team. Also, you can benefit from their experience and creative advice to help ensure a successful live event production.No fixed overhead. Since your agreement with the events management group is contractual in nature, i.e., once the event has been launched and completed your relationship ceases, then you are spared from continuously maintaining fixed costs even when there is no event to manage.Access to resources. An events management group normally has a network of suppliers on hand to take care of the various logistical and operational aspects of the event. By outsourcing to them you, in effect, also gain access to this network, albeit indirectly, thereby freeing you from having to look for suppliers for each detail of the event.