Don t Panic! Forty Two is the answer to ever ything. 8 STEP BEGINNERS GUIDE TO EVENT PLANNING (AND PRODUCTION)

Transcription

1 Don t Panic! Forty Two is the answer to ever ything. 8 STEP BEGINNERS GUIDE TO EVENT PLANNING (AND PRODUCTION)

2 Don t Panic! Forty Two is the answer to everything and here s why: Our Philosophy We do it all, Anywhere, Anytime The RIGHT Way! Our Promise We will be a partner you can trust, rely on and will provide the highest quality available in the industry. Our Mission Our team never gives up, never quits, never says it can t be done. They are professional problem solvers and become a trusted extension of your team. Our Rockstars Our employees take calls, texts, s 24/7. No, we don t have a call center or after-hour techs, just dedicated employees who are event junkies and will do whatever it takes.

3 1 STEP 1: DEVELOP A VISION Research events to determine the style you are looking for. Save links to website examples you can share with us. Run your vision past any other decision makers to ensure you re all on the same page Develop a budget with decision makers STUMPED ON A VISION: Forty Two has endless examples from various industries and and previous design set ups we can use to help you in creating your vision.

4 2 STEP 2: DEVELOP A BUDGET Decide on a budget for the event. Develop a list of what you NEED and a list of what you WANT. This will make decision making easier when we start building your vision. All events are unique and have custom requests based on your vision, so prices may vary from event to event. Consider working with a Production Manager that can help implement and pay close attention to all the items in this packet. Psst: I hear Forty Two has some pretty awesome PM s. THINGS TO CONSIDER WHEN DEVELOPING A BUDGET: Is my event indoor or outdoor? (outdoor may require weather backup plans, which can add to costs) Will you need to stagger your vendors for load in times? (this can add to the budget) Trucking and shipping items is a major cost in planning most events, make sure the things you WANT don t add another truck to the budget. When planning your event, you have to keep in mind that the size of the production, the schedule and the complexity of the build all affect the amount of labor needed and therefore, the budget. Breaks are needed! Whether it s a 30 min break, a quick walk away or even a simple cold beverage, a little can go a long way. Overtime begins after a certain amount of hours (varies from company to company) Forty Two can work with you to make sure the event you are planning fulfills your vision and your budget.

5 STEP 3: DETERMINE VENUE LOGISTICS OUTDOOR VENUE INDOOR VENUE 3Unpredictable weather, annoying insects, sneaky critters, and sometimes even lack of privacy are some of the most common issues event planners face, most times unexpectedly. Things to consider when selecting an Outdoor Venue: What s your backup plan if it weather doesn t cooperate? (tent, move indoors if available on site) Are you prepared for crowd control in public areas? What s the capacity for the area you are renting? Are you allowed to set up chairs on the grass and in walking areas? When are you allowed to set up and when must you be packed up and gone? Do you need any special permits? Have you considered having a layout to help all involved have a clear vision of what goes where? You ve reserved a venue and are feeling pumped! Now it s time to think about how everything, including your guests, will get there. Things to consider when selecting an Indoor Venue: Do the roadways have any restrictions, such as parking or standing regulations, weight or height limits or detours that can cause problems for vendors delivering? Is there a loading dock for large trucks? (If not, many smaller trucks may be needed) Is there a staging area where vendors can unload and then disperse later? Does the venue allow day-before set up if its not occupied? Is there a lack of stairs, elevators or clearance that may become an issue during set up? Not to brag, but Forty Two has seen every scenario and knows exactly how to set you up for success Okay, we re bragging.

6 4 STEP 4: DETERMINE PERMITS REQUIRED No one wants to be the person who forgot to get the permit and the event gets shut down. We know what permits you will need and we can even help get them if you don t want to handle it. Generator Permit: When adequate power is not available in a venue, or an event is being held outdoors, a generator is needed. In most instances, a permit must be obtained to legally operate a generator. Electrical Permit: In many cases an electrical permit will be required by the municipality. You don t want your event to be on hold by not having the required permit, nor do you want to have substandard equipment on site that does not conform to the electrical code. Alcohol Permit: Ohio s liquor control laws contain special provisions designed to allow nonprofit organizations to obtain temporary liquor permits to sell or serve alcoholic beverages at special events. There are several different classes of temporary permits available, however, the most widely utilized are the F and F-2 permits. An alcohol permit is different than just getting any of the other permits. Each state has its own set of laws and rules to follow. If you plan to get one of the various alcohol permits for your event, make sure that you know, understand, and abide your states regulations. Please visit your state s government site for a complete list of rules, regulations and permits required.

7 STEP 5: DEVELOP SCHEDULES & COORDINATION Creating a well-timed, flowing schedule will benefit you in a multitude of ways. You might even get to enjoy the event imagine that! THINGS TO CONSIDER WHEN BUILDING SCHEDULES: Have you left yourself enough time the day of to ensure you aren t needed in two places at once? Have you determined a staggered unloading schedule for all vendors to ensure two vendors don t show up at the same time to unload? Have you determined a staggered set-up time for each vendor (different than unloading schedule) so people aren t slowed down by sharing a space, adding to your bill and causing frustrations? (Ex: How can the carpet be laid down if the furniture is already in place?) If more than one vendor must set up at the same time, be sure to warn each before they arrive. Have you communicated the schedules to all vendors and received a confirmation from them? VITAL ITEMS TO BE SCHEDULED Technical Production Furniture Rentals Catering Decor Carpeting Electrical (lighting, video, staging, audio) Hey that s what WE do! Scheduling is a tough task with ever changing versions of time-lines. Don t Panic! Forty Two is here to help.

8 STEP 6: 6 REHEARSAL & SOUND CHECK Being show ready for rehearsals or sound checks, often hours before the event starts, is important because it allows you and the technicians to be completely on the same page about what is expected of both parties. THINGS TO CONSIDER FOR REHEARSAL AND SOUND CHECK PLANNING: Rehearsals and sound checks must be completed well in advance of the event. If there is a problem, there will be time to trouble shoot and solve it before the doors open. Don t rush this and be sure to schedule enough time. Make sure the technical production, (Us Again!) have priority in unload and setup to ensure you re ready. IF ALL THIS HAS YOU SWEATING DON T PANIC! AND KEEP READING! You didn t think we would tell you all these scary details and then leave you hanging, did you? We have a Production Management team available to take all this off your hands. Your role turns into helping guide us verses handling every detail and going mad.

9 7 FORTY TWO STEP 7: TO THE RESCUE! Planning a production of any kind involves tremendous attention to detail, which you now know. Assuming you have many other responsibilities outside of this event, it might be wise to hire some help. One of our highly experienced Production Managers will oversee the entire event and ensure that the vision, budget, schedules and day-of event run smooth and stress-free for you. The investment in this vital role will help avoid going over budget. Imagine that you save money by spending money! Our Team Never Gives Up Knowledge and Passion of event planning runs through our veins (available 24/7) Our Equipment & Technology is updated constantly (and hugely impressive) Over 1,000 annual events completed locally and nationally ( don t act like you re not impressed) We do it all, Anywhere, Anytime The RIGHT Way! (We are the Stress-Eliminators)

10 8 STEP 8: LET S DO THIS! To see our Completed Projects and our Equipment list, visit FortyTwoEventPros.com Call and chat with our event gurus