How to Plan and Execute Flawless Business Events with Live Event Production
In Auckland’s vibrant business landscape, a successful event is the key to standing out, a beacon that separates you from the other businesses garnering public attention. Every event is unique, from product launches to corporate seminars or industry conferences. Looking to leave a lasting impression? Then you need to nail the details - or hire the right crew to nail them for you.
Here, our expert team has put together a guide to event production Auckland-wide, lifting the curtain on a step-by-step process you could follow to make your business event shine. When and if you’re ready to get started, we’ve also included some tips for working with a live event production team like Oceania.
Step 1: Define Your Objectives
Before diving into hiring caterers and figuring out your venue, the very first step for any successful event is to define its objectives. This is a lot like defining a finish line: you won’t know you’ve crossed it if you don’t know where it is.
To begin with, ask yourself a few questions:
· What is your goal? Are you showcasing a new product, fostering networking opportunities, or sharing industry insights?
· How many people are you anticipating? Is this a small, intimate event or on the level of a trade expo?
· What is unique about your business that you wish to convey? Which values or offerings do you want to highlight?
Clearly capture these objectives for your reference. If you’re working with a company that handles live event production Auckland-wide, clearly defining these objectives will start you out on the right foot.
Step 2: Create a Budget
Next up is the budget. Establishing a realistic budget is crucial for your success because it gives you an exact number you can work with. Vague budgets produce vague events, so a clear ceiling for your spending gives you easy parameters to work within.
When working out your budget, consider all potential expenses, including:
· Venue costs
· Catering
· Marketing
· Live event production team
· Security
· Performers, speakers, or other entertainment
· Gifts or prizes
Step 3: Choose the Right Venue
Often taking up the biggest chunk of your budget, the venue is more than a space in which to conduct your event. It’s your opportunity to bring your event’s theme to the forefront while meeting practical needs like capacity requirements and other technical specifications.
Auckland boasts a number of venues to suit a wide variety of business events, so there’s no shortage of choice. However, remember that venues book up much faster than you may expect. Don’t rush your selection process, as that can result in securing a venue that is not properly equipped for your needs or reflective of your brand.
The best way to make sure you find the right venue at the right time is to work with an event production team. At Oceania, we have a great relationship network that allows us to source venues that suit your needs as efficiently as possible.
Step 4: Collaborate with the Live Event Production Auckland Experts
Live event production is a specialised field encompassing a range of different services. From audiovisual solutions to lighting, technical support, and stage design, experts like us are here to make the process as easy as possible for you.
Not only that, but we’re also here when unexpected issues crop up. Events are complex pieces of machinery with many moving parts, and a team of experienced planners is an excellent asset when a cog drops out of alignment.
Some tips for working well with a team of event production experts:
· Be as clear as possible about what your final vision is.
· Have any digital assets ready to go.
· Let us know about any specific needs as soon as possible.
· Communicate, communicate, communicate.
Step 5: Plan the Technical Details
Technical aspects can feel like a headache sometimes, but it’s important to get them squared away early and test them extensively. Thorough rehearsals are fundamental to planning these details, ensuring everything runs as smoothly as possible on the day.
Working through the technical details usually means working with various teams, including sound design, lighting design, and stage setup teams. However, with a live event production team, you can hand over project management and enjoy your event.
Step 6: Market Your Event Effectively
Ahead of your big day, you need to make sure people will be there! If it’s a private business event, marketing is less of a consideration, but larger events requiring ticket sales hinge on excellent marketing.
Think about utilising both online and offline marketing channels. Social media channels, email campaigns, radio, print advertising - even Google Ads are an excellent avenue.
Step 7: Ensure Seamless Onsite Execution
Finally, the big day is all that’s left once all the plans have been laid. If you’re working with a good team for live event production in Auckland, they will play an integral role in mitigating last-minute concerns and getting everything smoothly across the line.
Without a live event production team, there will be many moving parts to manage on the day, which could prove to be hectic. That said, the key is to keep a calm head, be as prepared as possible, and rely on prompt communication if something should go wrong.
At the end of the day, planning a business event is a complex task, but one that’s made much easier with the right team on your side. If you’re considering planning a business event in the near future and need a creative, passionate crew to do the heavy lifting, Oceania should be your first call.
Creating world-class events is in our blood.
Our world-class crew has decades of experience creating unforgettable events. We’re backed by the best technology in the industry, allowing us to deliver contemporary features for your event.
Ready to make your business events a once-in-a-lifetime experience?Contact us today to connect with our professional, reliable, creative group of live event technology specialists.