If you are planning a corporate event and you’ve decided to hire a company to handle it, then you need to be working closely with their event producer in order to make the occasion flawless.
The Responsibility and Duties
Event producers are the ones who coordinate all aspects of the event to make it a success. In a nutshell, he or she will be the one to transform your vision into reality. In general, a producer will do the following:
1. Discuss your plans and requirements.
2. Submit a proposal in terms of budget and schedule.
3. Suggest a venue, making sure that the space, the ambiance, and the facilities are well suited for the event.
4. Arrange catering as needed.
5. Come up with a design for the venue and invitations.
6. Make a program.
7. Make sure that all equipment needed is prepared.
8. Solve any last minute issues that might arise.
9. Oversee the event and make sure everything goes well.
How to Know if You’re Hiring a Reliable Producer
Since you will be working closely with an event producer from the planning process all the way to video post-production, you need to make sure that the person:
1. Knows how to listen to what you want.
2. Can make suggestions to improve on your ideas.
3. Has great understanding of all the processes involved in a corporate event.
4. Has excellent skills in planning and coordinating.
5. Can manage people well, from the technical team to the suppliers.
6. Can multi-task, has a level head, and does not break under pressure.
7. Is creative and is knowledgeable in public relations, marketing and budget planning, safety, food and beverage, sounds and lights, and more.
8. Has confidence backed by experience.
The Importance of Hiring Event Producers
Corporate events and conferences are not the same as hosting a party. The producers that you will be working with need to have a good grasp of the industry that you’re in so that they will be able to conceptualize an appropriate theme.
Of course, it is not enough that an event producer has all these qualities. You need to be able to communicate and work with them comfortably to avoid conflict and misunderstanding throughout the process.