We are proudly customer-centric, our focus is always on our clients and their objectives rather than ourselves. we thought it would be helpful to share a brief guide to our event management process and the steps we go through to make sure any event is successful.
Like our lizard namesakes, throughout the design and delivery journey we pride ourselves on adapting and fitting in to a wider team. At the live event our objective is to not be noticed unless needed, as everything ‘just works’. But to get to this stage means anything but blending into the background. Our team are there with our clients every step of the way and we are fully committed to driving each project forward, every day, to deliver the best possible final event. Our creative process, whether covering brand, graphic, 3D design or video content similarly puts our clients agenda at it’s heart rather than ourselves. Here is a brief guide what to expect when working with us on an event.
Step 1 – Brief
The first step is for us to hear all about a challenge, opportunity or defined project and what clients hope to achieve. Our friendly knowledgeable team will discuss the details and really explore the best way to make an impact and deliver outstanding results. Don’t worry if you don’t know all the answers yet –of course, the more information we have, the more creative we can be in designing a compelling solution and the more accurate we can be on costs. But if there is anything uncertain, we can make a start and make an educated ‘allowance’ for how much certain uncertainties are likely to cost.
Step 2 – Proposal
Once we know the details, our design, project and technical teams will begin working together to fine tune the design and develop a detailed quote. As we both design and deliver in house we never promise something that cannot be realised in reality. For each event a quote means identifying every individual item of technology/audio visual kit that will make a difference and ensuring this is ring fenced to ensure it is available for the preparation and live event dates (for larger jobs this can total thousands of individual lines!). One of our production managers will also use CAD to plot the optimal configuration of where any bespoke scenic and staging we have designed will go, the most effective deployment of the audio, lighting, video and other technology and how many people we can fit into the venue. This means we know with millimetre accuracy that we are providing the correct solution for the selected venue. Our design and paperwork will also ensure all health and safety aspects have been fully considered and covered (as recognised by our Safe Contractor status).
Depending on the project, these CAD plans may then get passed to our talented design team to bring them to life. Because our visuals are produced from these technical drawings, our designers can recreate how the event will look with stunning accuracy. Unless its our birthday, we don’t like surprises! These visuals are key to making sure our clients know exactly what they are getting.
For larger projects, we also create fly throughs of the whole venue so our clients can get the full sense of how the event will flow and the full delegate experience
Step 3 – Planning
Once our proposal is agreed and a PO issued, we can confirm the talented team that will deliver the event. In most cases this will include a;
Project Manager – who will be your day to day contact, managing deadlines and key information,
Production Manager – who is responsible for making sure all the technical elements work seamlessly and that the agreed creative vision is delivered in reality.
Your project manager will set up regular contact calls and make sure that the planning stage runs smoothly and that nothing is left to chance on delivery. This is a key phase as it is where an event really comes to life.
Internally, our set team will start work building the scenic elements for the event, suppliers and freelancers will be confirmed and kit will be prepped to make sure everything is in perfect condition.
Step 4 – Delivery
For us, this starts at our premises when each item of kit is scanned out of the warehouse and onto our truck.
When we get to the venue, our production manager will lead the team to build your event on site exactly to the agreed specifications. You’ll be kept informed along the way as to how this is progressing.
At rehearsals, our technicians will be on hand to help with any last minute requests or changes and when it gets to the live event, our technical team will make sure the event goes without a hitch or be there to solve last minute technical issues. Our projects and client account teams are often also on site to handle elements of the delegate experience and available to support our key contacts in the build-up and delivery of the event.
Step 5 – Debrief
Once the event has finished, our technical team will dismantle the set, load out the equipment and then check all the kit back into the warehouse, and the set department will begin breaking down the set to be built again in new configurations where possible. We always look to recycle as much as we can.
Clients will be contacted to make sure they are happy with how the event ran, and if they have any ideas for how we can make the next event even better! We also schedule an internal review to capture lessons learnt and identify future creative, technical or project improvements we can make – this feedback loop is vital in ensuring our designs are innovative and just work. We are always looking to learn and grow (our lizard namestakes continue to grow their whole lives). Then it is on to the next event and it all starts again.