Planning an excellent event takes skill, organization, experience and an unrivaled love for the industry. Most event designers have a certain way of doing things, a production process that’s almost always unique to their company. Here at Track Seven Events we too have a unique way of doing things and we’d like to share our process with you guys. Whether you’re planning your own event or wondering how it works when you hire an events company, here’s our seven step process to planning a successful event:
This is perhaps the most important step in the process and it involves connecting with the client and listening to their needs, wants and desires. Creating an event that brings our client’s imagination to life is what we specialize in and there’s no better way to do that than to sit down with our client and find out exactly what they want.
Once we’ve got the foundation ideas for the event, it’s time to brainstorm. Our team comes up with a list of creative ideas and concepts centered on the client’s vision. This is how we develop the theme and concept for the event, and it involved lots of coffee and long nights.
Now it’s time to crunch some numbers. We take the client’s budget into account and create an estimated cost for the event. This ensures there are no surprises waiting for the client when our bill arrives and it helps us set limits and priorities.
This part of the event planning process is a bit like a scavenger hunt for the ideal venue that fits into a list of criteria, including availability, costs, size etc. We then compile a list of venues that work to give the client some options.
This is something Track Seven Events prides itself on and is another service that allows us to stand out from the crowd of event designers. We design the layout for the event and draw up a rendering so our client gets to see the look and feel we’ve designed before we start production. This allows us to still change and tweak a few things before kicking off production.
The production process is really where our talented team shines. We create décor, materials and take a look in our storeroom through the many props collected over the years for something that will make the event pop. Then it’s time to lay it all out and transform an empty space into something wonderful. This is where the magic happens!
It’s crunch time! We compile a very detailed production schedule and ensure that every aspect of the event runs smoothly, from load-in to guest list to catering and more, our production team has it covered.