What Are the Different Stages of Event Production?

If you're working on your first large-scale event, you might not yet be familiar with the different stages involved in event production. Each phase has a specific purpose, and without correctly carrying them all out, the whole event could fall apart. 

So, with that in mind, we've put together a brief overview of the different stages of event production, from planning and pre-production right through to installation and welcoming your guests for the night. 

If you're a first-time event producer (or indeed an experienced one working on your third or fourth large-scale event), you'll no doubt already know all about these stages. This guide is merely intended to provide a general overview for those who might be unfamiliar with them.

Stage #1: Planning and Pre-Production

The 1st stage of any event is planning. You can't organise or coordinate anything without some kind of vision, concept, or plan for your event. It doesn't matter whether you are putting on a professional corporate conference (check out our conference event services here) or a milestone birthday party for your parents. An effective pre-production plan makes each subsequent stage infinitely easier. 

At this stage, you can sit down with your event planner or an event production company directly to discuss your event ideas and nail down a final concept. They can walk you through what is possible within your budget constraints and help you develop ideas if you're lacking inspiration. 

Stage #2: Site Visit

Once you have outlined the event vision and decided on what you need in terms of event production to make that happen, your event production team will then head down to the venue to measure up and assess if there are challenges. 

Access often presents the most significant obstacle for outdoor venues, especially if you are trying to erect large structures such as stages. Issues to navigate for indoor venues include finding suitable locations to rig lighting and sound equipment and ensuring there is enough of a footprint for items such as a custom set. 

Stage #3: Venue Setup and Installation

Once the venue has been cleared and signed off on by the event production crew, it's time for the installation and setup phase to begin. For large-scale events, this could begin as far as a week out. For smaller events such as weddings and birthday celebrations, this might start a few days out. 

Work usually starts on the stage (if you have one), followed by sound, lighting, and other stage production equipment. Once that is complete, the crew moves on to installing other event production elements such as mood lighting, tables, chairs, event branding, posters, and anything else you might have requested. 

Stage #4: Event Production Checks and Rehearsals

Once everything is in place, it’s time for a trial run. This stage will give your production team a chance to walk through everything one last time and iron out any kinks or issues before the event kicks off.

This usually involves sound checking live performers and presenters, running through any lighting sequences you have planned, and double-checking all of the cables are operational. 

Stage #5: Show Time!

This is it, the event is here, and it's time for all that hard work to pay off. Depending on what you have agreed with your event production team, you may have many staff members on-site providing support throughout proceedings. 

However, in essence, this is where you get to sit back and enjoy the event, as everything falls into place and comes together to create that vision you had all those months ago. 

Stage #6: Event Post-Production

Once the event is over, several logistical steps will need to be taken to ensure that all of the equipment is stored and transported safely back to its warehouse to ensure everything remains in working order for the next event.

While disassembly and removal of event production equipment tend to be much quicker than setting up (much less checking and re-checking), you can still expect deconstruction to take at least a day or two for major events. 

Once back at the warehouse, all equipment is checked over, cleaned, serviced (if necessary), and then loaded onto vans and lorries for the next event. 

Speak to QOKO Events Today Regarding Your Sussex Event

At QOKO Events, we help private clients, event planners, and event management teams pull off incredible and memorable events. From stocking one of the most extensive ranges of event production equipment in-house to boasting a talented team of designers, engineers, and technicians, we have everything you need to put on the event of a lifetime. 

Simply head over to our event services section to learn more about how we can serve you, or give us a call today on 01403 626008 to discuss your event in more detail.