There you are, safely tucked away in a conference room plotting the course of your upcoming events. It’s all coming together. Permits are dialed in, staff is booked, and locations are determined.
You’ve thought of every possible scenario and provided a logical backup plan for each.
Until…“Wait, we didn’t know THIS was going to happen!.”
Events are Unpredictable
When it comes down to it, we love this business because it is unpredictable. Event producers and managers are accustomed to making on the fly decisions and adjustments; it’s just part of the job.
Knowing that the only thing that is predictable is the unpredictable means it’s important to keep your event production elements and set up adaptable to as many circumstances as possible.
When building any custom fabricated piece or vehicle, flexibility for different scenarios should be top of mind. Some questions to think about:
Will your event production be taking place in a variety of venues?
If you are entering into an event space, like a music venue, bar or ballroom think about your core production elements. Each venue is so unique.
For example, if you have a kiosk that is the crux of your event it’s probably a good idea to make that piece adaptable so it will fit into and tight or unusual spaces. Have your fabricator split it into pieces so there is a mini-version of your ideal set up. It may not be perfect but at least it will be available to you at the event.
Make your event production pieces and vehicles adaptable to a variety of circumstances.
Are you considering your load in challenges?
You crew will have to load your event production into every venue you attend; yet every venue does not have an ideal load in dock or area. At one music venue I executed at, our crew had to bring everything up in a freight elevator, which was the only option. Needless to say, some of our key elements did not make it into the venue.
Consider modified set ups. If you design large set pieces make sure that they break down into smaller and more portable elements. Put some production elements on sturdy wheels, and don’t cheap out on quality road cases which can be used for other events.
What else can you do with your promotional vehicle or trailer to maximize it’s utility?
Yes, the vehicle can show off your brand, but what else can it do?
Are you creating a ‘backstage area’ to hide your power cables and keep things looking clean? Can you use the vehicle or trailer to help you hide certain parts of your production? Can you build off of the vehicle? What if the vehicle can’t be used at a particular location? These questions may determine the layout of the vehicle you will need.
Give all of the hidden parts of your promotional vehicle or trailer a purpose.
Adaptability = Success in any situation
The above are just a few of many questions to consider. Brainstorm a list of potential questions/issues and tackle each one in the pre-production phase.
As a general rule, make your event production elements as adaptable as you are on event day. When the unpredictable happens, you’ll know exactly what to do.