How to Choose an Event Producer

The best way to create a great event is by choosing a great event producer. The selection of the right event producer is as important to your event as choosing the right wine, or the right furniture that not only reflects your personality but also maximizes the comfort and appeal of a room. You might ask yourself "How I pick a great event producer"? Well, there are two ways.

The first step is to know exactly what type of event you are trying to produce. Is there a theme? What food, beverage, entertainment, venue, lighting, sound and the overall atmosphere do you have in mind?

I ask new clients at our first meeting, "Close your eyes and imagine what you would create in a perfect world. I'm either amused or totally astounded by the response.

The second method is you have no idea or only a vague one and seek out a producer who can not only consult and suggest ideas, but create a clear picture of a theme that can be implemented visually. Not only can the event producer create your event they create excitement and infectious anticipation for the coming event.

A great producer is comfortable with either method. They should listen closely to the client's needs and ask questions based on their experience.

A great producer knows they must gain the client's confidence and how best to maximize their client's budget. It is part of the event producer's job to communicate their ideas and motivate the people around them so that everyone is working as a team towards the same goal. The event producer you choose should be someone you respect as a professional and look forward to working with.

A closer look at both methods of event planning will allow you to get a clearer understanding of what to do, what to look for and what information you need to give the event producers. For an event producer to be most effective you must trust in them the way you would trust in your doctor or attorney.

If you have a clear idea of what type of event you want you need to organize a wish list with specific details such as a theme and how you wish to implement it. Be sure to include all aspects of your event such as venue, decoration, food etc. After this list is prepared you can select a professional local, regional or national production company with the experience to meet your needs.

Begin by visiting trade shows or searching the Internet. Most reputable event producers will have a website with pictures of some of the events they have produced and often will provide references from former clients upon request. Select several and start making calls. Explain what you want and set up interviews with the ones that you have the most confidence in. Questions to ask former clients might include: Were their employees professional? Were they detail oriented? Communicated well internally and with the company contact and did they follow through with what they were contracted to do?

If you want to create an event from scratch, the process is a little more difficult. Select an event coordinator by the above method and before the first meeting you should have confidence that the event producer is willing to listen to your input and does not take over or try to sell ideas you are not interested in. A good event producer is likely to ask about past events, goal or occasion for the event, the CEO's or bride and grooms personality, or the company's products or services, or the bride and grooms family members, the style of the event (i.e. casual or formal) and most of all the budget. All of these details will assist the event coordinator in designing an event that is well suited to your needs.

Event producers are professionals and understand the demands of producing a top-notch event. They are used to long hours, and cheerfully accept every revision or change. The relationship between an event producer and the client is a two-way street of mutual respect and under no circumstances should a client expect something for nothing.

An event producer can make all the difference and helping you easily create a spectacular event that is not only enjoyed by all your guests, but remembered for years to come.

 

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