Applause Productions & Entertainment

The saying goes, “The devil is in the details.” This adage could not be more true than when planning an event. We’ve already explained the importance of planning, communication, and the necessary aspects to producing a seamless event. Now it’s time to focus on those minute details that can make or break your event.

1. Be proactive and brainstorm possible challenges. As you meet with your event director and team members, you will have conceptualized the theme for the event. However, it’s important to discuss any possible challenges that might arise and have the ability to contact key players at a moment’s notice. Let all members of the production team know who has the authority to make those last minute changes that may need to be made on the spot. Stay in touch with each of your team members. Have a hard copy of relevant cell phone numbers and emails for your team and other vendors that may have a role in your production.

2. Check and re-check technical requirements. Be sure to re-check stage requirements, mikes, wireless microphones or lavs, green room size and accessibility to the stage, chairs in the green rooms, water, etc. These needs are a priority for entertainment; however, the director’s priority is the production. As a result, you must be diligent about these necessities. All too often these details are forgotten until only hours or minutes before the event begins. You are left trying to find the site contact person to produce these requirements and, at this point, they have a million other things to do. Schooli  tables for makeup, and even lighting for a pipe and drape green room, should be in place before the entertainment arrives. It’s impossible to put on makeup and dress in the dark. When the minute details are taken care of, talent can go immediately into their preparation with ease.

3. Understand that time is important. Even though your contract is signed with definite start times and particulars, you will need to re-check the scheduling of the event, since call times and show times can change at the last minute. Make sure your contract provides an additional fee in the event that your entertainment has to wait for an extended period of time before performing. Sometimes a speaker or awards presentation can go extraordinarily long, causing the performance time to be delayed. This can happen and entertainment expects to be compensated.