Understanding The Event Process Flow

An event is not a single activity. A combination of various interlinked activities is usually referred as process. Any process can’t be completed until the sequence of steps is not determined. Event is a collection of numerous activities. There are sequential activities that constitute the flow of an event. It may vary from event to event the broad format remains the same.


i. Proposal (Creative and Costing Proposals)

Once marketing has converted an enquiry into a firm order and the client brief has been given, the event managers must revert with a concept note for the event. This means that the event managers have to get back to the client with notes to show how they see the event taking place, the kind of event, performances, location, ambience, the theme for the event etc. This would also include a broad costing for the event. This is presented to the client as an idea with complete detailing. It would normally be given as a PowerPoint presentation.

The detailing is required because at times when the event manager presents an idea, they need to substantiate it with a lot of matter and ground work. Beauty of any event lies in detailing. More detailed an event organiser can think, more successful the event would be.

ii. Work Plan (To check if all elements have been taken into consideration)

A work plan is required to give an overview to all involved. A large number of people with different skills and roles are involved in the execution of an event; hence there is a complex interaction of people and their responsibilities.

Once the preliminary discussions are over and the final concept has been sold to the client, the event manager and the co-coordinators work on a sequential flow. They work on the pre-event activities, during (on site) event activities and the post event activities as a do-able plan.

iii. Production Design

Most wedding entertainment agencies in London have experienced production managers who understand the feasibility of a concept due to their sheer practical experience and they need not necessarily have had exposure to specialist education. The production manager would be required to give details of all elements involved. Production managers and their assistants scout for venue hire, construction of sets, special effects, sound and lighting etc.

They would also negotiate on market rates of the aforementioned essential components prior to committing to any specific creative. Finished art works by graphic designers are also obtained by them. Also, the production manager has to liaison with specialist producers, screen printers and color processors for print media campaign and audio/ video pictures for TV and radio promotions. Finalisation of cleaning, security, furniture (tables, seating, barricading), décor, communication and other service hire contracts also take up the production manager’s time.

An Example of a Production Design Format

  • Sl. No.
  • Particulars / Event Logistics
  • Description / Details
  • Quantity
  • Size Vendor
  • Name
  • Contact

A. Venue Construction:

  1. Stage
  2. Backdrop
  3. Lighting Towers / Scaffolds….. Etc

Final Date of Completion:

B. Lighting Set up

  1. Parcans
  2. Halogens
  3. Scanners
  4. Moving Heads …. Etc

Final Date of Set up

C. Audio Visual Set up

  1. LCD Projector
  2. Projection Screen
  3. Plasma Etc…

D. Sound Set up

  1. Mixer
  2. CD player
  3. Mikes
  4. Speakers Etc…

Final Date of Set up

E. Furniture

  1. Chairs
  2. Sofas
  3. Tables Etc…

Final Date of Set up

F. Generators

  1. 125 kv sound proof Generator
  2. Mini Generator – 5 kv Etc…

Final Date of Completion

G. Security

  1. Gun Men
  2. Guards
  3. Bouncers Etc…

Final Date of Completion

H. Permissions

  1. Police / SP Permission
  2. Traffic Police Permission Etc…

Final Date of Completion

I. Entertainment

  1. Dance Troupe
  2. Artists
  3. Celebrity Etc…

Final Date of Rehearsals

J. Travel & Accommodation

  1. Travel Arrangement for Guest
  2. Accommodation for Guest Etc…

Final Date of Completion

K. Publicity & Media

  1. News Paper Ads
  2. Radio
  3. Television / Cable
  4. Ground Promotion Etc…

Final Date of Completion

L. Miscellaneous


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