Your First Meeting with an Event Production Partner: What to Expect + How to Prepare
Your first meeting with an event production partner doesn’t have to be overwhelming. Whether you're planning a corporate conference, a gala, or a large-scale event, the right team will guide you through every stage of the process—starting from the very first conversation.
To ensure a smooth and productive discussion, it’s helpful to come prepared with a few key details. While you may not have all the answers just yet, having a general idea of the following will help set the foundation for a successful partnership.
Key Details to Prepare (If Possible!)
🔹 Event Date & Setup Timeline – Knowing your event dates (and whether setup can happen the day before) helps determine the scope of production.
🔹 Venue & Load-In Availability – One of the biggest logistical factors! Understanding when your team and vendors can access the space will shape what’s possible in terms of design and setup.
🔹 Audience & Event Flow – How many attendees are expected? What is the general schedule? These details impact seating, stage placement, and technology needs.
🔹 Stage & Layout – If a stage is included, knowing its size and placement is helpful. If you have a rough floor plan, even better!
🔹 Branding & Theme – If your event has a specific theme, color scheme, or branding elements, sharing them early allows for customized creative solutions.
🔹 Technology & AV Needs – Consider what event technology you might need. Outlining your wish list, even loosely, helps us craft a tailored approach.
Screens & Projectors (How many? What size?)
Audio & Sound Systems (Microphones, speakers, music playback)
Lighting Design (Stage lighting, uplighting, LED walls)
Stage Support (Confidence monitors, teleprompters, podiums, countdown timers)
🔹 Past Event Insights – If this isn’t your first event, sharing what worked (and what didn’t) in previous years gives valuable direction.
🔹 Budget & Decision Timeline – Transparency around budget allows for the most efficient planning process, ensuring recommendations align with expectations. Similarly, knowing when a final decision needs to be made helps with scheduling and execution.
We’re With You Every Step of the Way
Our team is here to guide you through every stage of the planning process, answer your questions, and provide expert recommendations to bring your vision to life. While having some details prepared can help streamline the process, we don’t expect you to have all the answers—that’s what we’re here for!
If you’re ready to start the conversation, we’d love to chat.