What it Looks Like to Plan an Event With Five Different Time Frames
We’re often asked what the ideal time frame to plan an event is. The answer is simple: as much time as you can give us!
With more time comes a more extensive discovery process, increased collaboration, and the flexibility to have ongoing discussions about integrated, creative solutions without the pressure of the event’s start date being right around the corner. Not to mention, the availability of high-demand equipment and labour will be virtually guaranteed.
That being said, different types of events are naturally planned on different time frames, based on the organization’s goals. Our team is experienced with all of them and have adapted our processes to fit both the timeline and needs of each individual event.
* So if comms calls you tomorrow and asks you to plan a press conference before the weekend, we’ve got you covered!
One Year.
For large-scale events that want to integrate cutting-edge technology and creative design to create a complete bespoke, out-of-the-box experience for their attendees, a year of lead time leads to limitless possibilities. Here’s why:
Long discovery process.
A year-long planning period allows our teams to collaborate on a lengthy discovery process so we can really hone in on your goals, messaging, and the ideal experience you want to create. If you haven’t booked a venue yet, it also allows us to use our vast venue experience to help you select a venue that fits the needs of your program, as opposed to designing a program to fit a pre-selected venue.
One of the biggest benefits of this time frame is that the discovery process isn’t rushed. After we’ve presented creative solutions, renderings, and possibilities for the event, your organization doesn’t need to make quick decisions. Instead, you can think it over for several weeks, talk with different internal stakeholders, and return with any feedback. There is also the flexibility to include your internal creative team, marketing folks, or other people who don’t typically work on the events to make sure the experience we’re crafting supports current messaging and initiatives.
Additionally, if our team is producing an event in the same venue or that utilizes any of the same tech or implementations we’ve proposed, we may be able to invite your planning team, giving you an opportunity to see options in action.
Because of the time frame, we’re able to do several iterations of this creative proposal until we come to the perfect solution and shared vision.
Six Months.
The above process probably sounds as good to you as it does to us. But if you know one year is unrealistic for your organization, or if you have an event that’s half a year away, don’t worry! Six months is still an incredible time frame to plan an event, and the process probably won’t look too different - it’ll just take place on a faster schedule.
The process.
With six months until showtime, we’re still able to have a lengthy discovery process and work together to create a comprehensive event vision. In fact, we’ll still be able to move through several iterations of the creative proposal - so long as we get quick, decisive, and clear feedback between each round. The timeline is shorter with check-ins closer together, but we’re still able to work with your internal team, including those who do not directly plan the event, when crafting your vision.
Our goal here is to move from the discovery phase to the design phase quickly so that we can source and build unique event elements or secure highly specialized technicians, if any of the event elements require them.
Three months.
If your event is three months away and you’re first starting to look at AV partners, don’t worry. In fact, three months is probably the most common time frame we see for planning events, and it’s one we’re more than comfortable working within! While it may seem fast for those who usually plan with a longer time frame, there’s a lot we can accomplish in 90 days.
The process.
The biggest difference between a three-month time frame and a six-month or yearlong time frame is how quickly the process moves.
The discovery and creative process will still take place so that we can design an event tailored to your needs and to help you reach your goals. However, decisions will need to be made quickly with less time for back and forth.
Most creative “must-haves” will more likely than not still be on the table, assuming everybody is responsive, clear in what they want, and able to make decisions quickly.
Three weeks.
If you have 21 days until load-in and you’re wondering if best-in-class technical execution is still possible, we have the answer.
Of course it is! Our team excels at rapid mobilization, and whether or not you have one year or three-weeks until your event, clear audio, appropriate lighting, and reliable video and graphics playback are expectations that should, and can, be met. In fact, if your content is ready to go, everything should work seamlessly and look great. And if your content is not yet ready to go, we can help with that too!
The process.
Depending on the season and scope of your event, the discovery process and timeline for creative input may look different with three-weeks until the show.
For many events, especially ones where the organizers are ready to make decisions quickly, we’re able to provide as much customization and creative partnership as they want! Others, however, may want a more streamlined solution and a trusted event partner who can directly guide the process with a more standardized approach. The AVentPro team is happy to provide that as well! It all comes down to what the customer’s preference is within the timeframe.
Ultimately, a three-week time frame doesn’t change the fact that we’re going to give you a high-quality event.
24 Hours.
You might be wondering if a one-day event planning period is even possible. The answer is yes, of course! Just with some big caveats.
We’ll supply your event with microphones, a PA system, and whatever visual support you need. In short, we’ll make sure your message is seen and heard, and that the execution is smooth.
Ultimately, our team will always show up professionally and calmly while bringing stability to the event, even when the planning process is moving at 100 miles per hour.
The process.
The discovery process here is less about the creative vision for the event and more about ensuring that your expectations are understood and event needs are met. Instead of focusing on solutions and unique technological applications, we hone in on exactly what your team needs and quickly determine what equipment and talent you’ll need.
This starts by us gathering information on the venue, the speakers, the existing visuals or hard scenic, event schedules, and any specific needs, like recording or live streaming.
We immediately allocate the right equipment and talent and start working through the logistics to make sure every last detail is accounted for.
Working under this timeframe, more than anything, takes trust. We trust that our clients are giving us all the necessary information needed to set up, run, and successfully execute the event. Meanwhile, they need to be able to trust our expertise, recommendations, and team.
Whether your event is one year or one day away, our team is committed to providing best-in-class AV, a flawless technical experience, and showing up as a true event partner to you and your team. Contact us at info@aventpro.com to learn more about your options for any upcoming events!