How can you create an adaptable event production design?

Creating an adaptable event production design is crucial for delivering a successful and memorable experience for your audience, regardless of the changing circumstances or challenges that may arise. An adaptable design is one that can adjust to different venues, formats, budgets, and expectations, while still maintaining the core vision and goals of your event. In this article, you will learn some tips and best practices on how to create an adaptable event production design, from the planning stage to the execution stage.

1 Define your objectives

The first step to creating an adaptable event production design is to define your objectives clearly and realistically. What are you trying to achieve with your event? Who is your target audience? What are the key messages and outcomes you want to communicate? How will you measure the success of your event? Having a clear and specific vision for your event will help you prioritize the most important elements of your design and make informed decisions when faced with changes or constraints.

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Julie LI - VAN DEN HENDE

Sales Excellence Consultant Coach Trainer - B2B Business Development - Strategic Partnerships and Alliances - International Trade and Expansion - Commercial Innovation and Transformation #HumanizeSales
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Take time to make sure the core of the event (objective, tone of voice and value proposition) is aligned internally and also validated by key external stakeholders (steering committee, potential sponsors, partners), and it should stay unchanged during the entire process. However, the rest can vary, shift, twist… adapt to whatever circumstances, if it’s helpful to achieve the established goals. #resultoriented

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Shaun Pierce

President @ Pierce Events
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There are many pieces to a great design. First it must be functional and meet the desired goals. Far too often I see eye catching designs that look great, but are difficult to navigate. If it's not easily accessible to users, the best looking design will fail. It's important for the designer to be able to experience the design through the users eyes. What does the arrival look like? Is the design welcoming and speak to the audience? How will a young audience compared to and older audience experience the design? One must be willing to adjust and adapt design and even forgo some elements for the target audience. Simple is often better for accessibility. Don't over design and lose sight of practicality.

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2 Choose a flexible format

The next step is to choose a flexible format for your event, one that can accommodate different scenarios and preferences. For example, you may want to consider a hybrid format, which combines both live and virtual components, to reach a wider and more diverse audience, as well as to reduce the risks of cancellation or postponement due to unforeseen events. A hybrid format also allows you to adapt to different levels of engagement, interaction, and feedback from your attendees, depending on their needs and expectations. Alternatively, you may opt for a modular format, which breaks down your event into smaller and more manageable segments, that can be delivered in different ways and times, such as pre-recorded sessions, live Q&A, workshops, networking, etc.

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3 Use scalable and adaptable technology

The third step is to use scalable and adaptable technology for your event production design, one that can support your chosen format and objectives, as well as cope with potential changes or issues. For example, you may want to use a cloud-based platform that can handle high volumes of data and traffic, as well as provide backup and security features. You may also want to use a platform that can integrate with different tools and applications, such as social media, streaming services, chatbots, polls, surveys, etc., to enhance the functionality and interactivity of your event. Additionally, you may want to use a platform that can offer customization and personalization options, such as branding, themes, layouts, etc., to create a unique and consistent look and feel for your event.

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4 Plan for contingencies

The fourth step is to plan for contingencies, or possible scenarios that may affect your event production design, such as technical glitches, venue changes, speaker cancellations, budget cuts, etc. You should have a contingency plan for each scenario, outlining the actions and alternatives you will take to minimize the impact and ensure the continuity of your event. For example, you may have backup equipment, speakers, venues, or content ready in case of emergencies. You may also have communication channels and protocols in place to inform your team, partners, and attendees of any changes or updates. Moreover, you may have contingency funds or insurance policies to cover any unexpected costs or losses.

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5 Test and evaluate

The final step is to test and evaluate your event production design, before, during, and after your event, to ensure its quality, effectiveness, and adaptability. You should test your design with a small and representative sample of your audience, to gather feedback and insights on their experience, satisfaction, and learning outcomes. You should also test your design with your team and partners, to check the functionality, reliability, and compatibility of your technology, equipment, and content. You should also evaluate your design based on the metrics and indicators you have defined for your objectives, to measure the performance, impact, and ROI of your event. Based on the results of your testing and evaluation, you should make any necessary adjustments or improvements to your design, to optimize it for your current and future events.

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Marnie Lapierre

Curating dynamic strategies to bring people and places together. Grant Writer, CTIS/CFEE/OPTIS/Consultant/Event Manager/Volunteer Management/Experience Recruiter/Conference Coordinator/Events & Festivals Speaker
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Bear in mind is the event designed to be accessible by all? Have you considered access and egress for those with mobility issues or a unwanted crush of patrons? Is there proper signage to all points of the event such as exits, food, bathrooms/Porta, potty‘s, security, event office.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Daniel Sieres-Zarabozo L.

Live Event Designer & Production Manager / Certified Aircraft Pilot
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Creating an adaptable event production design involves a few key strategies. First, develop a modular layout that allows for easy adjustments. Opt for versatile decor and staging elements that can suit different themes or purposes. Utilize technology that supports quick changes, such as adjustable lighting and customizable digital displays. Maintain clear communication channels within your team to facilitate swift decision-making and adjustments as needed. Finally, conduct thorough rehearsals and simulations to identify potential challenges and refine the adaptability of your event production design.

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How can you create an adaptable event production design?

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2

3

4

5

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1 Define your objectives

2 Choose a flexible format

3 Use scalable and adaptable technology

4 Plan for contingencies

5 Test and evaluate

6 Here’s what else to consider

Event Production

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How can you create an adaptable event production design?

1

2

3

4

5

6

1 Define your objectives

2 Choose a flexible format

3 Use scalable and adaptable technology

4 Plan for contingencies

5 Test and evaluate

6 Here’s what else to consider

Event Production

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