The Economics of ProductionThe Economics of Production

Gary VlkBethany Johnson

Gary VlkBethany Johnson

Please choose the answer on screen

that best describes your experience with

event production.

GoalsGoals

Today’s WebinarToday’s WebinarEnsure you get the most out of your production dollarsDo more with lessDiscover major cost drivers in event productionIdentify where savings occur and costs increaseLearn how to choose a production partner

Ensure you get the most out of your production dollarsDo more with lessDiscover major cost drivers in event productionIdentify where savings occur and costs increaseLearn how to choose a production partner

Goals

Major Cost Drivers in Event

Production

Major Cost Drivers in Event

Production

LaborLaborRoom access (load-in/out)Union requirements• Pay grades• Jurisdictions• Straight time• Overtime• Meal penalties• Short turn: < 8 continuous hours “off the clock”• Days of week and holidays• Steward

Room access (load-in/out)Union requirements• Pay grades• Jurisdictions• Straight time• Overtime• Meal penalties• Short turn: < 8 continuous hours “off the clock”• Days of week and holidays• Steward

Major Cost Drivers

Staging and EquipmentStaging and EquipmentMajor areas• Lighting• Audio• Video• Scenic• Rigging• Power

Latest technologyBack-up strategy/redundancy

Major areas• Lighting• Audio• Video• Scenic• Rigging• Power

Latest technologyBack-up strategy/redundancy

Major Cost Drivers

Content and Program NeedsContent and Program NeedsContent development• Media (music, video, graphics)• Scripting/teleprompter• Creative/interactive elements (talent/entertainment,

audience response system)Special needs of program• Broadcast (webcast or simulcast)• Green rooms/make-up• Rehearsal or offline rooms• Data networking and Internet requirements• Documentation (is video footage needed for later?)

Content development• Media (music, video, graphics)• Scripting/teleprompter• Creative/interactive elements (talent/entertainment,

audience response system)Special needs of program• Broadcast (webcast or simulcast)• Green rooms/make-up• Rehearsal or offline rooms• Data networking and Internet requirements• Documentation (is video footage needed for later?)

Major Cost Drivers

What aspect of production has been

most difficult to manage?

What makes production

costs increase?

Where can savings occur?

What makes production

costs increase?

Where can savings occur?

LogisticsLogisticsSession timesAccess timesExtending sessions (pre-planned change) or diverting from schedule (on-site change)Maximizing use of roomPower, Internet and rigging

Session timesAccess timesExtending sessions (pre-planned change) or diverting from schedule (on-site change)Maximizing use of roomPower, Internet and rigging

Cost Increases and Savings

Content and ProcessContent and ProcessStrategy alignment and message development• Scripting and PowerPoint

Last minute changesAdhering to deadlinesAdding teleprompter/scripting or changing format last minute

• Investment for 3rd party consultationRehearsals• Presentations prepared• Offline room• Presenters ready at appropriate times• Executives’ expectations of schedule

Strategy alignment and message development• Scripting and PowerPoint

Last minute changesAdhering to deadlinesAdding teleprompter/scripting or changing format last minute

• Investment for 3rd party consultationRehearsals• Presentations prepared• Offline room• Presenters ready at appropriate times• Executives’ expectations of schedule

Cost Increases and Savings

Program Technical NeedsProgram Technical NeedsAudio needs related to creative elements• Music• Voice overs• Talent (technical rider, rehearsals)

Video• Formats• Approvals for pre-produced material• Post-show needs• Relationship with lighting

Audio needs related to creative elements• Music• Voice overs• Talent (technical rider, rehearsals)

Video• Formats• Approvals for pre-produced material• Post-show needs• Relationship with lighting

Cost Increases and Savings

Last Minute ChangesLast Minute ChangesStage set affecting other departments (pre-production)Extending rehearsal timeChanges to show scheduleQuantity of presentersChanges to order of program that require additional technical rehearsals

Stage set affecting other departments (pre-production)Extending rehearsal timeChanges to show scheduleQuantity of presentersChanges to order of program that require additional technical rehearsals

Cost Increases and Savings

What Do I Really Need?

What Do I Really Need?

What Do I Really Need?What Do I Really Need?People need to see and hear• Audio system appropriate for room/audience• Sufficient lighting• Video equipment based on room size and program

Simple stage, but proportionate to audience size and show elementsClearComm (headsets) for crewCrew positions• Stage manager, technical director, audio engineer,

lighting director, video director, graphic operator (if applicable)

People need to see and hear• Audio system appropriate for room/audience• Sufficient lighting• Video equipment based on room size and program

Simple stage, but proportionate to audience size and show elementsClearComm (headsets) for crewCrew positions• Stage manager, technical director, audio engineer,

lighting director, video director, graphic operator (if applicable)

How Do I Avoid Post-Show

Budget Surprises?

How Do I Avoid Post-Show

Budget Surprises?

Where to BeginWhere to BeginQualify expectations and set goals• Stakeholders

AudienceExecutivesExecutive sponsor

• Know, Feel, DoManage perception of dollars spent

Qualify expectations and set goals• Stakeholders

AudienceExecutivesExecutive sponsor

• Know, Feel, DoManage perception of dollars spent

Avoiding Post-ShowBudget Surprises

Where to BeginWhere to BeginUnderstand your internal culture• Ability to make deadlines• Approval processes• Schedules• Internal marketing/branding initiatives

Understand your internal culture• Ability to make deadlines• Approval processes• Schedules• Internal marketing/branding initiatives

Avoiding Post-ShowBudget Surprises

Where to BeginWhere to BeginDevelop event architecture earlyDesign general session agendaConduct site selection• Consider architecture when selecting venues• Consult production company early• Check venue accessibility

Develop event architecture earlyDesign general session agendaConduct site selection• Consider architecture when selecting venues• Consult production company early• Check venue accessibility

Avoiding Post-ShowBudget Surprises

CommunicationCommunicationCommunication with venue and production provider• Communicate repercussions of every change• Document everything!

Parameters• Detail the parameters set• Keep record of your labor/production schedule

Request regular updates to investment (during pre-production and on-site)

Communication with venue and production provider• Communicate repercussions of every change• Document everything!

Parameters• Detail the parameters set• Keep record of your labor/production schedule

Request regular updates to investment (during pre-production and on-site)

Avoiding Post-ShowBudget Surprises

Working with Production

Companies

Working with Production

Companies

When is the Timing Right for aProduction Partner?When is the Timing Right for aProduction Partner?

Bandwidth• Quantity or timing of event exceeds internal

resourcesProduction expertiseIntroduction of fresh, creative ideasDiscovering new resources• Talent, creative elements, technical needs,

teambuilding, interactivity, broadcasting

Bandwidth• Quantity or timing of event exceeds internal

resourcesProduction expertiseIntroduction of fresh, creative ideasDiscovering new resources• Talent, creative elements, technical needs,

teambuilding, interactivity, broadcasting

Partnerships

Forming a SuccessfulProduction PartnershipForming a SuccessfulProduction Partnership

Choose a trusted partner• Fits your culture• Matches your communication style & expectations• Highly recommended

Bring them in as early as possibleAsk questions when you don’t understand• Continue expanding your production knowledge

Choose a trusted partner• Fits your culture• Matches your communication style & expectations• Highly recommended

Bring them in as early as possibleAsk questions when you don’t understand• Continue expanding your production knowledge

Partnerships

Follow-up

Follow-up surveyA copy of the webinar slides and a link to the audio file will be sent Future WebinarsEmail topic ideas to bjohnson@onesmoothstone.com

The Economics of ProductionThe Economics of Production

Gary VlkBethany Johnson

Gary VlkBethany Johnson