The Effective Timeline
Working backwards from the event date, these are the non-negotiable deadlines:
- T-12 weeks: location confirmed, concept and budget approved.
- T-8 weeks: final set-up design, technical suppliers secured.
- T-4 weeks: graphics approved and in production, permits and paperwork submitted.
- T-1 week: production completed, installation and safety plans validated.
- T-24 hours: installation, technical testing, and dress rehearsal.
Budget Items
The set-up budget for a corporate event is broken down into recurring items. Forgetting one is the most common way to overspend:
- Structures: stage, platforms, backdrops, marquees, furniture.
- Technology: audio, lighting, LED walls, control room, streaming.
- Graphics and printing: backdrops, signage, welcome materials.
- Technical catering: field kitchens, systems, service areas.
- Logistics: transport, installation, dismantling, waste disposal.
- Safety and paperwork: plans, safety measures, authorisations.
Stage, Audio, and Lighting: The Visible Choices
The audience judges an event on three things: good sound, good visuals, and smooth timings. We dimension the audio system based on the actual audience and the venue's acoustics, not just on paper; we always include backup systems for microphones and the control room; and we design lighting for both the audience and for filming, because today every event also lives on video.
Permits and Safety
Depending on the location and audience, different procedures are required: usability permits, safety plans, fire prevention measures, authorisations for marquees and stages, insurance. This is the least visible part and the first to halt an event if neglected: we manage it entirely, with documentation delivered to the organiser.
Why a Single Technical Point of Contact
The creative agency and the company need a partner who can transform the concept into a safe and punctual construction site. We do exactly this: a single point of contact for structures, technical aspects, and logistics, with event direction remaining with those who lead it.
Frequently asked questions
- Do you work with communication agencies?
- Yes, it's one of our typical collaborations: the agency brings the concept and the client, we handle the set-up, technical aspects, and site management. We can operate in white label.
- How much notice is needed for an event for 300 people?
- For an uncompromising result, 8-12 weeks are needed; we are also equipped for tighter schedules, but the available choices will be reduced.
- Do you also manage outdoor events?
- Yes: marquees, covers, flooring, generators, and contingency weather plans are part of our regular work.
Translated from the Italian original. Contact us for the official version.