Last week’s blog referenced “proven process” and “flexibility”. Despite the seeming opposition, those terms actually go hand-in-hand. Here’s a deeper dive into our process plus the difference between flexibility and reckless compromise …
This is our first opportunity to discuss your event. Whether it’s still a concept or you’re ready to dig into the details with our experts, this is where we get started on every project.
Encompass uses the same Discovery Form for every event (it’s also available online for clients that prefer submitting their RFPs before talking to a human). No matter how this information enters our process, it’s then forwarded to the sales team. The sales team decides who handles the next steps based on expertise and availability.
By now, we’ve assigned someone to be your primary sales contact for this event. They may only process a rental quote or become your new best friend … it all depends on what you need.
We work with your team to gather information needed to generate a formal proposal and lay the foundation for your event. The process varies slightly for dry-hire rentals, in-person events, and virtual events but common items we gather include …
– Ideal outcomes and estimated budget
– Request for Quote (RFQ) if available
– CAD drawings and/or renderings if available and applicable
With this information, we use several tools to deliver a comprehensive proposal and develop a timeline for follow up activities to ensure we’re attentive to your needs.
Upon confirmation, you’ll be introduced to the Project Manager that will guide you through the operational phases of our process.
Planning (or Design) Phase
Ours teams collaborate on everything from CAD planning to platform customization. Our goal is to become a seamless extension of your organization throughout this process. Some tasks that happen during this phase include …
– Begin a Gantt Chart to outline milestones and track progress
– Create a shared folder with CAD plans, Production Schedules, pre-produced content, and other items everyone can access
– Scrub order(s) for accuracy and completeness
– Submit labor and cross rental request to Resource Coordinator
– Book air and accommodations
– Issue Per Diems
– Generate and deliver a detailed Crew Letter
Progress is tracked using a Gantt Chart and stored in a shared folder for complete transparency. Weekly meetings are often scheduled so stakeholders can update each other. At a minimum, we schedule one pre-production meeting shortly before the event to ensure everyone is prepared (this includes venues and other folks that might not have been deeply involved to-date).
Project (or Deploy) Phase
What it’s all about … delivering your message! With the right plan and team in place, shows become the easiest step in our process. Of course, the inevitable curveballs are handled too.
Depending on scope, the Project Manager isn’t always onsite but they remain involved by monitoring logistics, travel, crewing, and overall event progress through conversations with department heads and the client.
As important as any other step, our teams come together after the project to discuss variations and outcomes to ensure mutual success in the future.
The Project Manager double checks every step has been completed and organizes the shared folder prior to a post-production meeting. The meeting typically happens within a few days of the event being completed and is still fresh in everyone’s mind. Successes, challenges, changes in scope, and budget are discussed and documented.
Thank You Phase
It’s a huge part of our culture to genuinely say, “thank you” and ask how we can improve your next experience. Our success is a direct result of yours and we value mutually-beneficial relationships.
Someone working directly with your team sends a hand-written thank you note. Their personal perspective and experience throughout the event develops a deeper relationship for our next opportunity together.
This is a small look into of the 50+ tasks that comprise our process. Organization is crucial to the success of an event and allows for more flexibility than you’d think. Developing a process takes time and dedication but having a process saves time and reduces stress … it’s a worthwhile task for sure!
Pro Tip: Flexibility versus Reckless Compromise
With so much structure in place, it’s actually easier to be flexible when the moment arises. Here’s an example …
Two days prior to an event, the venue becomes unavailable (unfortunately, it happens). Before everyone panics, what’s really changed?
Contact information (and contract if you’re responsible for that)
Stayed the Same
Event Experts from Both Teams
Terms and Scheduled Payments
Sure, there are a few hoops to jump through but your process identifies what needs to happen and who’s responsible for seeing it through.
At Encompass, we have unique backgrounds that situate us perfectly to produce high end and complex offerings. We’ve worked in broadcast television, touring entertainment, live sporting events, and countless convention facilities across the country.
We have technical design experience and a disciplined process in place that allows us to easily scale events and shift from in-person to virtual without angst. There isn’t much that’s beyond our scope and we love the intensity of putting on events!
If you’re a planner working to create an event, seeking help with virtual event technology, or simply want to learn more … we can help! Sign up below to receive our updates (we promise to keep your contact information secure and won’t “overshare”).