Don’t worry, we’re not talking about your taxes, we mean an event planning audit!
Planning and producing an event can be overwhelming, with continually updating technology, industry trends, and perpetual expectations to improve the audience experience each year. That’s why you hire a team like HC2 to take each step alongside your company to ensure your goals and visions are aligned. Our objective is to execute your ideas fully and provide the necessary resources to succeed.
So, what exactly does this planning process look like from the HC2 lens?
Step 1: Initial Audit
Whether you’re planning a product launch or an annual conference, every event has its own unique set of challenges that must be addressed. We’re tackling it all, from big-picture discovery to the finer details such as timing, space limitations, audience, visuals, technology resources, and staffing. We take the time to examine your last event, review what went well and what needs improvement, and then determine key steps to make the next affair shine. Whether your end goal is to educate, motivate, or call your teams and customers to action, HC2 is here to make it happen. Through our dedication to pushing the boundaries of traditional event production, we ensure that we’re not only finding solutions to the challenges outlined in the audit but also infusing our plans with creativity and cutting-edge technology.
Step 2: Budget Structuring
The more HC2 knows about your vision, the more precisely we can detail each event component to align within the allocated funds. Each budget line item creates transparency and becomes a measure by which our plans and deliverables meet your objectives.
Step 3: Timeline Creation
With the audit complete, the budget outlined, and a strategy to execute it all, we’re now equipped to develop a timeline. Aligned with your objectives, this roadmap includes all aspects of the event, ensuring seamless execution with measurable results.
Step 4: Sourcing
We’re only as good as the people behind us. HC2 takes a regional approach to staffing an event, sourcing necessary labor or equipment from trusted partners in our network who are in close proximity to the event location. This tactic allows us to reduce cost, build loyalty among local personnel, and reduce our carbon footprint—all of which benefit you, our client.
Step 5: Project Check-Ins
Regular check-in meetings are essential for the program’s success. Maintaining an open line of communication allows the team to review deliverables, confirm deadlines, discuss any changes, and stay focused on assigned tasks.
Step 6: Measuring Success
One of the most essential pieces of this entire planning process is the post-show debrief, which we break into four categories:
- Attendee Survey – Did the event hit the mark? We work with you to carefully craft a meaningful attendee survey to verify that the messaging and event objectives were met.
- Client Feedback – We value your feedback, whether it’s praise or constructive criticism, and use it to refine our future programs with you. For us, it’s all about our working relationship.
- Budget Wrap – Dotting the ‘I’s and crossing the ‘T’s, we deliver a final reconciled budget for your records.
- Client Deliverables – The last step! We compile and deliver any digital assets and content captured during the event to you for archiving and/or distribution to your audience.
And that’s a wrap! If you’re ready to make your next event the most memorable yet, contact us at Hello@HC2Productions.com to see how we can help elevate your next event.
