Event Production: What Really Happens Behind the Scenes?

Hello, EastPro Friends!

Have you ever attended a concert or a grand product launch event where everything looked so sleek and well-organized? With awesome lighting, incredible sound, a sturdy stage, and a professional feel all around? Well, behind all that is an exciting and challenging world called event production.

Event production is usually part of the work handled by an event organizer, where every element, both visual and audio, is carefully planned and executed. Let’s take a closer look at how exciting event production really is. Who knows, you might become more interested in joining the event industry or at least gain some insightful knowledge!

What is Event Production?

Event production is the process of managing an event from planning through execution, making sure everything runs smoothly. You could say it’s the heart of any event. For events handled by an event organizer (EO), the production side is managed by a dedicated team called the production team.

This team usually has strong technical skills. They understand audio, video, and stage design. In addition, the crew often has event management capabilities, flexibility, and the ability to adapt quickly.

Event production always involves various equipment and gear such as lighting, sound systems, and LED screens. To ensure a successful event, the production team must think through every detail. Without a solid team, even the most amazing event can fall apart.

Let’s Peek Into the Behind-the-Scenes Process of Event Production

To satisfy your curiosity, EastPro friends, here are the important behind-the-scenes stages of event production:

1. Technical Meeting & Briefing

Before the big day, a meeting is held between the client, EO team, and production team to align visions and technical details. Everything is discussed here, from area layout, equipment needs, to cable and power lines.

Next comes the crew briefing, usually done on the loading day. This is a crucial moment for assigning roles and explaining the event rundown to everyone involved, including the Front of House (FOH) team, who controls the audio and visuals throughout the event.

2. Loading & Setup

This process can start hours or even a day before the event. The production team arrives early at the venue to bring in equipment, assemble structures, and install systems. They begin setting up tools, building the stage, rigging, installing LEDs, and testing sound and lighting.

Everything must be on time, any delay in one part can cause a domino effect.

Setup is not something you can do carelessly. It must be done with precise calculations to ensure safety, accurate visuals, and optimal sound quality.

3. Show Time!

During the event, the production team continues to work hard behind the scenes. The lighting crew, audio team, and visual operators coordinate at FOH to run the show according to the rundown.

They’re also always ready with a backup plan in case of technical issues. In short, they have to stay alert throughout the event.

4. Load Out (Teardown)

Once the event ends, the work isn’t over yet, friends. The production team immediately moves on to dismantling and packing up the equipment. This usually takes place in the middle of the night or early morning, depending on when the event ends.

Tired? Absolutely. But there’s a unique satisfaction when everything goes smoothly.

The success of an event highly depends on how the production team manages everything from beginning to end. It all has to be well-conceptualized to ensure a seamless final result.

Some Essential Equipment in Event Production

Here are a few pieces of equipment commonly used in event production:

1. Stage (Stage Design)

The stage is the main area where performers, MCs, or speakers appear. The stage can be customized to match the event theme, some are simple, while others feature tiered structures or moving parts. Stage equipment includes: main stage, backdrop, tables and chairs, canopies, and decorations.

2. LED Screen (Visual Elements)

Nowadays, LED screens are a must-have visual element at many events, from corporate backdrops to giant LED displays at concerts. These visuals are often used as stage backgrounds, video players, or cool effects that boost the atmosphere.

3. Audio System

Speakers, audio mixers, microphones (both wired and wireless), amplifiers, music players, and audio recorders.

4. Lighting System

Stage lights, spotlights, effect lighting, and backdrop lighting.

There’s usually a special setup called rigging, or hanging structures above the stage to support lighting, speakers, or LEDs.

Current Trends in Event Production

EastPro friends, the event production world also has some trending design styles right now. Here are a few examples:

• Modular Stage Design: More flexible and customizable according to the event theme.
• Interactive Visuals: Using LED screens and eye-catching video mapping.
• Wireless Systems: Practical and more aesthetic thanks to cleaner setups.
• Lighting Shows: Light setups that can “dance” in sync with music or event narratives.

These trends make events not just cool but unforgettable.

The Importance of Working with a Professional Production Team

Event production is not only about good event management and having complete tools. It’s also about experience, attention to detail, and team chemistry. An event can fail if the technical aspects aren’t handled properly, like the lights failing, mics cutting out, or LEDs not syncing with the rundown.

That’s why it’s so important to choose a reliable production team that’s experienced in handling everything from small-scale to large-scale events.

So, if you’re looking for a production team for a company event, concert, exhibition, or product launch, EastPro is the perfect partner! With a highly experienced production team, every process from loading, setup, to showtime is guaranteed to go smoothly. As the best event organizer in Jakarta, EastPro’s production team knows exactly how to keep things running on track, and most importantly, they won’t panic when the event is underway!

So, if you already have an idea or concept, don’t wait, start discussing your brief with EastPro Event Organizer. Everything will be packaged into an awesome event with a professional touch behind the scenes.
Let’s make your dream event happen now!