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Mounting a Production Event Whether the kind of attendance of an event is a huge crowd or a small gathering, for it to succeed, an event manager should be assigned to handle practically everything that has got to do with putting up a show or presentation, one who is a professional and into this business of mounting an event. To mount a successful a event, it is essential that the event manager and producer of the event must be actively involved in the planning, such that during the deliberations of planning the event, the following factors are covered, such as: logistics, equipment and crew, audio needs, slides and projector, lighting needs, video production, technology and electricity. A vital point in the planning of an event is logistics and the event manager must put every detail in the checklist of the following: the event set-up, food and beverages, transportation and safety. Basically, the logistical details include the following: the event set-up includes the specific room or venue for setting-up, tables, size and quantity, linens, chairs, trash cans, special lighting and/or sound equipment, signage, stage or dance floor, technical needs, curtains, golf carts for transportation; food and beverages cover catering service or food provided by the restaurant where the event will take place or food purchased externally or homemade food; transportation of presenters and important guests, as well as the production crew; safety covers event insurance, activities that pose risks to participants and spectators, collection of money like in a concert or show.
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Before the event is about to be put up, it is important that the event manager arranges for a time for everyone concerned to get to know one another, including the tasks that have assigned to each one, and someone assigned by the event manager to have a checklist of the equipment that will be needed for the show.
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An event manager should assign one leader for each team in the following departments: audio, slides and projector, lighting, video production, and technology devices, and electricity, to be in charge of seeing to it that the specific equipment works and operational and that they are checked and tested before the show begins. One last area of concerned and which is also important is the establishment of a communication device between the event manager and the crew so instructions are sent clearly to each one concerned; therefore, a communication device must be used, if possible, a system that allows for overlapping of a dialogue, so every detail is checked by the manager.