“Las Vegas deserves a premier event company that gives event producers a localized, highly skilled labor force, capable of building intricate outdoor structures that enhance every aspect of the fan’s experience,” said Ryan Choura, CEO of Choura Events. “When a large outdoor event is produced in Las Vegas, many assets must be shipped across state lines, typically from places like Florida, Wisconsin, and California, adding unneeded time and expense to every build. We want to streamline this process by offering an alternative that cuts excess costs, relieving some of the budgetary strains many event producers feel in the postpandemic era. We’re planting roots in Las Vegas to be a key part of the city’s outdoor event landscape and demonstrate our commitment to our industry’s growth in one of the nation’s most vibrant and iconic event locations.”

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Introduction

High-end hospitality symbolizes an intricate balance between sophistication, luxury, and unparalleled service. It is a realm where every detail is curated with precision, and each moment is crafted for a memorable experience. Choura stands at the forefront of delivering this essence, ensuring each event resonates with the hallmark of top notch hospitality. Let’s uncover the facets of Choura’s approach to this luxury domain.

The Essence of Decor

The ambiance plays a pivotal role in defining high-end hospitality. At Choura, we immerse ourselves in crafting a decor that whispers opulence and exclusivity. It’s not just about creating an attractive setting; it’s about evoking emotions, conveying a narrative, and creating a backdrop that epitomizes luxury.

Service: The Heartbeat of High-End Hospitality:

A key pillar of high-end hospitality is the caliber of service. At Choura, we elevate this element to an art form. Our team, armed with a keen eye for detail, strives to anticipate and cater to every nuanced need. From seamless interactions to ensuring each guest feels treasured, our service ethos embodies the essence of luxury.

Merging Luxury with Practicality:

High-end hospitality is more than lavishness; it’s about offering an unparalleled experience. Choura’s premium offerings ensure this, from opulent seating arrangements to the most elegant of car shows, Concours d’Elegance. Further accentuating our commitment to an elite experience, our services like barricades and crowd control ensure exclusivity, making every event an epitome of sophistication.

Sustainable Elegance

Luxury and sustainability can harmoniously coexist. Choura’s initiative in Pebble Beach Concours d’Elegance exemplifies this synergy. Our dedication to a cleaner carbon footprint is evident in our new equipment yard, a testament to our vision of providing luxury services that are conscientious and eco-aware.

Conclusion:

High-end hospitality is more than a term; it’s an experience, an art, a commitment to excellence. Choura takes pride in sculpting events that aren’t just occasions but are memories draped in luxury. With a steadfast focus on high-end hospitality, we invite you to partake in events that are a class apart.

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To help you with this challenge, we’ve come up with a quick and easy guide to help you find the right stage for your concert. Whether you’re putting on a small community performance or a large festival, we’ll help you get the show started!

End Stages

Strengths:

• Great for smaller venues.
• Simple to set up and take down.

Weaknesses:

• Not as much control over the acoustics, so the music may sound different depending on where your venue is.

End stages are fantastic for creating a raised spot for your musicians to play just about anywhere. They are really easy to set up as the stage and the scaffolding can be created off site and built out pretty much anywhere you need a stage. The flexibility of where you can set these concert stages is truly what makes the end stage a great choice!

Thrust Stages

Strengths:

• Creates an immersive experience for performers and audience members.
• Similar to the end stage, thrust stages can be created off-site and assembled in a variety of locations.

Weaknesses:

• Shape of the thrust stage may make it difficult to create in certain areas, making it less flexible than the end stage.

One of the best stages to use to create an experience like no other are thrust stages. With thrust stages, the audience is not relegated to just the front side of the stage. They can gather along 3 sides, as the design of thrust stages almost resemble the shape of a capital “T.” Performers can practically walk out into the crowd as they’re playing, which can be thrilling for everyone!

Arena Stages

Strengths:

• Performer is surrounded on all four sides, making for a completely immersive experience for performers and audience.
• Great for setting up in stadium venues with a lot of space for people to stand all around the stage.

Weaknesses:

• Moving performers off and on stage can get tricky as there are no off-stage areas due to being surrounded on all four sides

Arena stages are the pinnacle of stadium concert stages. These are perfect for setting up on a football field because you can fill the entire crowd all around the stage during the concert. Like end stages, they are very easy to set up and can be placed pretty much anywhere! The trickiest thing for arena stages is that they make security and moving performers on and off the stage a bit more difficult.

Flexible Theatre Stages

Strengths:

• Very easy to customize to the venue space.
• Ideal for minimalist performers.

Weaknesses:

• Rather small and difficult to light as they don’t usually come with lighting due to their small size.

As the name implies, the flexible theatre is one of the most versatile stages out there. Their small, minimalist nature allows for performers to lean into their audience engagement skills as there isn’t room for many props during the concert at all. This makes for a very intimate experience between performers and audience as there is simply a black box that the performer plays upon to entertain the crowd.

Open Air Stages

Strengths:

• Creates a space that feels natural as there is plenty of fresh air moving throughout the theatre area.
• You can capitalize on the beauty of the area to help provide a peaceful or fun ambiance to performers and audience alike.

Weaknesses:

• Due to the outdoor nature, you’re often subject to the weather, causing show cancellations in the event of inclement weather.

Some of the best concert stages in the world are open air stages. A great example is Red Rocks Amphitheatre in Morrison, Colorado. The stage was created back in the 1930s by the Civilian Conservation Corps and has served as a premiere concert venue for many years. Seating is wide open and ascends up the side of a hill, giving everyone a great view of the stage. Plus, the views are absolutely phenomenal! The only bad part about open air stages like Red Rocks is that when the weather doesn’t cooperate, you’re kind of out of luck for the show.

Final Thoughts

Now that you’ve learned a bit more about the different types of concert stages out there, you’ll have a much better frame of reference to go off of when booking your next concert. You’ll have a way to communicate with the performers and be able to understand what their needs are and how you can meet them.

You’ll also have a better idea of which stage profiles will suit the music venue you plan on using as well. All of which will help you put on a great show that people will enjoy and create lifelong memories at! Let us know how we can help you with your next show.

Tap here for more information on event fabrication in Los Angeles.

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Flexibility and Customization

Embrace Unmatched Flexibility and Tailored Designs for Your Event Spaces

When it comes to temporary structures, you have the freedom to unleash your creativity and design event spaces that perfectly align with your vision. With a wide range of customizable options, these structures offer unparalleled flexibility, allowing you to create unique and tailored environments that leave a lasting impression on your attendees. Whether it’s configuring the layout, choosing specific features, or incorporating branding elements, these structures empower you to bring your event concept to life in the most customized and impactful way possible. Let your imagination run wild as you explore the endless possibilities of flexibility and customization offered by temporary structures.

Cost-Effectiveness and Scalability

Unlock Affordability and Seamlessly Scalable Event Spaces

Short-term structures are not only cost-effective but also offer a scalable solution for events. With lower upfront investment and no long-term maintenance costs, these structures provide a budget-friendly option. Moreover, their inherent scalability allows for easy adjustments to accommodate events of different sizes, ensuring optimal space utilization and flexibility for event organizers. Experience the benefits of cost-effectiveness and scalability with temporary structures for your next event.

Versatility and Functionality

Discover Versatile and Functional Solutions for Your Event Needs

Impermanent structures offer unmatched versatility and functionality, catering to a wide range of event requirements. From transforming into exhibition halls and conference venues to serving as stages, VIP lounges, or catering areas, these structures adapt effortlessly. Their ability to create different zones within the event space ensures optimal utilization and customization to suit specific needs and activities. With temporary structures, you have the flexibility to design a dynamic and multi-purpose event environment that maximizes functionality and creates an unforgettable experience for your attendees.

Customization and Branding

Infuse Your Event with Personalized Touches and Memorable Branding

Interim structures provide a blank canvas for your creativity, allowing you to customize and brand event spaces. Incorporate your unique decor, interior designs, and branding elements to create a cohesive and immersive experience for attendees. From captivating visuals to branded signage, these structures enable you to leave a lasting impression and showcase your event’s theme or corporate identity. Elevate your event to new heights by harnessing the power of customization and branding with temporary structures.

Rapid Deployment and Mobility

Effortless Setup and Convenient Mobility for Streamlined Event Execution

Intermittent structures offer the advantage of rapid deployment, ensuring efficient event planning and execution. With their easy assembly and disassembly, they significantly reduce setup and teardown time compared to permanent structures. Additionally, their mobility allows for convenient relocation and reuse, minimizing environmental impact and supporting sustainable event practices. Experience the convenience of rapid deployment and effortless mobility with temporary structures, making event logistics smoother than ever.

Compliance and Safety

Prioritize Safety and Regulatory Compliance

Temporary structures prioritize safety by adhering to local building codes and regulations. They can be designed to incorporate essential safety features such as fire exits, emergency lighting, and accessibility provisions. Ensuring compliance with regulatory requirements not only protects event attendees but also provides peace of mind for organizers. With temporary structures, you can confidently host your event knowing that safety and compliance are top priorities.

Innovation and Creativity

Embrace Innovation and Create Unforgettable Experiences

Temporary structures foster innovation and creativity in event design. With innovative construction methods, materials, and technologies, these structures enable event organizers to push boundaries and create immersive experiences. From experimental concepts to cutting-edge technologies, temporary structures offer endless possibilities for event professionals to think outside the box and deliver memorable experiences that captivate attendees.

Auxiliary Infrastructure Solutions

Enhance Event Functionality with Auxiliary Infrastructure

Temporary structures offer more than just event spaces. They can provide auxiliary infrastructure such as restroom facilities, storage areas, ticket booths, and security checkpoints. By integrating these additional elements, temporary structures enhance the overall functionality and logistical efficiency of large-scale events. Experience seamless event operations and optimized attendee experiences with the support of auxiliary infrastructure solutions offered by temporary structures.

Considerations and Limitations

Addressing Factors for Successful Implementation

While temporary structures offer numerous benefits, it’s essential to consider factors such as weather resistance, noise insulation, and proper planning and coordination during setup and takedown processes. Addressing these considerations ensures a successful implementation of temporary structures and helps overcome any limitations that may arise. By carefully planning and managing these factors, you can maximize the advantages of temporary structures and create unforgettable events.

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Define the Purpose and Objectives

Clearly defining the purpose and objectives of your outdoor event is crucial. This clarity will guide your decision-making process, including the event’s format, target audience, and overall structure. Keep the purpose and objectives concise and measurable to stay focused and ensure a successful outcome.

Choose the Right Venue

Selecting a suitable outdoor venue sets the foundation for your event’s success. Consider factors such as the venue’s alignment with your event’s theme, its capacity to accommodate expected attendance, accessibility, amenities, parking availability, permits required, and weather contingencies. Choose a venue that caters to your event’s needs and enhances the overall experience for attendees.

Set a Realistic Budget

Determining a realistic budget early on is crucial for effective event planning. Allocate funds to different aspects, including venue rental, decorations, entertainment, food and beverages, marketing, permits, and staff. Don’t forget to plan for unexpected expenses by setting aside a contingency budget. Adhering to a well-planned budget ensures financial stability throughout the event planning process.

Develop a Comprehensive Timeline

Create a detailed timeline that encompasses all the necessary tasks, deadlines, and milestones leading up to the event. A comprehensive timeline helps you stay organized, meet crucial deadlines, and ensure that all aspects of the event are planned and executed in a timely manner. Regularly review and update the timeline to reflect any changes or adjustments.

Create a Solid Event Plan

Develop a comprehensive event plan that outlines all key details, including the event schedule, activities, logistics, staffing, safety measures, and contingency plans. This plan serves as a roadmap throughout the planning process and on the day of the event, ensuring smooth execution and minimizing potential setbacks.

Obtain Necessary Permits and Insurance

Research and obtain any permits or licenses required for your outdoor event, such as permits for alcohol, food service, music, or parking. Additionally, consider event insurance to protect against unforeseen incidents. Adhering to legal and safety requirements gives you peace of mind and ensures a seamless event experience.

Consider Logistics and Infrastructure

Evaluate the logistical requirements of your outdoor event. Plan seating arrangements, stage or performance areas, lighting, sound equipment, restroom facilities, waste management, and power supply. Ensuring proper logistics and infrastructure will contribute to the smooth flow and success of your event.

Arrange for Appropriate Vendors and Suppliers

Select reliable vendors and suppliers for services such as catering, equipment rentals, security, transportation, and waste management. Obtain multiple quotes, review contracts carefully, and clearly communicate your expectations. Effective vendor and supplier coordination guarantees the timely delivery of services and contributes to a memorable event experience.

Promote the Event Effectively

Develop a comprehensive marketing and promotion strategy to generate buzz and maximize attendance. Utilize online platforms, social media, email marketing, local advertising, and partnerships with relevant organizations to reach your target audience. Consider creating a dedicated event website or page for streamlined registration and information sharing.

Prepare for Contingencies

Outdoor events are susceptible to weather conditions, so it’s crucial to have contingency plans in place. Consider alternative indoor venues or set up tents, umbrellas, or other shelter options to protect attendees from inclement weather. Have backup plans for entertainment, power supply, and logistical challenges that may arise. Flexibility is key in adapting to unexpected circumstances.

Ensure Guest Comfort and Safety, Plus COVID-19 Tips

Prioritize guest comfort and safety throughout the event. Provide ample seating, shade, water stations, and rest areas to enhance the attendee experience. Implement crowd control measures, establish emergency exits, arrange for first aid services, and employ security personnel to ensure a safe environment for everyone.

Amidst the COVID-19 pandemic, prioritize guest safety with these tips:

By following these guidelines, ensure a safe and comfortable event experience.

Coordinate Event Logistics and Staff

Assign specific responsibilities to a competent event team or volunteers. Clearly communicate roles, responsibilities, and schedules to ensure smooth coordination and execution of tasks during the event. Regularly check in with the team and provide necessary support to ensure all aspects of the event run seamlessly.

Evaluate and Learn from the Experience

Gather feedback from attendees, volunteers, and staff after the event. Assess the success of the event against the defined objectives. Identify areas for improvement and take note of lessons learned to enhance future outdoor events. Continuous evaluation and learning contributes to the growth and improvement of your event planning skills.

Conclusion:

Thorough planning, attention to detail, and effective communication are key to organizing a successful outdoor event. By following the tips and strategies outlined in this guide, you’ll be well-equipped to plan and execute a memorable event that exceeds the expectations of your attendees. Embrace the challenges and opportunities that come with outdoor event planning, and remember to enjoy the process along the way. Best of luck with your outdoor event planning endeavors!

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Small vs Large Concert Venues: Comparing Different Types

• Stadiums. The largest venues for concerts, with many stadiums offering seating for up to 30,000+ people. Most of these multipurpose, large venues primarily host sporting events and are not designed with concert specific facilities. Concert preparation requires extensive set up and tear down, but can lead to expansive, memorable performances.
• Amphitheaters. Unlike stadiums, amphitheaters are usually designed for concerts and other musical performances. These are open-air venues that can host anywhere from 5,000 to 30,000 people.
• Festival Grounds. These are outdoor facilities that primarily accommodate seasonal entertainment events, such as county fairs and music festivals. Music festivals are organized events, usually multi-day, featuring performances by various artists. Depending on the location, these venues can accommodate between 10,000 and 120,000 concertgoers.
• Arenas. There can be a lot of overlap between stadiums and arenas, but arenas are typically enclosed, whereas stadiums can be open-air. These multipurpose facilities usually seat between 5,000 and 20,000 people.
• Mid-Sized Music Venues. Unlike most of the venues listed above, this type of facility is designed for concerts and features a permanent stage. Mid-sized music venues typically hold between 1,000 and 6,500 people.
• Small-Sized Music Venues. This type of indoor venue almost always has a permanent stage, with a typical seating capacity of less than 1,000.

Advantages of a Small Venue

From an Attendee’s Perspective

• More intimate. One of the biggest perks of attending a concert at a smaller venue is you’re closer to the band! Even if you’re not in the first few rows, chances are you still have a pretty great view and are actually able to make out who’s who on the stage. Depending on the artist, you might even have a better chance of meeting the band. This also often means shorter ticket lines, that you’re less likely of losing your friends, and sometimes better sound quality.
• Price. Ticket prices are generally cheaper for smaller venues, and many shows only offer one type of general admission ticket at a single price. Refreshments are more likely to be cheaper at these venues.

From an Organizer’s Perspective

• Permanent stage. Many of the smaller concert venues have a built-in stage ready for the performers, requiring less preparation, set up, and tear down before and after the show.
• Price. It is significantly cheaper to book out a smaller venue than a larger one.

Disadvantages of a Small Venue

From an Attendee’s Perspective

• Standing. Many of these venues offer general admission and are standing room only. While many concertgoers prefer to stand in order to get a better view of the artist, it can be nice (or necessary) to have the option to sit when needed.
• You need to show up early to get a good spot. One of the downsides of standing room only is that it can be difficult to grab a good spot. Most of the time, you need to show up early, before the doors open. Once you’ve found your spot, you’ve got to stay there. If you need to leave to use the restroom or get food, you’ll likely lose your spot.
• It can get claustrophobic. Unfortunately, when attending a standing room only concert, you essentially give up your right to personal space. Although being in the middle of the excitement is part of the fun, it can get uncomfortable.

From an Organizer’s Perspective

• Less promotion. Playing shows at smaller venues doesn’t come with same promotion and a publicity that playing a larger venue does.
• Limited resources. Many smaller venues may be limited in the resources they can offer, meaning the artist will have to provide a lot of their own equipment.
• Less revenue. A smaller number of tickets sold means less money made.

Advantages of a Large Venue

From an Attendee’s Perspective

• Better sound, equipment, and effects. The bigger venues are where most acts bring out the big guns. If you attend a show at a stadium or amphitheater, you’re more likely to see effects such as pyrotechnics, backup dancers, bigger names, larger bands, and more of a performance.
• Premium seating areas. If you have the cash, you can splurge on premium seating. Whether that means you’re in a dedicated box or a VIP section consisting of the first few rows can vary, but either way…you’re not in the nosebleeds!
• Multi-use areas. Concerts held in big stadiums are usually catering towards large metropolitan areas as a whole. For some fans in small towns or more remote areas, their favorite band playing the stadium in the major city three hours away may be their only chance to see them. This means that many people will be traveling for the concert and making a full day of it can be much more fun (and fuel efficient) than showing up at the concert an hour before and leaving right after the show. These multi-use areas are often filled with merchandise stands, activities for fans, lots of delicious food vendors, lounging areas, and more.

From an Organizer’s Perspective

• Better publicity. Stadiums, amphitheaters, and arenas are generally well known. If an act is headlining a larger venue, word will often spread simply by way of prestige. Concerts are also usually advertised during other events held at the venue, such as sporting events.
• More revenue. More seats mean more money. Stadiums often have a floor area that can be used to add more seating as well as a general admission floor. The multi-use areas mentioned above can also be used for additional revenue streams.

Disadvantages of a Large Venue

From an Attendee’s Perspective

• Lines. Larger capacity means you’ll have to navigate through more people. That includes long lines for ticketing, parking, security, refreshments, using the restroom, and more.
• Cost. Tickets for shows at larger venues tend to be more expensive than those at smaller ones. While you might have more options to select where you sit, it costs a pretty penny to do so.
• Sound can be distorted. Despite often having much better equipment, the sound in larger venue can be delayed or distorted as it has nothing to bounce off of. Keep in mind, some artists will be better suited for larger or smaller venues.
• Expensive refreshments. Planning to buy some food and drinks at the show? Be prepared to fork over some cash!

From an Organizer’s Perspective

• Higher overhead. There are much higher costs associated with organizing a show at a larger venue. However, most acts booking these venues have the resources to do so and will earn more than enough back in revenue.
• Extensive set up and tear down. Facilities like stadiums aren’t always optimized for concerts, meaning the stage will have to be set up from scratch and taken down after the show, including on multi-date stadium tours.

Each type of venue comes with its own set of benefits and drawbacks, and no concert venue is perfect. Just try to remember that whether your next show is at the House of Blues or Madison Square Garden, that at the end of the day, it’s all about the music.

Putting on an event soon? For event production and experience design that stands out, contact us today.

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Things to Ask Yourself

Before you start the drafting process for your next design, ask yourself the following questions:

• What will the stage hold? Consider all of the necessary equipment, such as audio-visual gear and space needed by performers.
• Who’s going to be on it? How many people are going to be performing? How many people will be on the stage at any given time? Are there parts of the show where the stage will be empty? Will the audience’s attention need to be redirected at any point?
• How accessible does the stage need to be? How many entrances and exits will it need?
• Is the show going to be indoors or outdoors? Whether the venue is indoors or outdoors can significantly influence stage design. Outdoor venues tend to provide more of a “blank canvas” for stages, meaning there’s less restrictions in terms of space. Outdoor concert stage design may also have to account for equipment and sound distortion, as there’s much less for sound to bounce off of outdoors.
• Is the concert part of a multi-date stadium tour? Many artists tour the nation to perform, with many concert tours having 50+ show dates. Tours involve lots of traveling and lots of set up and take down, and sometimes the stage will only be up for one night before its torn down, transported, and set up for the next tour date.

1. Keep the Audience’s View in Mind

At the end of the day, the concert is for the fans, so it’s most important to consider how things will look from their point of view. This includes their ability to see the artist who is performing. The most intricate, jaw-dropping designs won’t mean a thing if concertgoers aren’t able to see the people they came for.

Will the audience be looking up from a level floor section? Is there stadium seating on an incline? A balcony? A mixture of all three? You’ll need to consider every person’s or every seat’s point of view and design a stage that maximizes visibility for everyone.

Consider the dimensions of the event space as well. A venue with low ceilings may benefit from a wide stage and filling the space horizontally (and vice versa for a venue with high ceilings).

2. Create Atmosphere with Lighting and Effects

Concerts are just as visual as they are audial. The right lighting and effects can take nearly any concert stage to the next level. Music stirs up a lot of emotions and using creativity and technical expertise to reflect that onstage with a killer lighting setup helps concertgoers live in the moment. Some popular examples include multicolored strobe lights that change according to the beat for higher energy shows, and fairy lights or mood lighting for more sentimental, toned-down shows.

3. Consider Extending the Stage Forward

Including an additional platform such as a catwalk that extends into the floor section of the audience can help from both a visual and engagement standpoint. Performers can safely position themselves in the center of the audience, and audience members who are further back have an opportunity to see the performer a little better.

4. Declutter

Your audio-visual equipment comes with a lot of wires, crates, and other unsightly nuisances that can be distracting to the audience, who should be immersed in the performance. In addition to being unsightly, having unnecessary clutter around the stage can be hazardous for performers.

You can mask your clutter by getting creative with design elements such as screens, platforms, curtains, and fences. Another way to hide your mess is to direct the audience’s attention with lighting. Keep the spotlight on the artists and the more eye-pleasing elements while leaving the wires and cords in the dark.

5. Understand Stage Flow

When throwing a concert, you can expect a lot of movement on the stage. Will there be choreographed dance numbers with backup dancers? Are there several high energy band members who will likely work the entire stage? Pay extra attention to objects that may impact movement on the stage, such as microphone stands and drum sets. Long ramps can often help.

Including the above five tips in your framework can help you put on a great show, but there’s always a chance of unforeseen circumstances arising! Whatever the needs of your event are, it’s critical to keep open lines of communication between everyone involved, from design ideas to changes in circumstance.

Putting on a show soon? Let us help you bring your unique vision to life! Contact us today for event production, custom fabrication, experiential concepts, and more.

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If you’re just starting to plan an event and aren’t sure how to create and stick to a timeline, we’ve put together this guide to get you set up and ready to roll.

What is an event planning timeline?

An event planning timeline is a chronological checklist of everything that needs to be done leading up to the big day, in contrast to a day-of timeline that maps out what needs to take place on the actual event date. The size and scope of the timeline will depend on the complexity and nature of your event, but in the professional event planning world, a standard timeline might span anywhere from six to twelve months.

Do I really need an event planning timeline?

Event planning is often a long, convoluted process, and a structured timeline can help you visualize the pieces coming together to meet the ultimate goal: a successful event. “Free handing” your planning can leave you and your team without a sense of direction, which makes it easier to drop the ball every now and then.

Having all your to-do’s listed out for you chronologically ensures that you complete every step and don’t accidentally leave anything out. A good timeline should highlight tasks such as paying deposits on time, keeping track of contracts, among other things. Knowing all of your deadlines ahead of time makes it easier to prioritize tasks so you can manage your time better.

Event Planning Timeline Must-Haves

While the nitty gritty of your timeline will vary depending on the specifics of your event, there are three things that every planning timeline should address:

• Define and establish anchor points. Anchor points are defined as non-negotiable deadlines usually set by key stakeholders. For example, if your keynote speaker of choice requires booking at least six months in advance, a timeline for an event planned for December 2022 would include an anchor point for booking the speaker no later than June 2022. Anchor points are often out of your control and inflexible. While this may seem like an additional source of pressure, anchor points can actually make the planning process easier by providing parameters and structure.
• Don’t forget about vendor timelines. When crafting your timeline, you need to take your vendors and suppliers’ timelines into consideration as well. Communication is key and a two-way street. Be sure to stay in touch and provide each other with the most up to date information.
• Create buffer zones and contingency plans. No matter how well you plan or how airtight your timeline is, there’s always the risk of something not going as planned, such as a keynote speaker pulling out of the event a few weeks before or one of your vendors going out of business before the event date. These unforeseen circumstances can put a major dent in time-sensitive plans. While you can’t possibly account for every scenario, it’s important to include wiggle room in your event timeline after each major planning stage. The buffer time will need to get shorter as the event nears. For example, you might include a buffer of one or two weeks at the end of the six months out stage, but only include a couple days at the one month out stage.

Sample Event Planning Timeline

While each event’s specific timeline will vary depending on its nature, below is a sample timeline featuring common anchor points and industry standards.

6-12 Months Out

• Assign roles and responsibilities. Designate who will be responsible for what, and what the timelines of each individual role might consist of. What do they need to do and when do they need to do it by?
• Determine event budget. Deciding on your budget early on makes it easier to stay on track.
• Choose a venue. Depending on how much of a hot commodity your venue is, reserving your spot first thing can save a lot a time and provide peace of mind. If you’re interested, you might consider asking the venue if they have any preferred vendors they usually work with.
• Choose your caterer and main vendors. Like booking a venue far in advance, snagging your vendors early is a simple way to get ahead of the curve. “Main vendors” can include entertainment, keynote speakers, equipment, and accommodations.
• Plan your marketing and/or promotion campaign. Decide whether this will be contracted out or done in-house.

3-6 Months Out

• Select the rest of the vendors. Now that you’ve booked your main vendors, you can reassess your budget if need be. Other vendors might include services such as florists and photographers. Finalize and confirm with all other vendors.
• Confirm speakers and special guests. Begin gathering details for brief biographies or blurbs to promote their attendance.
• Order necessary supplies. Anything that might be necessary to support staff, backup vendors, or for attendees.
• Review the venue’s safety and emergency protocols. Make sure you have an emergency evacuation plan in place. Evaluate current and local Covid-19 transmission rates and create your ⦁ covid safety plan (leaving room for adjustments should the situation change as the event gets closer).

1-3 Months Out

• If applicable, send out your invitations. Give attendees enough time to prepare for travel and other accommodations. Finalize your headcount as RSVPs come in.
• Keep your attendees informed with up-to-date information until event day.
• Confirm with vendors to ensure they can still fulfill all orders. Don’t forget to check in with vendors such as the AV team, florist, and media production.
• Create a seating chart for seated events.

Day Of

• Arrive at the venue early. Make sure everyone involved knows what time they’re supposed to show up and where they need to report.
• Run an event walkthrough with your team if necessary. Review roles and responsibilities, emergency procedures, evacuation plans, etc.
• Check in with vendors, speakers, caterers, and entertainment as needed.

We understand that one size doesn’t fit all. However, we trust our guide will kick-start your event planning timeline draft. Let’s discuss your event needs today. Feel free to reach out and contact us!

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Whether this is your first-time handling staffing logistics or you’re looking to streamline the staff hiring process, we’ve put together a few key considerations to keep in mind along the way, as well as offered some helpful tips on how to ensure the staff you are hiring is effective.

Things to Consider Before Hiring Event Staff

What staff roles do you need?

Before you can start filling roles, you need to be certain about what responsibilities are needed during the event. Having a solid grip on what positions you need filled can help with defining expectations and experience required for each role.

Common roles you may need to fill include but aren’t limited to:

• Security. Having reliable security on the premises is necessary to ensure the safety of your staff and attendees.
• Field jobs and basic event staff positions. This may include registration and signing in, scanning or selling tickets at the door, running childcare, directing and guiding attendees, assisting vendors, taking care of set up and tear down, and cleaning up after the event.
• Logistics and planning. Depending on the size of your event, you may need a dedicated (or additional) person to keep track of what’s going on hour by hour. This is a good stage in the process to identify who your key players will be.
• Food. Depending on the type of event you’re running, this may involve hiring cooks, wait staff, and bussers.

Budget

We can’t stress this enough: budget is key. Your event budget determines what type of staff you can hire and how many you can afford. Remember, these people are going to be on your payroll.

It may be helpful to contact event staffing agencies to see if you can ballpark some staff cost estimates. The larger the scale of the event, the bigger the staff budget will need to be. While it’s important to mind your budget, you don’t want to cut too many corners. Your budget will need to be able to cover all costs, as well as extra costs that may arise due to unforeseen circumstances. After all, a key component of event planning is acknowledging that things may not go according to plan. Save yourself the stress and allow yourself a little wiggle room.

Rules and Regulations

When hiring staff for an event, you’ll need to adhere to rules and regulations. It is your responsibility to ensure that you’re aware of them and remember that there may be additional or specific regulations that vary by location (especially in the midst of the continuing pandemic and public health emergency).

As these rules and regulations can vary greatly, it can be difficult to provide a brief rundown on what you need to know. However, we generally recommend the following:

• Sign a contract with each hired individual, requesting they abide by all rules and regulations of the event, location, etc.
• Familiarize yourself with local laws and regulations, especially if you’re planning a destination event.

How to Hire Event Staff

Create Job Descriptions

Come up with job descriptions based on the staff roles needed for the event. Write out the job responsibilities, the type of person you’re looking to fill the role, and what is expected of them, such as their experience, work ethic, etc.

Are there any specific skill sets, temperaments, or personality you’re looking for? Add it to the description. Try to be specific with your expectations. For example, instead of writing “candidate must have 3 years of customer service experience,” try something along the lines of “the ideal candidate will have 3 years of experience assisting patrons in high-energy, high-traffic environments.”

Avoid Using Family and Friends

It can be tempting to use family and friends as event staff, either to cut corners or as a favor to yourself or them. As fun as it may seem to work alongside family and friends, doing so is usually a recipe for disaster. For starters, working with loved ones can make it hard to act as their boss. When it comes to running a successful event, it’s important to be able to execute without any conflicts of interest.

Create Online Applications

Creating an online application portal makes it easier to receive and file through job applications. You can create free online applications with SurveyMonkey or Google Forms.

Ask the Right Questions

When it’s finally time to bring the candidates in for an interview, make sure to ask them the right questions. Certain questions will vary depending on the nature of the role, especially roles that are higher up and managerial in nature, but the following are some examples of interview questions catered towards event staff:

• What is your experience working events?
• What attracted you to this position?
• Describe your decision-making process.
• How do you handle scenarios in which things don’t go as planned?

Hiring event staff can be a tricky process for both novice and seasoned event planners. We hope the pointers outlined above serve as a solid starting point in your event staff recruiting process. Now that you’re ready to start recruiting, it’s important to remember that hiring the staff for your next event is just the beginning, and that ensuring your staff is properly trained for the event is just as crucial.

Ready to create your next experience? Contact us today!

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