one smooth stone economics of production
Post on 29-Jul-2015
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The Economics of ProductionThe Economics of Production
Gary VlkBethany Johnson
Gary VlkBethany Johnson
Today’s WebinarToday’s WebinarEnsure you get the most out of your production dollarsDo more with lessDiscover major cost drivers in event productionIdentify where savings occur and costs increaseLearn how to choose a production partner
Ensure you get the most out of your production dollarsDo more with lessDiscover major cost drivers in event productionIdentify where savings occur and costs increaseLearn how to choose a production partner
Goals
LaborLaborRoom access (load-in/out)Union requirements• Pay grades• Jurisdictions• Straight time• Overtime• Meal penalties• Short turn: < 8 continuous hours “off the clock”• Days of week and holidays• Steward
Room access (load-in/out)Union requirements• Pay grades• Jurisdictions• Straight time• Overtime• Meal penalties• Short turn: < 8 continuous hours “off the clock”• Days of week and holidays• Steward
Major Cost Drivers
Staging and EquipmentStaging and EquipmentMajor areas• Lighting• Audio• Video• Scenic• Rigging• Power
Latest technologyBack-up strategy/redundancy
Major areas• Lighting• Audio• Video• Scenic• Rigging• Power
Latest technologyBack-up strategy/redundancy
Major Cost Drivers
Content and Program NeedsContent and Program NeedsContent development• Media (music, video, graphics)• Scripting/teleprompter• Creative/interactive elements (talent/entertainment,
audience response system)Special needs of program• Broadcast (webcast or simulcast)• Green rooms/make-up• Rehearsal or offline rooms• Data networking and Internet requirements• Documentation (is video footage needed for later?)
Content development• Media (music, video, graphics)• Scripting/teleprompter• Creative/interactive elements (talent/entertainment,
audience response system)Special needs of program• Broadcast (webcast or simulcast)• Green rooms/make-up• Rehearsal or offline rooms• Data networking and Internet requirements• Documentation (is video footage needed for later?)
Major Cost Drivers
What makes production
costs increase?
Where can savings occur?
What makes production
costs increase?
Where can savings occur?
LogisticsLogisticsSession timesAccess timesExtending sessions (pre-planned change) or diverting from schedule (on-site change)Maximizing use of roomPower, Internet and rigging
Session timesAccess timesExtending sessions (pre-planned change) or diverting from schedule (on-site change)Maximizing use of roomPower, Internet and rigging
Cost Increases and Savings
Content and ProcessContent and ProcessStrategy alignment and message development• Scripting and PowerPoint
Last minute changesAdhering to deadlinesAdding teleprompter/scripting or changing format last minute
• Investment for 3rd party consultationRehearsals• Presentations prepared• Offline room• Presenters ready at appropriate times• Executives’ expectations of schedule
Strategy alignment and message development• Scripting and PowerPoint
Last minute changesAdhering to deadlinesAdding teleprompter/scripting or changing format last minute
• Investment for 3rd party consultationRehearsals• Presentations prepared• Offline room• Presenters ready at appropriate times• Executives’ expectations of schedule
Cost Increases and Savings
Program Technical NeedsProgram Technical NeedsAudio needs related to creative elements• Music• Voice overs• Talent (technical rider, rehearsals)
Video• Formats• Approvals for pre-produced material• Post-show needs• Relationship with lighting
Audio needs related to creative elements• Music• Voice overs• Talent (technical rider, rehearsals)
Video• Formats• Approvals for pre-produced material• Post-show needs• Relationship with lighting
Cost Increases and Savings
Last Minute ChangesLast Minute ChangesStage set affecting other departments (pre-production)Extending rehearsal timeChanges to show scheduleQuantity of presentersChanges to order of program that require additional technical rehearsals
Stage set affecting other departments (pre-production)Extending rehearsal timeChanges to show scheduleQuantity of presentersChanges to order of program that require additional technical rehearsals
Cost Increases and Savings
What Do I Really Need?What Do I Really Need?People need to see and hear• Audio system appropriate for room/audience• Sufficient lighting• Video equipment based on room size and program
Simple stage, but proportionate to audience size and show elementsClearComm (headsets) for crewCrew positions• Stage manager, technical director, audio engineer,
lighting director, video director, graphic operator (if applicable)
People need to see and hear• Audio system appropriate for room/audience• Sufficient lighting• Video equipment based on room size and program
Simple stage, but proportionate to audience size and show elementsClearComm (headsets) for crewCrew positions• Stage manager, technical director, audio engineer,
lighting director, video director, graphic operator (if applicable)
Where to BeginWhere to BeginQualify expectations and set goals• Stakeholders
AudienceExecutivesExecutive sponsor
• Know, Feel, DoManage perception of dollars spent
Qualify expectations and set goals• Stakeholders
AudienceExecutivesExecutive sponsor
• Know, Feel, DoManage perception of dollars spent
Avoiding Post-ShowBudget Surprises
Where to BeginWhere to BeginUnderstand your internal culture• Ability to make deadlines• Approval processes• Schedules• Internal marketing/branding initiatives
Understand your internal culture• Ability to make deadlines• Approval processes• Schedules• Internal marketing/branding initiatives
Avoiding Post-ShowBudget Surprises
Where to BeginWhere to BeginDevelop event architecture earlyDesign general session agendaConduct site selection• Consider architecture when selecting venues• Consult production company early• Check venue accessibility
Develop event architecture earlyDesign general session agendaConduct site selection• Consider architecture when selecting venues• Consult production company early• Check venue accessibility
Avoiding Post-ShowBudget Surprises
CommunicationCommunicationCommunication with venue and production provider• Communicate repercussions of every change• Document everything!
Parameters• Detail the parameters set• Keep record of your labor/production schedule
Request regular updates to investment (during pre-production and on-site)
Communication with venue and production provider• Communicate repercussions of every change• Document everything!
Parameters• Detail the parameters set• Keep record of your labor/production schedule
Request regular updates to investment (during pre-production and on-site)
Avoiding Post-ShowBudget Surprises
When is the Timing Right for aProduction Partner?When is the Timing Right for aProduction Partner?
Bandwidth• Quantity or timing of event exceeds internal
resourcesProduction expertiseIntroduction of fresh, creative ideasDiscovering new resources• Talent, creative elements, technical needs,
teambuilding, interactivity, broadcasting
Bandwidth• Quantity or timing of event exceeds internal
resourcesProduction expertiseIntroduction of fresh, creative ideasDiscovering new resources• Talent, creative elements, technical needs,
teambuilding, interactivity, broadcasting
Partnerships
Forming a SuccessfulProduction PartnershipForming a SuccessfulProduction Partnership
Choose a trusted partner• Fits your culture• Matches your communication style & expectations• Highly recommended
Bring them in as early as possibleAsk questions when you don’t understand• Continue expanding your production knowledge
Choose a trusted partner• Fits your culture• Matches your communication style & expectations• Highly recommended
Bring them in as early as possibleAsk questions when you don’t understand• Continue expanding your production knowledge
Partnerships
Follow-up
Follow-up surveyA copy of the webinar slides and a link to the audio file will be sent Future WebinarsEmail topic ideas to bjohnson@onesmoothstone.com
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