How to organize an event… or rather 3 in one week!

11 April 2021

If it’s true that “self-praise is no praise,” I’ll allow myself to say that our SHOWREEL approach “Engineered Chaos”, honed and internalized for over ten years, works rather well: mystery? Magic? Organization? Professionalism? Certainly, a mix of all these elements, it certainly doesn’t scare us and, as per our “manifesto”, we embrace it as an essential tool of the creative process.

Let’s start with the basics…

HOW TO ORGANIZE A SUCCESSFUL EVENT?

Let’s define a few simple steps to organize an event in the best way possible.

DEFINE THE PURPOSE AND TARGET OF THE EVENT

The purpose of the event must always be clear in your mind so that you can make all the useful decisions to achieve it. Defining the event’s target is essential to the purpose.

TEAM TO ORGANIZE THE EVENT

Choose your team, defining for each one precise tasks to be completed within specific timelines.

BUDGET FOR THE EVENT

Defining the expenditure is essential for making any decision. Without a well-detailed budget, it will be difficult to make the right decisions.

EVENT LOCATION

The location is fundamental, in this particular period it has a different importance but always makes a difference.

DEVELOPMENT AND SCHEDULE

To organize an event, you also need to have a clear head about the execution times, well-defined and well-scheduled. Everyone needs to know what they have to do and how much time it will take. The schedule is everything.

ORGANIZING AN EVENT MADE IN SHOWREEL

But the 51st week of the year 2020 was a “stress test” that put the structure, people, and our faith inhuman ability of “know-how” and event organization to the test: for a variety of reasons, we found ourselves staging and producing 3 hybrid events, two of them concurrently. Organizing an event can be really complex and exhausting both psychologically and physically.

We started on Tuesday, December 15, with the setup of the hybrid Christmas event “Our Group, Our Strength” for DOC Generici at the historic headquarters on Via Turati in Milan, setting up the spaces and installing the mobile control room, connections, and testing equipment, techniques, and content. The event went LIVE the following day, Wednesday, December 16: check it out 

On Thursday, December 17 (and thankfully it wasn’t Friday!), we:

  • Planned all the activities to organize an event in the best way possible so as not to make mistakes;
  • Set up another mobile control room (different from the previous one) in Trezzano S/N at the SELEX Commercial Group headquarters, transformed in preparation for the hybrid Press Conference planned for the following day into a virtual studio;
  • • Installed our Production Team within the magnificent space of HUB STUDIO TV, the main physical studio from where the event’s direction “Sounds 4 our Future” for the launch of the newborn BOLTON HPC division would be conducted.

Friday, December 18 … D-DAY!!!

HUB STUDIO TV broadcast the digital live of “Sounds 4 our Future” to 650 guests connected remotely, a true television format, a digital and emotional corporate event between real and virtual Sets, from the TV studio to home, from offices to factories, from online to offline and back through Music Live Performances, Talk Shows, team-building activities, training, and interaction: check it out.

At the same time, SELEX Commercial Group communicated to a selected group of stakeholders and sector press an important milestone: the achievement of the position as the second actor in the Italian DMO thanks to the entry of SUN associates into SELEX. A hybrid digital event that saw the Live interaction of the speakers present at the location with journalists connected remotely from their offices, as in a traditional Press Conference: check it out.

Shall we talk about how to organize the next event?

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