What Is Event Production?
Event production is the behind-the-scenes process of turning your idea into a real-world experience. It includes all the planning, logistics, technology, and coordination that make an event run without hiccups — and look and sound great while doing it. This is especially important in busy urban areas like Vancouver, where venues, logistics, and technical requirements can be complex.
1. Start with Purpose: What’s the Goal of Your Event?
Whether you're planning a public unveiling in Burnaby or hosting a business event in Vancouver, knowing the "why" behind your event shapes every decision.
Key Questions to Ask:
• What message or legacy do we want to communicate?
• Are we bringing together stakeholders, community members, or clients?
• Should this moment be recorded or live-streamed for those across British Columbia or beyond?
2. Event Planning and Creative Concept
Great events across British Columbia begin with a clear vision.
Steps to Take:
• Set Goals: Are you aiming to inform, celebrate, sell, or inspire?
• Know Your Audience: Tailor the experience to meet their expectations.
• Develop a Theme: Create a cohesive concept that shapes branding, visuals, and storytelling.
3. Budgeting and Resource Allocation
Whether you’re budgeting for a downtown Vancouver conference or a public dedication in Surrey, event production budgets need to be realistic and strategic.
Considerations:
• Estimate Costs: Break down expenses like venue rental, AV setup, staging, photography, catering, and staffing.
• Prioritize Spending: For civic ceremonies and dedications across British Columbia, invest in professional AV services and reliable tech support.
• Manage Resources: Secure vendors, crew, and gear early — and leave room for contingency.
4. Venue Selection and Logistics
Your venue must match your event’s purpose and technical requirements. This is especially true in Vancouver and the Lower Mainland, where logistics like traffic, parking, and load-in access can vary.
Tips for Choosing a Venue:
• Accessibility: Is it central and easy to find for guests from around Metro Vancouver?
• Capacity: Can it accommodate your expected turnout?
• Technical Fit: Does it support outdoor sound, staging, and press access?
5. AV Setup for Public Ceremonies and Corporate Events
When planning a public unveiling or dedication in Vancouver, clear audio and visuals are non-negotiable.
Essential AV Elements:
• Sound System: Use multiple speakers to ensure wide coverage, and offer a press feed for clean audio recordings.
• Microphones: Include a lectern mic, wireless handheld, and backups.
• Multi-Camera Video Recording: Capture speeches, the unveiling moment, and crowd reactions.
• Visual Support: Screens or projection systems for slides, names, and legacy content.
• Live Streaming Option: Enable remote participation — especially useful for government or city-led events in British Columbia.
• Partner with experienced Vancouver AV providers like StreamCity.ca to ensure technical reliability.
6. Staging, Tents, and Power Management
Infrastructure can make or break the comfort and professionalism of your event — especially during outdoor ceremonies in unpredictable British Columbia weather.
Checklist for Outdoor Public Events:
• Stage and Tent Rentals: Raised platforms and marquee tents help with visibility and weather protection.
• Press Areas: Designated press tents with risers help media get the shot.
• Power Distribution: Use outdoor-grade cables and secure them properly with early setup.
Planning a dedication in Vancouver or nearby? Don’t wait until the morning of — we recommend an early load-in and rehearsal (we’ve been on-site as early as 5:00 a.m. for some ceremonies!).
7. Speaker and Content Coordination
The message matters — and so does how it’s delivered.
Best Practices:
• Content Creation: Slides, tribute videos, and printed programs help reinforce your message.
• Speaker Prep: Ensure they’re comfortable with the tech and confident on stage.
•Rehearsals: Crucial for catching glitches and helping everyone feel ready.
8. Marketing and Audience Engagement
Even public events in British Columbia need promotion to ensure community engagement.
Strategies to Consider:
• Digital Promotion: Use city websites, social media, and local Vancouver news outlets.
• Registration or RSVP Management: For private dedications or stakeholder-only ceremonies.
• Pre-Event Engagement: Tease key moments or legacy content to build interest.
9. On-Site Event Management
On event day in Vancouver, every second counts.
What Needs Managing:
• Final Setup and Tech Check: Ensure everything’s running before guests arrive.
• Crew Coordination: Keep everyone in sync, from speakers to camera ops.
• Guest Experience: Offer clear signage, greeters, and accessible support.
With the right local team in place, you can focus on what matters — honoring a legacy or creating a memorable experience.
10. Post-Event Follow-Up
Don’t stop when the event ends — especially when working with Vancouver city stakeholders or regional clients.
Post-Event Essentials:
• Photography and Video: Share content on social media, city pages, or internal newsletters.
• Media Kits: Provide press with quality visuals and clean sound bites.
• Thank You Notes and Recaps: Engage stakeholders and show appreciation.
At StreamCity.ca, we often deliver recap highlight videos, press-ready photography, and even social clips within 48 hours for events across Vancouver and British Columbia.
Bonus: Common Questions (FAQ)
Q: Can you provide clean sound feeds for media?
A: Yes — we offer professional press audio feeds to ensure clean recordings.
Q: Can you manage the full technical setup for my event, including AV, staging, and video coverage?
A: Yes. We handle all technical aspects of your event — audiovisual setup, staging, camera work, and live streaming. Our Vancouver-based team takes care of equipment, setup, and operation so you can focus on the event itself.
Q: Can you create a social media recap video?
A: Yes — our videography team creates custom highlight reels ready for Instagram, Facebook, or YouTube.
Final Thoughts
From the unveiling of a memorial plaque to the launch of a new civic space, planning a public event in Vancouver or anywhere in British Columbia involves more than meets the eye. It requires thoughtful planning, technical precision, and a team you can trust.
If you want your next event to look, sound, and feel just right — let’s make it happen.
Contact StreamCity.ca here to get started with AV services that bring your vision to life in Vancouver and across British Columbia.
