1. The Economics
of Production
Gary Vlk
Bethany Johnson

2. Please choose the
answer on screen
that best describes
your experience with
event production.

3. Goals

4. Goals
Today’s Webinar
Ensure you get the most out of your
production dollars
Do more with less
Discover major cost drivers in event
production
Identify where savings occur and costs
increase
Learn how to choose a production
partner

5. Major Cost
Drivers in Event
Production

6. Major Cost Drivers
Labor
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

7. Major Cost Drivers
Staging and Equipment
Major areas
• Lighting
• Audio
• Video
• Scenic
• Rigging
• Power
Latest technology
Back-up strategy/redundancy

8. Major Cost Drivers
Content and Program Needs
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?)

9. What aspect of
production has been
most difficult to
manage?

10. What makes
production
costs increase?
Where can
savings occur?

11. Cost Increases
Logistics
and Savings
Session times
Access times
Extending sessions (pre-planned change) or
diverting from schedule (on-site change)
Maximizing use of room
Power, Internet and rigging

12. Cost Increases
Content and Process
and Savings
Strategy alignment and message
development
• Scripting and PowerPoint
Last minute changes
Adhering to deadlines
Adding teleprompter/scripting or changing format last
minute
• Investment for 3rd party consultation
Rehearsals
• Presentations prepared
• Offline room
• Presenters ready at appropriate times
• Executives’ expectations of schedule

13. Cost Increases
Program Technical Needs
and Savings
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

14. Cost Increases
Last Minute Changes
and Savings
Stage set affecting other departments (pre-
production)
Extending rehearsal time
Changes to show schedule
Quantity of presenters
Changes to order of program that require
additional technical rehearsals

15. What Do I
Really Need?

16. 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 elements
ClearComm (headsets) for crew
Crew positions
• Stage manager, technical director, audio engineer,
lighting director, video director, graphic operator
(if applicable)

18. How Do I Avoid
Post-Show
Budget
Surprises?

19. Avoiding Post-Show
Where to Begin
Budget Surprises
Qualify expectations and set goals
• Stakeholders
Audience
Executives
Executive sponsor
• Know, Feel, Do
Manage perception of dollars spent

20. Avoiding Post-Show
Where to Begin
Budget Surprises
Understand your internal culture
• Ability to make deadlines
• Approval processes
• Schedules
• Internal marketing/branding initiatives

21. Avoiding Post-Show
Where to Begin
Budget Surprises
Develop event architecture early
Design general session agenda
Conduct site selection
• Consider architecture when selecting venues
• Consult production company early
• Check venue accessibility

22. Avoiding Post-Show
Communication
Budget Surprises
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)

23. Working with
Production
Companies

24. When is the Timing Right for a Partnerships
Production Partner?
Bandwidth
• Quantity or timing of event exceeds internal
resources
Production expertise
Introduction of fresh, creative ideas
Discovering new resources
• Talent, creative elements, technical needs,
teambuilding, interactivity, broadcasting

25. Forming a Successful Partnerships
Production Partnership
Choose a trusted partner
• Fits your culture
• Matches your communication style & expectations
• Highly recommended
Bring them in as early as possible
Ask questions when you don’t understand
• Continue expanding your production knowledge

27. Follow-up
Follow-up survey
A copy of the webinar slides and a link to
the audio file will be sent
Future Webinars
Email topic ideas to
bjohnson@onesmoothstone.com

28. The Economics
of Production
Gary Vlk
Bethany Johnson