Technical Design + Preparation
OUR PROCESS
Technical planning is a crucial aspect of event production, ensuring that all technical elements seamlessly integrate to create a memorable experience. Here's a deeper dive into our process.
Initial Inquiry + Consultation
Client Contact: Client point of contact will reach out to us with a general inquiry of availability, known AV and lighting needs, and any specific services HSP would execute.
Needs Assessment: We gather information about the client, the event's purpose, budget, and types of activations and engagement expected.
Identifying key elements: Pinpointing elements like speeches, presentations, music performances, and video playback.
Feasibility Assessment: We determine if the event aligns with our expertise and availability.
Assessing venue logistics: Evaluating the venue's onsite power, rigging, acoustics, layout and potential challenges.
Proposal development
Production Concept: We’ll develop a production concept that aligns with your goals, target audience, and venue selection.
Site Visit: We’ll have an in-person walk through in the event space to analyze the design, determine any challenges, and resolve potential issues before they even arise.
Budget Estimation: We’ll provide a detailed budget breakdown, including costs for equipment, staffing, and trucking based on the approved production concept.
Design: We provide you with CAD, 3D Renderings, proof of concepts, reference images, and more to confidently align our design and approach with your goals prior to the event date.
client approval
Review + Feedback: You review the proposal and provide feedback or request changes.
Contract Negotiation: Once you’ve approved the proposal, we’ll draft a contract outlining the scope of work, responsibilities, as well as terms of service and payment.
pre-production + coordination
Production Development + Logistics: We handle logistical aspects to create the desired atmosphere and experience. Coordination with venue, additional vendors, and clients to create a comprehensive production schedule, order of operations, and run of show.
Preparing equipment: Testing equipment, addressing lighting fixtures, programming audio, lighting, and video consoles with presets
Production Meetings: Final meetings with clients and talent to confirm production schedule, run of show, and address any last minute concerns.
Asset Collection + Preparation: We’ll provide deadlines to compile assets such as slides, videos, and music assets for testing, editing, and conversion prior to event date allowing proper time to revise if necessary.
Technical Briefing: Internal show briefing with production and project managers, department and crew leading execution onsite. Recap event overview, production services and design, production schedule noting target deadlines, and task division for smooth execution onsite.
production + Execution
On-site Coordination: We oversee all aspects of production for the event on the day of, ensuring everything runs smoothly.
Testing equipment: Conducting technical rehearsals to ensure that all equipment is functioning properly.
Coordinating with performers: Working with performers to ensure that they are comfortable with the technical setup.
Troubleshooting + Adaption: We’re prepared to handle any unexpected issues that may arise, as well as adapt in fluid work environments.
Event Engagement + Interaction: HSP technicians demonstrate their creativity, expertise, and attention to detail in execution while monitoring audience interaction and engagement to enhance and elevate the overall experience.
debrief + follow-up
Evaluation + Analysis: We internally review the event's performance, highlighting execution elements to repeat as well as identifying any areas requiring improvement.
Delivery of Post Show Assets/Recordings: In the agreed upon deadline, we’ll provide you with post show assets such as program audio and video recordings, camera ISO’s for additional footage, and any reports on virtual audience attendance and contribution.
