The right event production company understands your objectives, has delivered shows of a similar scale and plans every detail from load-in to derig with clear safety paperwork. Start with a strong brief and your venue's technical information, then compare teams on experience, crew and process. This checklist covers what we ask before every production booking.
Key takeaways
- Write a clear brief with objectives, audience, running order and budget range.
- Choose a team with experience at your scale and in your venue type.
- Insist on a production schedule, safety paperwork and a full rehearsal.
What should your production brief include?
A good brief saves time and money for everyone. Include the event's purpose, the audience and numbers, the venue, the date and access times, the running order and the moments that matter most, such as an awards night opener or a product launch reveal.
List content you will supply, such as slides, videos and branding, and any must-haves, like live streaming or a specific stage shape. If you have a budget range, share it, so the team can design to it.
Add any fixed moments that cannot move, such as a chief executive's keynote, a live cross to another office or a guest performer's arrival time. These anchor the schedule and help the production team plan build, rehearsal and crew calls around them.
What should you check with your venue?
The venue's technical limits decide what is possible.
- Technical specification, rigging points and weight limits.
- Power supply and whether a generator is needed.
- Load-in route, dock access, lifts and vehicle size limits.
- Access times for build, rehearsal and derig, including overnight.
- House AV and any in-house supplier requirements or fees.
- Noise limits and curfews.
Tip from our team: Arrange a site visit with the production manager and the venue's events team together. Many problems get solved in that one meeting.
What experience should a production company have?
Look for a team that has delivered events at your scale and in similar venues. A company used to hotel ballroom conferences will plan differently from one used to arena shows or outdoor festivals.
Ask for examples of similar events and how they handled challenges such as a tight load-in, a speaker change on the day or a technical failure mid-show.
It is also worth asking how they work with your other suppliers. Production teams often need to coordinate with caterers, decorators, entertainers and the venue's own staff, and the best ones share schedules early and keep everyone informed.
Want a quote for event production?
Free, no obligation. Tell us your date and venue.
What questions should you ask a production company?
Strong production teams answer these confidently and in writing.
- Who will be our production manager, and will they be on site?
- Can you provide technical drawings and a production schedule?
- Do you provide risk assessments and method statements?
- Do you hold public liability insurance?
- What backup systems are in place for sound, video and power?
- Who calls the show, and how do you run the rehearsal?
What are the red flags when hiring production?
Be cautious of a company that quotes without asking about your venue or running order, cannot name a production manager or has no clear answer on safety paperwork. A quote with no breakdown of kit, crew and days makes it hard to compare fairly.
Also watch for over-specification. If a team proposes large LED walls and moving lights for a small breakfast meeting, ask why. The right team designs for your goals, not their kit list.
Want a quote for event production?
Free, no obligation. Tell us your date and venue.
How far ahead should you book event production?
For conferences and awards nights, involve production as early as possible, ideally when choosing the venue. Busy periods such as conference season and December fill quickly in London, Birmingham and Manchester.
Lock content deadlines a week or more before the event and schedule a full rehearsal. Our team covers venues across the UK and stays your single point of contact.
Frequently asked questions
What does a show caller do?
A show caller runs the event from a script, calling every sound, lighting, video and stage cue to the technical crew. It keeps a complex show on time and in sync.
What are RAMS in event production?
RAMS stands for risk assessments and method statements. They set out the hazards of the build and show, and how the crew will work safely. Most venues require them for production.
Do I need a site visit for event production?
For anything beyond a simple setup, yes. A site visit lets the production manager check access, rigging, power and sightlines, and agree plans with the venue.
Can a production company handle a large Asian wedding?
Yes. Large weddings with stage shows, LED screens, special effects and multiple performances can benefit from a production team, especially in big halls or marquees.
Find a production team for your event
Share your brief and venue and we will match you with a vetted production partner.
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Written by the Party Central events team. Prices mentioned are starting points only. Exact pricing depends on availability, your exact requirements, time on site and location. Party Central is a trading name of Booking Central Ltd.
