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The Budget Issue

Many of our clients are entering budget season, so we’re providing some tips to help you reduce unexpected expenses, save money, and accurately plan your budget. As a full-service, live events partner, we’re always available to help co-create your event budget with you to ensure you maximize your money and eliminate many surprises.

EPS Events Case Study: Creative Solutions Save Client's Event Budget

  • Do Language Considerations Exist? Being able to effectively communicate with the local crews supporting your event is critical. We always connect our creative, technical, and production team leads with the key personnel at the venue to create seamless communications during every phase—from pre-planning to execution.
  • Is Necessary Equipment Available Internationally? We request complete and detailed equipment lists from all vendors. Many items that are essential to a successful event aren’t used internationally, so we review all equipment prior to arriving on location to protect our clients from surprises, which can be costly.
  • What is the Country's Rigging Policies? We always confirm that rigging needs, including Internet and power, are planned out in advance. This allows us to evaluate what other equipment, such as generators to supplement venue power, is required to seamlessly support the client's desired production elements.

Last year, we managed the full production of one of the world’s leading sports apparel companies for their internal go-to-market event, which needed to virtually connect a very large international audience with in-person sessions in their Baltimore studio. The vision was to build a “ESPN-esque” sports feel for the broadcast space by enhancing an existing studio with scenic pieces, lighting, and video walls.

They had a very limited budget for this hybrid event, but high expectations from senior leadership for its success. By utilizing our full-service capabilities, we were able to leverage significant savings in multiple areas:

  • Multi-use Set Pieces Created Economies of Scale: We discovered that another division had scheduled its event in the same space the day after our event wrapped. Working with their internal events team, we saved both divisions money by creating custom scenic pieces that were used for both shows, allowing them to split overall production costs between both business lines. In fact, the client has repurposed those scenic pieces more than 10 times in different configurations for multiple events, saving them tens of thousands of dollars.
  • LED Wall Allowed Customization & Variety: In our design, we used an LED wall and created custom content and graphics, enhancing the space and changing the overall look and feel without breaking the bank.
  • Logistical Bundling Provided Transportation & Labor Savings: Since we were able to do multiple events within one space, we saved on trucking fees and labor costs for set up and strike days.
  • Efficient Production Schedule Reduced Overtime: Our trusted expertise in speaker coaching, speaker rehearsals and tech run-throughs helped us prepare an efficient production schedule that maximized time while ensuring everyone was fully prepared. We also set up virtual table reads with each group to proactively manage the presentations and technical asks prior to the presenters arriving in the studio, which resulted in minimal overtime hours.
  • Client Benefitted from Multi-show & Partner Discounts: When clients sign multi-show and/or multi-year contracts like this, we can often provide better discounts and pricing on gear and labor, keeping budget costs lower.
  • Long-standing Relationship Saved Time & Money: Our 15-year partnership also helped conserve their budget. We quickly assessed the ask, fully understood their brand, and knew their executives and expectations. When we work on multiple events for one client, we don’t have to spend extra time learning the key players, client brand and business goals, SOPs, or other essential details. It also positions us to foresee any hurdles and execute quickly and precisely.

    • We love helping clients save money while creating spectacular shows. We can do the same for your events.

    OUR MUSINGS

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