Event Manager App
Answers

Apologies for not having the questions as well, but that might’ve been a little excessive.

I live in Oakland, CA, but actually went to high school in Las Vegas. 

You’ve clearly got my LinkedIn, so I’ll spare you that.

Events & Entertainment, Project Management (PMP Certified)

 

For ten years I was on the production team for an event that I helped grow from 800 to 3000 attendees.
It was one of the more fulfilling experiences I've had in event production.

Other than that, you name it; private parties, festivals, webinars, workshops, and conferences. I worked on a DefCon event with a colleague who is a V1 and took care of his stream while he focused on live switching and directing cameras.

I've also worked on Oracle World, Dreamforce, and Google Next and have put together events for Netflix, EA Games, and Zoom, among others.

The venues have been hotels, conference centers, arenas, stadiums, campgrounds, fairgrounds, and theaters.

In-person attendee count has been >50,000 for some of the larger events, though that's fairly atypical.

 Most workshops and seminars range from 100-1000 people and don't run more than 2-3 days for participants.

For such events, a 5-7 day window for build, show, and strike is generally sufficient.
I've had week-long planning windows with daily meetings and year-long planning windows with mostly autonomous departmental planning between monthly meetings.

I've also gotten calls the day before asking me to show up the next day and make it work without context.
(Suboptimal, though occasionally a great time.)

Assuming the specifics of the event itself (what, why, how, who, etc.) have already been worked out, my event production process framework, including the run of show, would look something like this (with the addition of times as relevant):

 

-Venue Confirmation-

Space, Access, Systems, Extras, Cost

 

-Vendor Confirmation-

Rentals & Purchases, Schedule, Crew, Cost

 

-Staffing Confirmation-

Roles & Responsibilities, Schedule, Staff #s, Cost

 

-Load In & Build-

Morning Meeting (Standards, Safety, & Timeline)

Departmental Briefs (Order of Operations, Other Specifics, & QC)

Departmental Check-Ins (Rigging, Power, Lighting, AV, Staging, Attendee Access & Check-In, etc.)

Walkthrough (w/ Fire Marshal as applicable)

 

-Tech Rehearsal-

Resolve any Fire Marshal notes.

Tech Systems

Dress Rehearsal(s)

Final Walkthrough

 

*Tech schedules can vary drastically (primarily due to presenters/performers), though a single stage can generally be show-ready within 5-10 hours.

 

-Show Day(s)-

Event Staff Check-In

Tech Crew Check-Ins

Performer/Presenter Check-Ins (All Day)

Attendee Arrival (All Day)

Content (All Day)

"Closing Time" by Semisonic

 

-Strike-

Pretty much the same as Load-In/Build but in reverse.

Strike normally takes about 50% of the time the build does.

 

-Retrospective-

Highlight what works, delete what doesn't, get excited about new ideas, and start planning the next one.