I've asked Tracy Garrity, a colleague and an exceptional Event Producer, to write a guest blog series on working with the best production companies in the industry. When you have the best production company working for you, it gives you the freedom to take care of other priorities. But how do you know that you have the best? Below is the first in the series. - David Haneke
Finding the right production company is a critical first step in putting together a successful meeting. There are a lot of good production companies out there. How do you determine which one is right for you?
Begin with the end in mind. What will make the event successful in your mind, your boss’s mind and the minds of the attendees? Is there more than one audience? What do they need to learn, believe, feel and embrace when they leave the experience? You want to find a production company that will get in the trenches and work with you to achieve those goals.
Next, consider the journey. There are several things to think about. Are there purchasing guidelines that your vendors must meet? How involved would you like to be in the creative process? How much time do you have to devote to the NSM? Are you looking to collaborate or do you want to have limited involvement with creative direction? How much access do you want to have to the production team, or would you prefer to deal with one point of contact? Are you a savvy buyer, or do you need a little guidance? What type of financial reporting do you require, and how frequently do you want updates?
Every production company does things a little differently. Ask the company for a list of the deliverables that you can expect when working together. What are their processes, and how do they align with your needs? Schedules and well-defined budgets give the numbers integrity, and manage expectations. Creative updates keep everyone in the loop and aligned. Scheduled communication, detailed agendas and clear roles and responsibilities keep the project moving forward smoothly and on budget
How important is pricing to you? Are you trying to do a lot with a small budget, or can you afford a few “punctuation points.” Where would you like to see your money spent – on scenic/environment, technical support, talent, speakers, food and beverage, media, awards, promotional items, training, product launches, PR, etc. A good producer will work with you to prioritize spending, and negotiate great deals with proven partners.
And finally, get to know your team. Do they listen? How experienced are they? How reachable will they be during production and on-site? How quickly can they turn things around? And most importantly, ask yourself, Do I sync with these people? Is their creative exciting? Do our discussions fuel ideas and enhance the elements? Do I have a good time talking to them? Is it possible to actually enjoy this process with this team?
Yes, Virginia. You really can find the producer that’s right for you. It’s just a matter of asking the right questions and trusting your instincts. The right production partner can take you from a maze to amazing!
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This motivational movie clip tells an absolutely wonderful, cohesive story of innovation one event at a time. Director Rupert Sanders (along with ad agency TBWA Chiat Day, NY) is thinking out-of-the-box.
Short, innovative video clips like these can set an exciting tone for your team meeting; at the same time they can make a statement about the values of your organization, challenging your people to take action. Imagine how a social responsibility campaign integrated into your meeting might stir emotions and document the activity at the same time.
Interested in the behind the scenes of how this motivational video clip was created? See six stories. Do you want to design something similar for your meeting? Find the perfect motivational video clip.
I've asked Susan Tarantino, an experienced Event Producer, to guest blog this month. In addition to her wit and her honesty, Susan brings the experience of dozens of wonderfully executed large events with her, and I believe you'll find her comments not only real, but helpful as you produce an exceptional event.
-David Haneke
Whether experienced or new at live event production, everyone on the team has to be “speaking the same language.” With all the different software, computer systems and generations of professionals,
you must be clear with your communications.
Occasionally that reality smacks you when you least expect it. I’ve been producing corporate events for years but just recently experienced this truth once again.
A week before a live event in which I was a team member, I realized that we had not all agreed on what software we would use for graphics, nor where the power for the video projection and audio would come from since there was limited power in the room; in addition, what time the prop pieces would be delivered and setup.
How does this happen? Assumptions. OOOooo! We all know what happens when we assume -- BUT when our first assumption is valid, we might be less likely to check our following assumptions. Here’s where disaster can move in: costly, stress producing disaster.
I said to myself: “Each committee member is a
reputable expert; I’m sure they are handling what will happen when we set up on site.
I don’t want to offend them by second guessing them.” The first assumption was absolutely correct. Yes, each member was a true expert. BUT we had never all worked together before.
My second assumption was wrong AND I should have followed my instincts. As a result, set up on site was a challenge.
While everything did get managed onsite, it became a stressful setup and compromises had to be made.
You should always voice your confusion and ask for clarification.
If you are the client working with a hired team, it’s your right to feel confident and clear. Even if you are not the client or a team leader, your instincts matter or they wouldn’t have chosen you to be on the committee.
This is why I am a big advocate of written communications, schedules, and with vendors - written contracts.
Secondly, know who you are talking to. The reality is that we 
have differing generations in the workforce today. Each generation has its strengths and I think we all gain from them. Yet we have to make sure we clearly communicate and listen to each other. Younger managers can be extremely quick information processors and extremely able to use new software with little instruction. Experienced specialists often know the "work arounds” and alternative methods which can come in very handy onsite when unexpected challenges arise. It’s just good management to use all the talent you have in your team but make sure they understand each other -- and you.
For a live event you should have one professional designated as Onsite Manager, responsible for where everyone will be and when they will be there. This person would also be able to look at the whole schedule and make sure the event will be setup in a timely, effective and cost-conscious manner. This should be done before you are onsite.
The bottom line is not just a successful event but also one which is on time with NO UNEXPECTED COSTS. That’s what I really want -- and I bet you do too.
Check that “language” early in the project and make sure that everyone is speaking the same language.
That will insure it’s the language of success!
Susan Tarantino
Tarantino Productions
Download a free White Paper on producing an Exceptional Event
You don't need to be a sports enthusiast to know about the late John Wooden...considered one of the greatest basketball coaches of all time. He influenced me personally: not because I played basketball, but because he lived and taught certain principles that to this day motivate me. For instance, he focused his players on being a team and helped them recognize their Creator, and to be the best they could be.
This 17 minute presentation is worth every minute. In this motivational video clip, John Wooden addresses helping others aspire, how NOT to measure yourself against others, how to learn from others. I love what he says, "If you try to control things that you can't control, it will adversely affect the things you do have control over."
He wrote his own definition of success. Wooden taught great principles to his players; principles that will benefit all organizations that work with people: be on time, don't criticize others and be neat and clean. As someone who loves imagery, music and emotion, I can say this: the value of his message is timeless, and out-weighs any production imagery, music or special effects!
Contact Opening Moments to locate the perfect opener for your upcoming meeting!
It's the opening day of your big meeting. The members of your sales team have arrived at the hotel, checked into their rooms, identified themselves with a lanyard tag and assembled for the opening session. The lights dim. Success hinges on what happens next...
The opening moments of a corporate or organization meeting can make or break the event. You can engage your audience during those moments, providing attendees an energizing experience that sends their emotions rocketing and sweet victory is accomplished - everyone on your leadership team becomes a hero.
How do you put a "kick" into your meeting kickoff? Certainly, all the rules of corporate entertainment apply, like a captivating original theme graphic, creative staging and lighting and a well-written, entertaining program integrating PowerPoint and (depending on your budget), interactive games and live entertainment (actors, dancers, singers, stunt teams, musicians and mentalists).
But there's another trick you can pull out of your hat - one that will lend "Hollywood movie magic" to your event: motivational video clips that are licensed and ready to go, specifically designed for corporate and organization meetings.
These presentations promote a variety of themes, including teamwork, patriotism, embracing change and launching new innovation. If you already have a meeting theme in mind, chances are one or more motivational clips will match it. If you don't have a theme, you can develop one around a video clip. In essence, the motivational video clip becomes the Velcro that connects all the elements of your meeting together.
In addition, motivational video clips are communication tools. They're designed, like your meeting, with a particular goal in mind - to get your audience to react: to say, feel, do AND even think the way you want them to think. Original music scores and inventive images appeal to your audience's emotions, sending the excitement and expectation in the room sky high - ensuring an enthusiastic reception for the presenter who follows the video.
Clients who've introduced motivational video clips love how it sets the tone for the meeting, increases the value for the attendees, and makes your message memorable long after the event.
Let me know your thoughts on video clips below.
Download a free White Paper for Planning an Exciting Meeting here
We've all been to a wonderful movie and experienced powerful music sound beds underneath the film which swayed our emotions and provided a heightened sense of excitement, or perhaps fear, or a compassionate sense of empathy.
How important is a sound bed on a film clip for a corporate event?
A movie, or motivational film clip, is individually made up of words, imagery and music, but when creatively mixed together, it's powerful and exciting!
Pauline Reay in her helpful book "Music in Film: Soundtracks and Synergy", cites Aaron Copeland (Fanfare for the Common Man, among other famous compositions) who in 1949 offered a useful summary of five functions of film music (and by way of association, five functions of sound beds for film clips):
- it conveys convincing atmosphere of time and place
- it underlines the unspoken feelings or psychological states of the characters
- it serves as a kind of neutral background filler to the action
- it gives a sense of continuity to the editing
- it accentuates the theatrical build up of a scene and rounds it off with a feeling of finality.
The most common request I receive for musical sound beds resonate with some variation of this statement, "Let's use music that will pump them up", or "set the tone" or "get the audience excited".
There are so many wonderful genre's of "pumped up" music: pop, classical, jazz, country, rock, jock-jam, etc. In fact, when you look up the term music genre's in Wikipedia, you'll find over 1,000 genre's.
Music used as a sound bed is very personal, even for an audience of 2,000. Music is often associated with an experience we've had in our past. For instance, when we hear the organ playing progressions of cords to get the audience clapping, we think of a game at the baseball stadium, and it can bring back wonderfully happy sensations. When we hear Stevie Wonder's "Isn't She Lovely" from the 70's, it brings back memories associated with that time. The same happens when we hear a film soundtrack like the "Titanic".
So, when working side by side with a client to provide definition to the type of music they have in their minds-eye, I ask for a song that has the same rhythm, a similar melody and harmony as they desire for their corporate event. (My Grandfather, a church musician trainer, always reminded me that music is defined by three key elements: melody, harmony and rhythm).
Selecting a song that resonates with the audience is wonderfully helpful because it allows me as the creative director to do one of three things: compose a soundalike sound bed, license a sound-alike (using a synchronization license) through a library like APM, or contact the composer and record company of an exisiting popular song (i.e. Van Halen's Right Now).
To demonstrate how diverse the music selection can be for a phrase like "music that will pump them up", sample the four 'pumped' songs below (wait 5 seconds for the song to load, then click on the white arrow in the small black circle to play). See which of these songs provides the emotion you would enjoy at your corporate event!
1) Race for the Prize (piano/instrumental)
2) Victories (dramatic/orchestral)
3) Skate Park (pop/rock/edge)
4) Themes & Trailers 3 (electronica, jazz)
So how exactly, do I go about selecting music that is the perfect fit for the video clips? It's the million dollar question. It's a really subjective, intuitive -- and yet critically important -- process. Even as I write this, I am listening to music to get my juices flowing...to help me explain the emotional quotient behind how powerful the sound bed supports film clips.
In a creative session, after narrowing hundreds of choices down to the top three or four, I present the short list to my client so they have the final say-so.
The exciting thing is that generally clients select the same 'favored' fit that I have pre-selected (without telling my favorite).
Tell me about your favorite sound beds for films, and what they have emotionally brought about in you: specifically, how do they make you feel? How do you respond? I'd love to hear from you!
Our Video Producer Ginger Stephens recently visited three continents to capture custom content for the recent Comstor Worldwide Executive Meeting. Each of the four videos reinforced the theme "Bridging Partnerships" with an Executive positioned in front of an easily identifiable bridge. Each Executive did exceptionally well without acting classes, but with great coaching from our Producer Ginger and a local crew member. Each Executive individually addressed ties between bridge engineering and partner growth.
Ginger was terrific with handling challenges unique to high profile on-site production (several tourist showed up, one with a camera, mistaking our Executives for movie stars); she practiced improvisation with the village bobby's in London who were 'moving us along', with National Park Rangers at the Golden Gate, who checked our permits... twice, and putting everyone at ease in their presentations!
I can remember waiting in line in 1977 with my first-ever girl friend from Junior High, anticipating Star Wars on the big screen! This 6-part film saga has captured the hearts and minds of three generations.
Star Wars in Concert is now touring the country on high def screens featuring the 86 piece Royal Philharmonic Orchestra and 60-voice performance of selections of John Williams' soundtracks. It's iconic, daunting and powerful! The traveling show features a 60' X 30' LED screen, lighting that ebbs and flows along musical cues, over the top special effects including lasers, pyro,
complete with a blast of eight cryo cannons accompanying the sound effect of Darth Vader's chilling mechanical breathing to intro "The Imperial March". The technical aspects of the lighting, staging and amplification of the orchestra are highlighted in
LiveDesign Magazine. These effects can be successfully integrated into motivational sales meetings.
The question many companies are asking today is this - as they contain costs while at the same time maintaining great results from the sales team: which is more effective and cost effective -- a live or virtual meeting, or a hybrid of both?
A recent article in SuccessfulMeetings.com, featuring an interview with Angie Smith, Manager, Global Sales Experience at Cisco, reveals quite a bit! For 20 years, technology giant Cisco Systems, Inc. has held its annual global sales meeting in Las Vegas, with 14,000 sales people. With trends at cost cutting, Smith tells about the largest virtual program that Cisco put on in 2009 for 22,000 employees from 104 countries.
They focused on competition with a buzz-worthy game called 'The Threshold', a Chat zone, the General Sessions, as well as a prominent Sales Recognition Zone that continually scrolled pictures of sales award winners. This certainly represented tremendous innovation!
By many measures, the virtual conference was a huge success: the salesforce education sessions were rated as well or better than at live events and participants could view segments they missed via a video-on-demand feature.
Cost savings? Yes, substantial. Cisco saved a staggering 90 percent of the cost of holding a live event.
Carlos Dominguez, Cisco's Senior Vice President of US Service Provider Sales, wrote in his company blog that, "gaming and [alternate reality games] will play a significant role in the way we learn in the future... I don't think we'll ever be able to replace the human need for live interaction but at 10 percent of the cost, I have a feeling a lot more people will take this kind of technology for a spin."
Event Producer George P. Johnson's Chris Meyer, Senior Vice President of Client Services and General Manager, agrees. "The feedback was we need the face-to-face recognition and motivation," he says. "I think going forward, all events will be hybrids of live and virtual. Virtual extends your reach and your contact - you get more out of your budget and expand your audience."
The U2 360 Tour was an amazing event, not only for its music, but also its staging design which included lighting, sound engineering, and projection...maybe you had the opportunity to attend the concert! This type of live outdoor production can be modified for a corporate meeting, specifically the lighting, engineering and projection for a live concert type feel. It's what our production team does well on a smaller, corporate meeting scale. For more pics and a backstage pass of what went on behind the scenes with preparing the U2 concert, see
http://livedesignonline.com/u2360tour/0827-u2-video-director-desmedt/