Eventroom
Event production company for the night that has to go right
The only floor plan you have is a PDF from the venue's sales team, and the launch dinner is six weeks away.
You win or lose most of an event before anybody arrives. The venue visit, the access times, the power, the build and the running order down to the minute. When those are right the night looks easy. You should be able to hand all of it to one team and spend the evening with your guests.
- 01 / 06
You have seen the room once, on a sales tour, with a glass in your hand. Now the guest list has gone to the CEO and making the night work is your job.
- 02 / 06
The trouble hides in the building. A loading bay that takes one van at a time, a freight lift nobody measured, a power supply that cannot run the lighting, and a get-in window two hours shorter than anyone planned for.
- 03 / 06
Find those on the day and the rig gets rushed, the doors open late, and a room full of people you invited watches it happen. Leadership remembers who organised it.
- 04 / 06
Eventroom goes back to that room with a tape measure, checks the power and the loading bay, and draws it to scale. You see your event in it as a realistic render, tables laid and lights set, before anything is built.
- 05 / 06
The stage fronts, sets and styling are made by our own joiners, metalworkers and finishers, and the crew on the night is the crew that built them. If a panel sticks at nine o'clock, the person who made it is already in the room.
- 06 / 06
Eight o'clock. The candles are lit, the room looks like the render, the running order is on time, and you are sitting at the table with your guests.
What we make
[ 02 · SERVICES ]EVENTROOM · 52.472222 −1.894722 · T+00:00:00Corporate event management
Conferences, all-hands, awards and parties across the year, run by one production team that knows your business.
Product launch event production
The venue, the build and the running order for one launch night, once the concept is agreed.
Event management agency
One event, handed over in full: venue, build, running order, the night and the get-out.
The object in this room
[ 03 · CONCEPT STUDY ]EVENTROOM · 52.472222 −1.894722 · T+00:00:00
On this table the flacon sits among candles and pomegranates at a launch dinner. The bottle is our own invention, restaged in every room, and the dinner never happened.
How it runs
[ 04 · PROCESS ]EVENTROOM · 52.472222 −1.894722 · T+00:00:00- 01
Site visit
The venue walked and measured, with access, power and the get-in and get-out windows checked in person.
- 02
Render
The room drawn to scale and shown as your guests will see it, with the price alongside.
- 03
Schedule
A production schedule for the build days and a minute-by-minute run of show for the night.
- 04
Build
Sets, staging and styling made in-house and put up by the crew who will be there on the night.
- 05
The night
Run from the running order, with the crew who built it, and a clean get-out afterwards.
What this room won’t do
- Confirm a running order before we have walked the venue and timed the route from the loading bay to the stage.
- Plan a rig the power cannot run.
- Leave the venue in a state that turns into a damage charge after the event.
Asked often
Does Eventroom book the venue or only build on site?
Both. Eventroom can find, check and book the venue, looking at access, power, timings and what the hire includes, or work in a venue you have already chosen. Either way the room is visited and measured before anything is designed, so the build fits the building and the get-in works first time.
At what stage should you bring in an event production company?
Before the venue contract is signed, if possible. An event production company can check access, power, get-in times and ceiling heights while walking away is still cheap. At the latest, bring the production team in once the date and venue are fixed and at least eight weeks remain, or four to six months ahead for a large or peak-season event.
How far ahead should you book event production for a launch night?
For a mid-size launch night, book the production team eight to twelve weeks ahead. Large launches, awards-scale events and anything between September and early December or March and May need four to six months. Four to six weeks is the realistic minimum for a site visit, design and scheduling to be done properly.
What is included in an event production company's service?
An event production company delivers the physical event. That usually means checking and booking the venue, designing and building the staging, sets and styling, planning sound, lighting and screens, writing the production schedule and run of show, running the night, and the get-out afterwards. Eventroom covers all of these, and the crew who build the set are the crew on the night.
What happens if something breaks during the run of show?
The crew on the night includes people who built the set, so they know how every part goes together. Likely failures, such as a screen, a microphone or a door on the set, are planned for at rehearsal with spares and a fallback cue. The person calling the show decides quickly and the guests should never notice.
What is the difference between event management and event production?
Event management usually means organising the event as a whole: the date, budget, venue, guest list and everyone involved in making it happen. Event production means delivering the physical event: the build, staging, sound, lighting, running order and get-out. Some companies do one or the other. Eventroom handles the venue and the production together.
Hal is an automated desk that stays open late. Give him the date, the guest numbers and the venue, if you already have one.
Send us the venue's floor plan, even if it is the sales PDF.
Add the date and roughly how many guests. You'll get an early view of what that room can and cannot do on the night.
info@stillroomcreative.com