Eventroom
Product launch event production for the night of the reveal
The concept for the launch is agreed, by your team or your agency. What you need now is the event itself: the venue checked, the room built, the reveal rehearsed and the night run to the minute. That is what this service delivers.
The site visit
Every launch starts with walking the venue with a tape measure. Floor plans hide the problems that ruin a get-in: a corridor too narrow for a stage section, a door frame lower than the drawings say, a loading dock that only fits one truck, a freight lift that becomes the only way in.
Power is the other thing to check in person. LED walls, sound systems and lighting rigs can need more than some venues can supply, and finding that out on the day leaves you choosing which part of the show to switch off. We check the supply and plan extra power where it is needed.
The visit also sets the timings. Crews can only work inside the hours the venue grants, so the build is planned from the access window backwards, with deliveries booked into the loading bay slot by slot.
Seeing the room first
Once the venue is measured, you get a realistic render of the room as your guests will see it: the stage, the set, the tables, the lighting, the reveal position. Your leadership and your agency can agree the look from one picture, and changes are made on the drawing, where they cost days.
Two documents that run the event
A launch runs on two separate documents. The production schedule covers the days before: deliveries, the build, lighting focus, sound checks, rehearsals and crew calls. The run of show covers the night itself, minute by minute, from doors to the last guest leaving, with every cue for sound, lighting, video and speakers.
Both are shared with the venue, your team and your agency well before the day, so everyone is working to the same times and nobody is surprised by a cue. On the night, one person calls the show from the run of show, and every cue goes through them.
The reveal
Most launches build to one moment when the product is shown. It needs a clear sightline from every seat, a lighting cue that lands on time, a spot for the press photographers and at least one full rehearsal in the room. We rehearse it with the people who will be on stage, and again with the crew, until it runs the same way twice. If press are coming, they get a sheet with the timings and a marked spot to shoot from, set before the guests arrive.
After the last guest has gone, the get-out happens inside the venue's window and the room is handed back in the state it was found.
About product launch event production
What is the difference between a production schedule and a run of show?
The production schedule covers the days before the event: deliveries, the build, sound checks, rehearsals and crew calls. The run of show covers the event itself, usually minute by minute, with every cue for speakers, sound, lighting and video. Most well-run productions use both, as separate documents shared with the venue.
Why does a launch venue need a site visit before the build?
Because floor plans hide the things that stop a get-in: narrow corridors, low door frames, a loading dock that fits one truck, lifts that limit the size of anything brought in, and power that cannot run the lighting. A site visit finds those while there is still time to plan round them.
Can an agency hand its launch concept to a production company to deliver?
Yes. The agency keeps the concept and the client relationship, and the production company delivers the venue, build, rehearsals and the night. It works best when the production team joins early enough to check the concept against the venue, so the idea survives contact with the real room.
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