What are the Tools of Event Design? Part Two

BY ALISON BAGUIO

Continuing this series on explaining WHY ILLUSIONS OF GRANDEUR II, INC. EXISTS, we move into Part Two of WHAT ARE THE TOOLS OF EVENT DESIGN?

We bring your vision to life. Elevate your Event. Transform the Ordinary.

DIAGRAM/EVENT MAP

A “to-scale” space/room diagram is often created alongside a collage. IOG II, the venue, caterers, Audio/Visual, and other vendors (entertainment, experiential activations) follow this map to show us all where each and every item will be placed in the event space. Without a “to-scale” diagram, we really wouldn’t know if everything will fit according to plan!

After an intense search, we are fortunate to have found a workable diagram program which allows us to create custom sized icons representing new decor. This two dimensional planning software gives every piece in the event puzzle a birds eye view of where every item will be placed day of.

VENDOR COORDINATION

Even in the early stages of planning decor, we often interact with trusted vendors and subcontractors who help us bring the event to life. For example, early planning for day of timing for load in/load out is extremely important as not to overwhelm venue loading docks, and starting early with event partners helps us all get on the same page to avoid surprises. After all, we are all working together for a common goal…creating the most successful and memorable event possible for the customer!

TIMELINES

Although we have an absolutely amazing team, we are not miracle workers (we often wish we could just snap our fingers and POOF!… the event is ready!)  We have to be realistic when planning an event. Understanding available set up and tear down time frames are vital to the entire process.  For example, we can’t create a set up which will take us a day and half to set if we only have 3 hours! 

Although we have two large warehouses of space, we are busting at the seams and can’t keep each and every single piece of inventory once it is created (unfortunately). Therefore, not only knowing on site parameters, but knowing how long it will take the team to create these customized decor pieces is vital to the process to also ensure our budgeted labor figures aren’t exceeded.  Time frames for existing in house items (pull out of inventory, touch up nicks with light construction and painting, make it look brand new again, wrap with moving blankets, etc) is a part of this important process.

LABOR MANAGEMENT

“Square peg/round hole” is a motto we often use in our line of work. Knowing what type of employee is assigned for each job, including pre, during and post events, is vital to the success of the specific event and the overall business model. We work hard to understand the strengths of each employee and where they excel. For example, if an event has many elements which need to be built on site, we will task our “builders” to be at the set up, while the team members who excel at prepping decor will be working at the shop.

IOG II is incredibly lucky to have a pool of experienced patrons to pull from, all who stayed on from the previous to the new company.  These talented people have been doing this job a very long time….in fact an impressive 131 years of combined service to the company! See their faces, job descriptions and length of time having worked at the company in the new About Us section of the website. https://www.illusionsofgrandeur.com/about-us/ 

As we conclude the two blogs about the Tools of Event Design, I would like to thank you for continuing to check back!  I am excited to share the next blog topic Event Decor and Rentals With and Without Customization soon!

Thanks for reading! Until next time!