The Masters of the Moment: How Event Producers Elevate Experiences

Written by Dianna Candido

Photo by REVELxp

Use an Event Producer to execute your event with precision and create a memorable experiences for all guests.

You’ve been planning your event for months, organizing all the details. You’ve spent hours on your phone researching vendors and connecting with ones you know and trust. You’ve been diligently going through your to do list to make sure nothing falls through the cracks as you plan. 

So imagine this…

The day has arrived, and you’re excited and nervous.  Good news, friend, you didn’t forget anything. Better yet, you know that meticulous planning doesn’t always mean meticulous execution, so instead of trying to handle everything yourself or delegating tasks to ten different people, you hired an event producer to cover everything from setup to breakdown.

Which means all the tables have covers. The sound system is perfectly placed and at the right volume. You know that catering is being executed flawlessly with little to no input from you. The flow feels easy and exciting to your guests, and everything is coming together like a perfectly timed orchestra.

As an event planner or someone planning an event, you know just how much effort it takes to get everything organized and details planned out. You know just what needs to happen and when. So when it comes to executing every planned piece of the event puzzle, you know you need support actually executing everything you’ve meticulously planned.

That, right there, is why event producers bring such a high value to the event industry.

What do event producers do?

No matter what type of event you’re planning, an event producer is responsible for physically executing the event.

Event producers handle things like:

• Lighting

• Sound

• Branding

• Visual effects and decor

• Entertainment

• Security

• Layout

• Setup and takedown

• Catering

• Vendor coordination as needed

This list is pretty extensive (and realistically there’s more to it). Event producers physically make the event happen, but also coordinates on a base level and intricate level. They’re who ensure a professional cameraman capturing the moment and a welcome banner perfectly hung with balloons hanging on either side — helium included. 

They also find creative ways to execute your event given extenuating circumstances like space or sound restrictions. They’re the doers — they make it all happen while being creative and innovation to find solutions for your unique needs.

So if the event producer does all that, including coordinating with vendors as needed, you might find yourself wondering…

What’s the difference between an event producer and an event planner?

If you’re the one planning the event, you’re the one with the vision. You make choices on what the event feels like, the schedule, and the guest experience. You’re the visionary for the event, which means you focus on organization and coordination.

The event producer is all about execution. On getting it done. The event producer shows up on the day and brings the event to life.

One of our vendor partners, REVELxp, is a tailgating event production company that helps take tailgating to a new level. It’s not only the guests who experience a unique and memorable event, but also the event planners or those in charge of organizing the event. 

Elevated event producers commit to high-level service in a way that feels easy to guests and those planning the event. Casey Coffman, General Manager of the Stanford branch of REVELxp, said it best when he said “What surprises [event planners] most is the level of service they receive, and the quality of the setups they arrive at on gameday all without the hassle of having to lift a finger!” 

REVELxp is a game-changer for tailgating events.

Imagine planning a tailgating party without having to worry about whether there’s enough ice for the 85 degree weather, or if you can get speakers that don’t sound awful with the volume turned up. Imagine not having to show up early to manually set up the event before guests arrive, but instead arriving early simply to watch everything unfold for you instead of by you. 

This is what REVELxp brings to the tailgating experience — and that’s just a starting point. REVELxp event production provides a premium experience, one focused on fun and efficiency so nothing falls through the cracks, and every experience is one for the books.

Because sometimes something as small as a lighter can make a big difference. Recently REVELxp helped produce a birthday party where the group realized they had no lighter for the 18-year-old’s birthday candles. Coffman raced to find a lighter, got one in the nick of time, and now what could have ended in disappointment for both the birthday boy and the guests, every attendee now has a memory that is that much sweeter.

“We are in the business of making lifelong memories a consistent reality,” said Coffman. And it’s not just game-day experiences either. According to Coffman, “There are many reasons to tailgate outside of football. From birthday parties, to retirements, graduations, or celebration of life’s we see every type of guest reach out to us and our empathetic ear and collaborative efforts make those possible.”

Make your event unforgettable with the right event producer.

Having a seasoned expert in your corner for any event you plan is immediately going to level up the experience you give your guests and make your job as event planner that much easier. Event producers are professional experts that know exactly what it takes to execute your event, and what to do if issues arise.

Want an event producer on speed dial? (Same!) REVELxp makes any tailgating experience a premium experience. Check out everything they have to offer here.

If you plan events or are planning an event, we’ve got you covered with resources for every step of the way. Find out all you need to know about the event planning industry and make planning easy — and fun!