logo logo
Let’s Talk

Events

Insight Media Company Events
Why choose us for events

Award Wining Digital Agency

Here is step by step course to Organizing a successful public event, stage play, or concert that requires meticulous planning, coordination, and execution. :

We have divided it into 6 steps which will have their own sub steps to give a brief summary and make it successful!

1, Conceptualise and Plan
2, Pre-Production Preparation
3, Marketing and Promotion
4, Rehearsals and Pre-Event Prep
5, Event Day Execution
6, Post-Event Activities

Tips for Success
1. Communication: Ensure seamless communication among team members.
2. Backup Plans: Have contingencies for weather, equipment failure, or emergencies.
3. Passion and Patience: Stay motivated and adaptable through challenges.

see more

Our Process

Explore the intricate gears of Insight Media Agency's workflow, where creativity intertwines with strategy to craft remarkable journeys.

working-process-image

1. Conceptualise and Plan

Goal Setting :
• When the idea of organising an event comes up in our mind, first we define the purpose of the event such as whether it could be an entertainment or awareness or fundraising, etc.).
• Once the purpose is defined we identify the target audience according to our event.

Budgeting :
• Making any event successful requires a proper in depth discussion and brainstorming on budget. Which mainly requires Estimate costs of venue, performers, marketing, logistics, etc.
• Then comes the planning for revenue streams, such as ticket sales, sponsorships, merchandise, stall sales, food & beverages.

Team Formation :
• we believe that team Formation is one of the main element in making any event successful. We have to choose and Assign roles to individuals according to their experties such as, event manager, marketing head, logistics lead, stage coordinator, etc.
• Use project management tools (e.g., Trello, Asana) to track progress.

Event Theme and Timeline
• Following to above steps very carefully we then have to decide on the event theme as it plays a wide tole in making a successful event. We also create a detailed timeline with deadlines.

Once we step up and concur our first step successfully we then follow the other 4 aspects carefully and keep improvising for better and more effective outcomes to achieve our goals and make the events not only successful. But lifelong memorable tool

2. Pre-Production Preparation

Venue Selection
• Book a suitable venue based on capacity, location, and facilities.
• Ensure availability of parking, green rooms, and stage equipment.

Permits and Licenses
• Secure legal permissions (e.g., public gathering permits, performance rights).
• Coordinate with local authorities for safety and compliance.

Artist/Performer Finalisation
• Identify and contract performers, directors, or bands.
• Organize rehearsals and ensure alignment with the event theme.

Technical Setup
• Arrange for sound systems, lighting, props, and stage décor.
• Test audio-visual equipment and troubleshoot beforehand.

3. Marketing and Promotion

Branding
• Design a unique logo, posters, and banners.

Digital Marketing
• Create event pages on social media platforms.
• Use paid advertisements or influencer partnerships for visibility.

Offline Promotion
• Distribute flyers in strategic locations.
• Partner with local businesses for co-promotion.

Engagement Strategies
• Offer early-bird discounts or exclusive VIP passes.
• Build hype with teasers, countdowns, or behind-the-scenes glimpses.

4. Rehearsals and Pre-Event Prep

Final Rehearsals
• Conduct technical and dress rehearsals.
• Practice transitions and ensure timing is on point.

Logistical Check
• Confirm availability of supplies (water, food, merchandise).
• Arrange for first aid, security, and backup power supply.

Tickets and Registration
• Set up online and offline ticketing systems.
• Organize entry procedures with clear signage and staff.

5. Event Day Execution

Team Coordination
• Hold a briefing session with volunteers and team members.
• Assign on-ground responsibilities like ushering, backstage management, and crowd control.

Show Flow Management
• Have a printed program and live schedule updates.
• Monitor performances and handle any last-minute glitches.

Audience Engagement
• Use an emcee to interact with the audience between acts.
• Encourage live feedback or social media sharing.

6. Post-Event Activities

Wrap-Up
• Ensure safe dispersal of audience and performers.
• Oversee cleanup and return of rented equipment.

Feedback Collection
• Distribute surveys to attendees, performers, and team members.
• Analyze feedback for insights and improvements.

Thank You and Follow-Up
• Send thank-you notes to sponsors, participants, and attendees.
• Share event highlights, photos, and videos online.

Financial Reconciliation
• Tally income and expenses.
• Prepare a final report for stakeholders.

Let’s Dive into Our Creative Showcase

A showcase of our most inspiring projects. Each one is a journey of innovation, passion, and bold creativity.

Aditya Gadhvi Concert - Insight Media Company

Aditya Gadhvi Concert

You people have always travelled to Ahmedabad or big cities to attend concerts but this time we are making it easier for you by organizing it on your home ground!!!

Get in touch