What to tell an event production company before asking for a quote

When someone is looking for an event production company in Mallorca, the first call usually comes with a date and a question: how much would it cost? That makes sense, but without more information it is hard to give a good answer. Two events with the same number of guests can need a lectern and a projector, or three screens, cameras, interpreting and a purpose-built stage.

You don’t need to have everything decided before you get in touch. But the clearer the brief, the closer the first quote will be to the final one. This is the list we work from.

The basics of any event brief

Date, times and set-up window

Besides the day itself, we need to know what time we can get into the venue to build and when it has to be cleared. A stage with LED screens and rigging is a different job with a day’s margin than with four hours.

The venue

If it has already been chosen, tell us which one. The auditorium at the Palma Congress Centre is nothing like the stone-arched hall at Son Termes or the terrace at the Real Club Náutico. If there is a floor plan, even better. If you don’t have a venue yet, we can help you think it through: we have worked in hotels, country estates, auditoriums, harbours and even on the pitch at the Son Moix stadium.

How many people, and how they are seated

Numbers affect almost everything, but the room layout matters just as much. Theatre style, classroom, round banquet tables or a U-shape are different set-ups, with different screens and microphones.

An example: the meeting held by AETIB and Exceltur on the recovery of the tourism sector, at the Meliá Palma Marina, had two sessions on the same day. In the morning, an assembly with tables in a U-shape, a microphone at every seat, monitors on the tables and two screens at the back. In the afternoon, in another room, a panel discussion with a riser, armchairs for the speakers, a lectern with two confidence monitors and a camera at the back. That was two separate technical set-ups in the same hotel, and we describe them on the Govern de les Illes Balears project page.

What happens on stage

The programme

Will there be talks, panel discussions, an awards ceremony, performances, live music, a DJ? Each one needs something: handheld or headset microphones, foldback monitors for the speakers, a countdown clock to keep timings on track, lighting for dancing.

What will be shown on screen

Presentations, videos, live footage of whoever is speaking, or all of them at once. And what format the files come in. If new content has to be produced, such as an opening video or logo animations, it is better to know early.

Languages

If guests come from several countries, simultaneous interpreting affects the room, because the booths take up space and need a view of the stage. At the Musgrave convention we set up the booth inside the function room itself and left receivers with headphones on every table.

Recording and streaming

Do you want a highlights video afterwards? Will some of the audience be following remotely? Recording for an edit is not the same as broadcasting live, and it is best decided before the build.

The event’s look

Does the event already have its own visual identity, or does it need creating? Do you need a photocall, banners, signage, delegate badges?

At the 30th anniversary of Citya at the Palma Congress Centre, with more than 1,000 employees, we handled the branding across every format: welcome banners in the foyer and on the stairs, the brand on the screens, the lectern, a free-standing 3D “30” on stage and the bar unit. The event was produced by the property company’s own creatives together with AICO’s, so the work was shared. That is an option too.

Which parts you want us to handle

We can take on the whole event or just part of it. At the Red Cross Gold Draw, in the Palma Congress Centre auditorium, we were responsible for the concept, creative direction, logistics and technical infrastructure. At other events we only supply the screens, or the sound and lighting for a dinner.

Tell us what you already have covered and who you are working with: an agency, a DMC, the hotel itself. That way nothing gets duplicated and we know who to coordinate with.

The budget

It can feel awkward, but giving an approximate figure helps a lot. You don’t have to spend all of it; it lets us propose something realistic. With a clear range we can tell you what will make the most difference for the same money: a bigger screen, better lighting or a piece of set design.

The checklist, ready to copy

• Date, event times, and build and get-out times.
• Venue, with a floor plan if there is one.
• Number of guests and room layout.
• Programme: talks, awards, performances, dinner.
• Screen content and the format it will arrive in.
• Languages and any need for interpreting.
• Recording, streaming or both.
• Event identity: does it exist or does it need creating?
• Which parts we handle and who else is involved.
• Approximate budget.

With that we can send you a first proposal. You can reach us on +34 971 739 250, at info@aico.es or through the contact form. If you would like to see how we work first, take a look at our page on event production in Mallorca.