What Actually Goes Into Total Show Management?

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As Senior Event Producer at Cybis, I've seen firsthand how comprehensive event management transforms ambitious visions into flawless productions. When clients first come to us, they're often used to juggling countless details and vendors on their own. 

I like to say "you know your show, we know production.” We take pride in handling every aspect of event production, allowing our clients to focus on their content and messaging while we bring their vision to life.

Total show management means exactly that – complete support for all needs related to a live event. From the moment we begin working with a client, we're thinking through hundreds of details they may never have considered. How does the stage design reflect the event's theme? What's the plan for every minute of setup and rehearsal time? What's displayed on screen in transition moments and where are the gaps in content? 

Understanding Your Vision

As the single point of contact for our clients, my first priority is understanding their event vision completely. What are they trying to accomplish? What do they want their audience to take away? Whether it's an educational conference, corporate meeting, or themed celebration, we start by diving deep into their goals and aspirations.

Building the Framework

From there, we begin constructing the event framework. This involves determining crucial elements like:

• Audience size and venue requirements
• Technical needs for audio, lighting, and staging
• Content delivery methods (presentations, panels, interactive sessions)
• Visual design elements and branding integration
• Schedule planning and flow management

Assembling the Perfect Team

Once we understand the scope, I begin building the ideal team. This isn't just about finding available professionals – it's about matching the right expertise to each aspect of an event. This removes the responsibility from the client and allows us to use our large network of professionals to execute the event flawlessly.

Managing the Details

The real work of total show management happens in the details. We coordinate:

• Venue logistics and layout planning
• Equipment specifications and setup schedules
• Content development and visual design
• Rehearsal scheduling and management
• Team travel and accommodation
• Security and safety protocols
• Vendor negotiations and coordination
• and so much more!

Communication Flow

Throughout the process, we maintain clear communication channels. While I handle dozens of conversations with team members, vendors, and specialists, our clients only need to focus on their core decisions. We've developed efficient systems to:

• Schedule regular check-ins based on client preference
• Provide updates on key milestones
• Address questions and concerns promptly
• Share relevant documentation and plans
• Coordinate between all parties involved

Pre-Production Excellence

The pre-production phase is crucial for event success. We focus on:

• Developing comprehensive production schedules
• Creating detailed technical plans
• Designing custom stage layouts
• Preparing backup contingencies
• Testing equipment and systems
• Coordinating rehearsal schedules

On-Site Execution

When event day arrives, our preparation shows. Every team member knows their role, understands the vision, and has the resources they need to excel. We handle:

• Setup and testing procedures
• Technical rehearsals and run-throughs
• Last-minute adjustments
• Real-time problem solving
• Schedule management
• Team coordination

What sets us apart is not just our attention to detail, but our ability to handle everything proactively. 

Need custom motion graphics? We'll create them. 

Looking for the perfect stage layout? We'll design it. 

Uncertain about technical requirements? We'll handle them. 

Even if you don’t know the questions to ask or event elements to think about, we take care of all the details, identify potential challenges, and provide solutions.

We also leverage our years of industry experience to advocate for our clients. From negotiating with vendors to recommending proven solutions, we ensure our clients benefit from our extensive network and knowledge of industry standards.

The best part? Clients can be as involved or hands-off as they prefer. Some want weekly check-ins and detailed updates; others trust us to handle everything and simply show up to a perfectly executed event. Either way, we ensure their vision remains at the heart of every decision we make.

At Cybis, we believe that exceptional events require more than just technical expertise – they need a team that thinks through every detail so our clients don't have to. That's what total show management is all about.

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