Production Assistant Event Checklist

Production Assistant Event Planning Template

In this article, we look at the initial steps to planning out your upcoming Production Assistant live or virtual event. We’ve put together event ideas, some event design help, strategies for promoting your event and handy run sheets for your event. Need a checklist? Request a checklist template and our team will get a starter checklist created for you.

Production Assistant In-Person Event Ideas

A production assistant would need to plan events such as film shoots, rehearsals, auditions, and casting sessions. They would also be responsible for coordinating location scouting, set design, and prop sourcing. Additionally, they would need to plan and organize production meetings, script readings, and costume fittings. They may also be involved in planning and executing promotional events, such as premieres, press conferences, and film festivals.

Production Assistant Remote Event Ideas

1. Virtual product launches
2. Online trade shows
3. Webinars
4. Live streaming events
5. Virtual conferences
6. Online training sessions
7. Digital product demos
8. Virtual networking events
9. Online product demonstrations
10. Virtual team building activities.

Event Design

1. Collaborate with event organizers to understand the event’s objectives and target audience.
2. Research and gather relevant design assets such as logos, images, and branding guidelines.
3. Create visually appealing event materials, including posters, banners, and social media graphics.
4. Design and develop a user-friendly event website or landing page.
5. Prepare and format event presentations, slides, and multimedia content.
6. Design and produce event merchandise, such as t-shirts, badges, or promotional items.
7. Develop interactive event registration forms and online ticketing systems.
8. Create engaging email templates and newsletters to promote the event.
9. Design and produce event signage, including directional signs and sponsor recognition boards.
10. Collaborate with printers and vendors to ensure high-quality production of all design assets.
11. Conduct regular quality checks to ensure accuracy and consistency across all design materials.
12. Coordinate with the marketing team to ensure effective promotion of the event through various channels.
13. Provide ongoing support and…(request a template for further details)

Event Promotion

As a Production Assistant, the promotion strategy for running an online or in-person event would involve several key steps. Firstly, it would be important to create a comprehensive marketing plan that includes identifying the target audience, setting clear goals and objectives, and determining the most effective channels to reach the audience. This could include utilizing social media platforms, email marketing, online advertisements, and collaborations with relevant influencers or partners.

Secondly, it would be crucial to create engaging and compelling content to promote the event. This could involve creating visually appealing graphics, writing persuasive copy, and producing promotional videos or trailers. Additionally, utilizing storytelling techniques and highlighting the unique selling points of the event can help generate interest and excitement among the target audience. By implementing a well-rounded promotion strategy, a Production Assistant can effectively generate awareness and drive attendance for the online or in-person event.

Production Assistant In-Person Event Run Sheet

1. Arrive at the event venue early to set up equipment and ensure everything is in working order.
2. Coordinate with vendors and suppliers to ensure timely delivery of necessary items.
3. Assist in managing event logistics, such as registration, seating arrangements, and signage.
4. Communicate with event staff and volunteers to assign roles and responsibilities.
5. Coordinate with the audiovisual team to ensure proper sound and lighting for the event.
6. Assist in managing the event schedule, ensuring all activities and speakers are on time.
7. Troubleshoot any technical issues that may arise during the event.
8. Assist in managing attendee inquiries and concerns, providing excellent customer service.
9. Coordinate with catering staff to ensure food and beverages are served on time.
10. Assist in managing event breakdown and clean-up, ensuring the venue is left in good condition…(request a template for further details)

Production Assistant Remote Event Run Sheet

1. Set up virtual event platform and test all features to ensure smooth operation.
2. Coordinate with speakers and provide them with necessary technical instructions and support.
3. Create and distribute event schedule to all participants.
4. Monitor and manage participant registrations and troubleshoot any issues.
5. Conduct rehearsals with speakers to ensure they are comfortable with the virtual setup.
6. Prepare and distribute event materials, such as presentations and handouts, to participants.
7. Monitor event chat and Q&A functions to facilitate participant engagement.
8. Coordinate with technical support team to address any technical difficulties during the event.
9. Keep track of event timing and ensure smooth transitions between sessions.
10. Collect feedback from participants and speakers to evaluate the success of the event…(request a template for further details)

What Next?

You’ve got your ideas on planning your in-person or online Production Assistant event, what next? We’ve put together a Resource Area with tools to help you run your event and you can also Request A Checklist to help speed up your event planning process. We’re here to help.