The event production process at SBD Global is designed around one principle: nothing important should be decided on the event day for the first time. Every decision that can be made in advance is made in advance. Every potential problem that can be anticipated is addressed before it becomes a problem in front of a live audience.
This post maps the full event production process from the first conversation to the delivery of the final files, giving clients a clear picture of what happens at each stage and why.
Stage One: Initial Consultation and Scoping
Every engagement begins with a consultation call or meeting where we learn about the event and the client’s objectives. We ask about the event type, the date, the venue, the expected audience, the programme structure, and what the client wants the coverage to produce. We also ask about previous events and what has worked well or less well with media coverage in the past.
Based on the consultation, we produce an initial scope that outlines the recommended crew size, equipment setup, coverage approach, and deliverables. This scope is not a final quote. It is a starting point for a detailed brief conversation.
We ask questions that some clients find more detailed than they expected. That detail is what allows us to produce a brief that actually reflects the event rather than a generic coverage package.
Stage Two: Brief Development and Coverage Planning
The brief development stage is where the engagement takes its shape. We work through the event programme with the client, identifying the key moments that require specific coverage, the deliverables needed and their specifications, the timeline for delivery, and the distribution plan for the content after the event.
From the brief, we produce a coverage plan that maps every crew member’s responsibilities to every element of the programme. This plan tells the media director, camera operators, photographer, audio engineer, and stream operator exactly what they are responsible for and when.
We share the coverage plan with the client for review and approval. We address any gaps or misalignments at this stage. Once the client approves the coverage plan, both the client and SBD Global have the same understanding of what the engagement will produce.
Stage Three: Site Visit and Technical Preparation
Before the event day, the media director or lead producer visits the venue with the coverage plan. The site visit confirms camera positions, audio access points, lighting conditions, LED screen configurations, and live streaming connectivity. It also identifies any venue-specific challenges that we need to address before the event day.
Following the site visit, we adjust the coverage plan as needed and communicate the changes to the full crew. We check, test, and prepare the equipment. We handle any items that require sourcing or additional preparation in the days before the event.
For events with live streaming requirements, we confirm and test the bonded data connection at the venue. We produce branded graphics for the stream and test them against the actual stream setup. We confirm contingency plans for connectivity issues with the stream operator.
Stage Four: Event Day Execution
The crew arrives at the venue with enough time to complete setup, run all technical tests, and conduct a full team briefing before the first guest arrives. Setup time varies by event complexity but is never less than 90 minutes before doors open and is often longer for multi-camera, multi-element productions.
During the event, the media director manages the coverage in real time against the coverage plan. Every crew member knows their role and their priorities. Crew members communicate through a shared channel to keep the floor clear of confusion.
The event team’s point of contact informs the media director of any programme deviations as soon as they arise, allowing real-time coverage adjustments without disrupting the crew during execution.
Stage Five: Post-Production and Delivery
After the event, the crew backs up footage to multiple storage locations and organizes it by session, speaker, and timestamp before editing begins. The editor works from the coverage plan and the agreed deliverables list, not from a general interpretation of what might be useful.
Deliverables match the agreed formats and specifications. The client reviews a draft of the highlights reel before the final version is rendered, where the timeline allows. All final files are delivered through an agreed transfer method with a clear labelling system.
We follow up after delivery to confirm that all files have been received and meet the agreed specifications. If any adjustments are needed, they are addressed promptly.
If you would like to understand how this process applies to your specific event brief, reach out to the SBD Global team. We will walk you through every stage and make sure you know exactly what to expect.