So, you work in events? Whether you’re an event manager at a large company or working in an event agency, you know this is one of the most stressful jobs in the world.
By now, you’ve likely managed countless events – both big and small – often with tight, last-minute deadlines.
It all starts with the client.
Decisions are often made at the last possible moment. “We still have time, a good event manager can pull it off in a few days,” we often hear. But the later we start, the more difficult and expensive it becomes. It’s like booking a plane ticket: the later, the pricier, and the fewer the options.
So, how do we handle these projects?
Whether the event concept is already developed or just beginning to take shape, we engage the right team – from designers to technicians and planners. With our entire team “in-house,” it’s easy for us to gather and discuss the project. ARAM is a team of over 50 full-time professionals, allowing us to react quickly and act without the need to scout for available freelancers “around town.” Though we collaborate with freelancers, the core team is made up of our in-house experts.
Experience matters.
Poland has many talented freelancers, but the best are in high demand, constantly on the move, and there are only so many hours in a day. When an expert doesn’t have the time to thoroughly dive into a project because they’re busy with another, the entire process suffers. Quick analyses “in between” can help, but solid planning requires deeper analysis, thought, and collaboration. That’s why our team always gathers quickly to analyze new projects and deliver an initial draft to the client or agency. We don’t take on every project, especially if we’re already engaged in others that require our full attention and preparation.
How do equipment quantity and type affect costs?
Everyone wants the best and latest solutions. Stunning visualizations impress clients – until the first budget estimate, which often exceeds the budget. And time is ticking.
Once a visualization reaches the client, cuts are often made to “trim down” the project, so it looks similar but fits within the budget. We cut where we can, but the cost doesn’t drop. Why?
Today, labor costs exceed equipment costs. Removing a few lighting devices or LED meters from a project won’t significantly reduce its cost. Cutting equipment without changing the structure, complexity, and time required for construction has little real impact on the budget. Experienced producers understand this well.
To fit a project within budget, we need to reduce the number of people and hours worked. This means thoroughly redesigning the project so it looks similar but is more efficient. Creative design and smart planning are essential here – they require more knowledge and experience than creating an appealing visualization. Visualizations, like paper, will tolerate anything.
That’s why, whether we’re working on an independent artist’s project or creating something from scratch, we optimize each project to meet budget requirements. This way, the concept shown to the client will look exactly like the final realization.
A well-prepared project may change, but it’s tailored from the start to meet the client’s budget. Even if it initially seems modest, we can always add more options. Well-justified changes are more likely to receive additional funding.
By involving us at an early stage, you’re guaranteed a project that can be delivered within the set budget. Yes, we sometimes want to add more lights and multimedia, but “more” doesn’t always mean “better.” You can always add something if needed.
Is this model effective?
We know that this approach is rare in Poland. For years, we have strived to work in an organized, thoughtful way, which ensures predictable results, reduces production stress, and makes the process comfortable for everyone involved – whether it’s a major concert, event, sports tournament, or conference.
Our team is a stable group of familiar faces. Sometimes we bring in people who are tired of the chaos in the industry and want to try working in a more organized, though demanding, environment of technical event production.
We know how to plan and design multimedia scenographies wisely and where to look for savings before the first draft reaches the client.
Have you had the chance to work with us?
As one of the few Polish companies, we’ve delivered projects around the world – in the largest arenas and hotels across Europe, the USA, Brazil, and China. Budgets matter everywhere, and everyone wants to spend as little as possible. Careful planning and well-thought-out concepts are, in our opinion, the only way to deliver great projects today.
