How I normally design events for brands
If you are a PR, Marketing agency, charity or brand themselves looking to create an event in London for an activation or launch - here’s how we could work together and the process…
Normally it all starts with an email or filling out the contact form which I’ve designed to get the key info from enquiries, fast.
If your event is in London and has 2 weeks or more (ideally more 😂) turnaround time, then we can chat!
what happens on a discovery call?
This happens on Zoom or Teams and will start by me asking you for an overview of the event. Yes, the key details (where, when, who, how many etc etc) but also the objectives, the feel, the brand identity. Who it’s for and what you want them to feel and come away thinking and remembering.
My background is in the arts, immersive and experiential events so I have a unique, well-rounded approach to designing events that encompasses all the details of the experience you’re trying to create.
My fees for a b2b event start at £1500 for minimal design/prep and with a 1 day set-up - before any materials or hires are included. I’d only book a call if this starting fee is ok with you, otherwise it could be a waste of time for both of us!
next steps…creative event overview and design concept
After I’ve got a grasp of the event, confirmed availability (sometimes larger or short timescale projects need more team members for different elements; either in the prep stage or the install stage) and confirmed your event budget, I’ll look at the venue/events space online or from any pictures and videos you have, and come up with a brief job scope that outlines:
An overview of the creative concept and how it would be approached
A rough top line budget breakdown
Rough overview of logistics (i.e. people needed on the event, and for how long etc)
A quick visual moodboard can be included if requested, to make sure we are on the same page
Booking stage
If you’re happy with the proposal, we move forward! In order to secure the booking, I ask for a 40% deposit (of my fee).
At this stage I’ll also draft a separate rough materials, props & hire budget to be signed off and requested on the same invoice so I can get to work. I’ll also send a contract so everything is above board and we all know what we’re doing and responsible for in every situation.
full creative brief & proposal
This is one of my favourite stages. After a venue site visit in person, I put together a full creative event design document that includes concept board, sampleboard and might break down each area of the venue to get super specific about what is going to be in each space.
This will include some specific materials/hires/London event supplier suggestions for you to look at. It is at this stage that I also might scope out my florist collaborators and tableware companies to check specific products and availability.
Once you’ve had a look with your team and have feedback and notes, we’ll book in a meeting to chat through it all and make any tweaks as required.
implementation phase
I crack on! This includes all sourcing, booking, organising and bespoke making or customising. I have a little black book of online AND in person shops in London that I use for most of my events, so they’ve been tried, tested and TRUSTED by me already.
planning for the install & de-rig
Closer to the event I’ll put together an install plan for all the design suppliers (including myself and any assistants) on the day. I’ll work out what order everything needs to be installed, at what time. This will also take into account where things can be loaded in and out, hire deliveries and collections the next day. People often forget to think about what happens to everything after the event is over - not me - have little to no waste is really important so this is considered at the earliest stage.
event installation and set up day
My aim on set-up day is for the client and brand not to have a lift a finger, and feel as calm as possible! My organisation and prep skills will mean that all the brand has to do is show up and have a great time with any media, influencers, partners, guests.
I’ve probably set up near 100 events now in the past 15 years so could do it standing on my head. I pride myself on efficiency and pure graft whilst maintaining proper attention to detail. And this is what I look for in any assistants I work with too.
de-rig and take down
As mentioned before, I’m keen for no waste events, so I take time and effort to make sure any items unable to be used or recycled at the venue are taken away and re-purposed or gifted to community groups. This includes materials for local schools and nurseries that can get creative and re-use items from the event. I’m happy to gift flowers to local businesses, nursing homes and other organisations.
post event admin and wrap
Unless you’ve taken this on yourself to help the budget, I’d normally manage the return of any hires and associated admin.
The materials budget gets updated with every purchase on my master spreadsheet, but this would be finalised and sent to you. Any underspend is returned by me and overspend would now be payable (this is a rare occurence and you would always be notified of potential overspend before it happened).
Final invoices done, there’s normally some photo sharing and that’s a wrap….until next time!