Xplosive Blog

Behind the Scenes: What Goes Into Planning YOUR Event?

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You’ll often hear us say “Epic Parties Don’t Plan Themselves” and truer words have never be spoken. We put our hearts and souls into making sure every detail and logistic is accounted for, this ensures that YOU as the host can enjoy your party and not stress. This also ensures that we, as your pivotal vendor, have set ourselves up for success.

I’m going to break this down into the 5 Phases of Planning for you to better understand our planning timeline as well as the energy we put forth into your celebration. As always, this is a general guideline since every event is unique.

PHASE 1: The Initial Stage (4-8 Hours)
-Initial Inquiry: Phone call(s) and email correspondence

-Sales Process: Generally, 60-90 minutes face to face (or phone/zoom calls) plus applicable round trip drive times
-Booking Process: Proposal building, custom service research, negotiations, contract creation, initial scheduling, event set up via our online planning portal and accounting administrative procedures

PHASE 2: Event Building (10-20+ Hours)
-Continued Communications: leading up to the weeks prior to the event

-Brainstorming: deciding which enhancements you want to see at your event (specific lighting, games, screens, furniture, etc.)

-Planning: Staffing, Vendor Coordination, Site Visits, Room Layouts, Content Creation/Curation

PHASE 3: “Final” Prep (3-6 Hours)
-30 Days Out: Meetings with involved talent and coordinator, timeline building, final curation of video content, media, decals, printed items etc. Venue and vendor coordination.

PHASE 4: Week of Event (4-8 Hours)
-Multiple Team Members involved in: Music Prep, Packing/Rental of Trucks, Testing of Equipment, Photo Booth Advanced Prep, Testing Media, Purchase/Pick up of materials including CO2, dry ice etc.
-Final Run Through: confirmation of run of show, coordination with involved talent, final production meetings

PHASE 5: Day Of Event (10-14 Hours x Number of Crew Members)

-Multiple Team Members involved in: driving to office to pick-up truck/gear, driving to venue, set up at venue.
-Actual Performance: typically, 5 hours
-Strike gear and drive back, unpack and return any rental trucks

As you can see, we take your event very seriously and your day doesn’t just mean 5 hours to us. It’s a lifetime of memories for you and your friends and family, so making sure everything is perfect is of utmost importance to us. Making sure your vendors are as detailed and as invested into your event as if it’s their very own is not only a recommendation, it should be a requirement! We can’t wait to help make sure your celebration is everything you’ve ever dreamed of. Give us a call today!