A local production team usually understands the area very well. They understand local suppliers, delivery options, venue rules, and common problems that may happen during planning. They can also respond quickly when unexpected problems happen. However, good results depend on clear planning, regular communication, and trust between both sides from the beginning.
Contact the local team early
At the beginning of the project, it is always better to contact the local team. Don’t wait until the venue is booked and the whole event plan is complete. A local team can provide invaluable advice before major decisions are made. For example, a venue might have restricted loading times. It may have strict rules about noise, parking, or working hours.
And this is why early advice can save organisers trouble. It can also save time and money and greatly simplify the planning process.
Explain the event clearly
The local team needs clear information about the event from the beginning so they can plan properly. They should know the date of the event, where it will happen, how many guests are being invited, what vibe or event style is being planned, and the main purpose of the whole thing. Event organisers should also explain what is needed, including staging, lighting, sound, screens, furniture, and branding. Clear details are more useful than general instructions.
For example, if the event is a conference, it will require high-quality audiovisual equipment and Internet access, whereas a product presentation will require large screens and lighting.
To enable proper planning and ensure the smooth running of the event, the local team needs to be aware of the organiser’s expectations. Clear information helps the local team prepare properly and reduce problems during the event.
Use simple communication
When people from different countries work together, it is very important to communicate clearly. Some words can be confusing even when everyone is speaking English. So, use simple words and short sentences. Explain exactly what is needed and avoid general instructions. For example, do not say that only technical setup is needed. Specify the number of microphones, speakers, lights, and screens needed. Send a summary after each meeting. This helps everyone remember the main points and the next steps.
Listen to local advice
Local production teams know their patch better than outside organisers. They know the roads, venues, suppliers, workers, and the local rules of the event.
The organiser may already have a solid plan. But the local team may have a better, quicker, or cheaper alternative.
The organiser might plan to bring equipment from another country. The local team might know a trusted rental company near the venue. This can reduce transportation costs and save time. So it’s important to listen to the advice of the locals.
Treat the local team as a partner
Do not view the local team just as a resource that can be allocated or used. Engage them in communications beyond planning meetings and ask for their suggestions. In addition, it is critical to keep the local team updated on all relevant changes, for instance, if there is an expectation of a higher number of guests or the client has requested a larger stage.
By doing this, the organiser enables the local team to update the planning as necessary. At the same time, the organiser must insist that they speak up. This way, by ensuring openness and trust, the organiser will stimulate consultation.
Make roles clear
Everyone involved in an event should know what they are responsible for. When roles are not clear, the same task can be done twice, while other important work may be missed. For example, the event organiser may look after the client, guest list, programme, schedule, and final approvals. At the same time, a local production partner such as World Production Service may handle practical areas like equipment, crew, transport, venue access, and setup. Having one main contact person on each side also makes communication much easier. It helps questions get answered faster and keeps everyone on the same page throughout the event.
Create a realistic schedule
Good timing is very important for any event. Equipment must arrive before setup begins. The stage must be ready before lighting is installed. Sound checks must also finish before guests arrive. Because of this, the organiser and local team should create the schedule together. The local team knows how long local deliveries and setup usually take. For example, some venues only allow large trucks in the morning. Traffic may also delay staff and equipment. Therefore, it is wise to add extra time between important tasks. This gives the team time to solve small problems without delaying the whole event.
Discuss the budget early
At the outset, the budget should be discussed. Inform the local team about the budget and the most important parts of the event. This helps them suggest the best options within the budget. A large LED wall, for example, might cost too much. Two smaller screens or a projector should work fine.
Also, ask for a clear list of prices. It should include equipment, staff, transport, set-up, take-down and any overtime hours. This will help both sides understand the costs and avoid surprises later on.
Check local rules
Event rules vary throughout Europe. Some areas have very strict noise limits. Other Venues may require permits for outdoor stages, filming, road access, signage, or large crowds. There may be rules about safety, insurance, hours of work, and emergency exits. Local production teams can explain these rules and help with permits. But some permits are time-consuming. That is why the process should start early.
Trust the team on event day
The day of the event can be hectic and stressful. “Little problems may require fast decisions.” We have a local production team that knows the area very well. So they can solve obvious problems in a short period of time. For instance, if a bulb has blown, the technical manager should be able to replace it without waiting for multiple approvals. Both sides should agree upfront what the local team can decide on its own. This will make sure the event runs smoothly.
Hold short check-in meetings
Regular meetings help everyone stay updated. These meetings do not need to be long. A short weekly call may be enough at the start. As the event gets closer, the meetings can happen more often.
During each meeting, discuss finished tasks, current problems, new changes, and next steps. This way, both teams can solve issues early.
Visit the venue together
One way to prepare for an event is to visit the venue. Go to the venue with the local production team. Stage check, guest entrance, loading zone, storage facility, power, internet & emergency exits. For example, a venue may look large in photos. However, the loading door may be too small for some equipment. A site visit helps the team find these problems before the event day.
Review the event afterwards
After the event, speak with the local team again. Discuss what went well and what could be improved. For example, the organiser may find that the setup needed more time. The organiser may also find a good local supplier that can be used again. Write down these lessons. As a result, the next event can be easier to plan and manage.
Final thoughts
Working with local production crews in different European countries can make things easier for international events. Local crews know their environment, such as venues, suppliers, legislation, transportation systems, and work culture.
The most crucial aspects of successful multi-local and international cooperation are efficient communication, preparation, budget control, and responsibility. Moreover, it is essential to establish mutual trust and understanding between the cooperating parties.
Event organisers need to provide the local production crew with all critical information concerning the event, consult them, develop contingency plans, and delegate responsibilities to achieve unity of action. In this case, organisers will get an opportunity to plan their project more efficiently and rely on trusted partners.
Discover more tips from World Production Service here.
