Event & production companies

Event and production companies run on enquiries, jobs, and crews. In the UK, you're balancing sales, ops, and site—corporate events, festivals, AV, or build. When enquiries land in email, jobs are allocated in meetings, and handover to crew is informal, events slip and stress spikes.

The operational reality in this sector

Companies take enquiries via web forms, email, and referrals. Ops or sales triage, send proposals, and eventually hand over to production or site. Jobs get allocated by availability, kit, or crew—often in meetings or spreadsheets. Handover to crew can be a brief, a run sheet, or a quick call. Progress is tracked in project software, spreadsheets, or both—but intake and pipeline often live in inboxes. The operational reality is reactive intake, unclear ownership, and "who's on that gig?" when the season hits.

Common friction we see

• Enquiries land in multiple inboxes; no single pipeline or triage view.
• Job allocation is meeting-driven or ad hoc; ownership and capacity are unclear.
• Handover between sales, ops, and crew is verbal or in scraps; brief and kit get lost.
• Status lives across project software, spreadsheets, and email; reconciliation is manual.
• Too much time on "who's got this?" and "have we sent the run sheet?"
• Crew and freelancers lack clear briefs and handover; site chaos follows.

What this looks like in practice

A typical production company has a website form and an enquiries inbox. Proposals go out from Google Docs or similar; when the client says yes, details are shared in a meeting or email. Ops allocates crew and kit from memory or a spreadsheet; handover to site is a run sheet and a call. When the season ramps up, enquiries queue, handover blurs, and the team works around the clock. Last-minute scrambles become normal.

How we typically approach this

We start with discovery: we map how enquiries come in, how jobs are allocated, and how handover to crew works. We design workflows—intake, pipeline, allocation, handover—that fit your rhythm and integrate with your project or event tools. We build or configure so enquiries and jobs land in one place, ownership is clear, and handover is documented. We phase delivery around your calendar. Training and handover ensure your team can run it.

What changes after implementation

• One place for enquiries and jobs; clear pipeline and ownership.
• Allocation and handover tracked consistently; fewer missed briefs.
• Clear handover to crew—brief, kit, access—so site runs smoothly.
• A single view of what's in progress and what's at risk.
• Less scramble, better communication with crew and clients.

Tools we commonly work with

We work with what you use: project or event software (e.g. Eventopedia, Monday, custom tools), Google Workspace, Microsoft 365, Xero, QuickBooks, and form or CRM tools. We connect enquiry intake, workflows, and handover so you're not duplicating or chasing across systems.

A short example from the field

Illustrative example. An AV production company had enquiries from their site and email. Ops allocated in weekly meetings; handover to crew was a run sheet and a WhatsApp group. We built a single intake pipeline, clear allocation rules, and simple handover checklists that fed into their project tool. Ops could see every live job and its crew; site had a clear brief for each gig. Handover improved and fewer jobs slipped.

FAQs

We use project or event software. Do we need to change?
Usually no. We integrate with what you have. The gap we fill is often enquiry intake, job allocation, and handover—so briefs and jobs land in one place and flow into your project or event tool.

We're seasonal. When should we implement?
We can phase around your calendar. Discovery and design often fit in quieter periods; we'll agree a rhythm that works.

What about crew and freelancers?
We design so ops has one view and handover to crew is clear. We can work with your existing job sheets, comms, or apps—we're not forcing new kit on anyone.

Next step

If enquiry intake and handover are holding you back, we can help you capture every brief, allocate clearly, and hand over to crew without the chaos. View our services or see how we work.