Don’t

Panic!
Forty Two is the answer to ever ything.

8 STEP BEGINNERS GUIDE TO EVENT PLANNING

(AND PRODUCTION)
Don’t Panic!
Forty Two is the answer to everything and here’s why:

Our Philosophy Our Promise

We do it all, Anywhere, Anytime… We will be a partner you can trust,
The RIGHT Way! rely on and will provide the highest
quality available in the industry.

Our Mission Our Rockstars

Our team never gives up, never quits, Our employees take calls, texts, emails 24/7. No,
never says “ it can’t be done”. They are we don’t have a call center or “after-hour” techs,
professional problem solvers and become a just dedicated employees who are event junkies
trusted extension of your team. and will do whatever it takes.
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STEP 1:
DEVELOP A VISION
• Research events to determine the style you are looking for.
Save links to website examples you can share with us.
• Run your vision past any other decision makers to ensure
you’re all on the same page
• Develop a budget with decision makers

STUMPED ON A VISION:
Forty Two has endless examples from various industries and
and previous design set ups we can use to help you in creating
your vision.
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STEP 2:
DEVELOP A BUDGET
• Decide on a budget for the event.
• Develop a list of what you NEED and a list of what you
WANT. This will make decision making easier when we
start building your vision.
• All events are unique and have custom requests based
on your vision, so prices may vary from event to event.
• Consider working with a Production Manager that can
help implement and pay close attention to all the items
in this packet.

Psst: I hear Forty Two has some pretty awesome PM’s.

THINGS TO CONSIDER WHEN DEVELOPING A

BUDGET:
• Is my event indoor or outdoor? (outdoor may require weather
backup plans, which can add to costs)
• Will you need to stagger your vendors for load in times? (this
can add to the budget)
• Trucking and shipping items is a major cost in planning most
events, make sure the things you WANT don’t add another truck
to the budget.
• When planning your event, you have to keep in mind that the
size of the production, the schedule and the complexity of the
build all affect the amount of labor needed and therefore, the
budget.
• Breaks are needed! Whether it’s a 30 min break, a quick walk
away or even a simple cold beverage, a little can go a long way.
• Overtime begins after a certain amount of hours (varies from
company to company)

Forty Two can work with you to make sure the event you are
planning fulfills your vision and your budget.
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STEP 3:
DETERMINE VENUE LOGISTICS
OUTDOOR VENUE
Unpredictable weather, annoying
insects, sneaky critters, and sometimes
even lack of privacy are some of the
most common issues event planners
face, most times unexpectedly.
Things to consider when selecting an
Outdoor Venue:
• What’s your backup plan if it
weather doesn’t cooperate? (tent,
move indoors if available on site)
• Are you prepared for crowd control
in public areas?
• What’s the capacity for the area you
are renting?
• Are you allowed to set up chairs on
the grass and in walking areas?
• When are you allowed to set up and
when must you be packed up and
gone?
• Do you need any special permits?
• Have you considered having a layout
to help all involved have a clear
vision of what goes where?
Not to brag, but Forty Two has seen every scenario and knows exactly how to set you up for
success… Okay, we’re bragging.
INDOOR VENUE
You’ve reserved a venue and are
feeling pumped! Now it’s time to think
about how everything, including your
guests, will get there.
Things to consider when selecting an
Indoor Venue:
• Do the roadways have any
restrictions, such as parking or
standing regulations, weight
or height limits or detours that
can cause problems for vendors
delivering?
• Is there a loading dock for large
trucks? (If not, many smaller trucks
may be needed)
• Is there a staging area where
vendors can unload and then
disperse later?
• Does the venue allow day-before
set up if its not occupied?
• Is there a lack of stairs, elevators
or clearance that may become an
issue during set up?
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STEP 4:
DETERMINE PERMITS REQUIRED
No one wants to be the person who forgot to get the permit and the
event gets shut down. We know what permits you will need and we
can even help get them if you don’t want to handle it.

Generator Permit:
When adequate power is not available in a venue, or an event is being

held outdoors, a generator is needed. In most instances, a permit must be obtained to
legally operate a generator.

Electrical Permit:
In many cases an electrical permit will be required by the municipality.
You don’t want your event to be on hold by not having the required permit, nor do you
want to have substandard equipment on site that does not conform to the electrical code.

Alcohol Permit: Ohio’s liquor control laws contain special provisions designed to allow
nonprofit organizations to obtain temporary liquor permits to sell or serve alcoholic
beverages at special events. There are several different classes of temporary permits
available, however, the most widely utilized are the “F” and “F-2” permits.
An alcohol permit is different than just getting any of the other permits. Each state has its
own set of laws and rules to follow. If you plan to get one of the various alcohol permits for
your event, make sure that you know, understand, and abide your states’ regulations.

Please visit your state’s government site for a complete list of rules, regulations and permits required.
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STEP 5:
DEVELOP SCHEDULES
& COORDINATION
Creating a well-timed, flowing schedule will benefit you in a multitude of ways.
You might even get to enjoy the event…imagine that!

THINGS TO CONSIDER WHEN BUILDING SCHEDULES:

• Have you left yourself enough time the day of to ensure you aren’t needed in two
places at once?
• Have you determined a staggered unloading schedule for all vendors to ensure two
vendors don’t show up at the same time to unload?
• Have you determined a staggered set-up time for each vendor (different than
unloading schedule) so people aren’t slowed down by sharing a space, adding to
your bill and causing frustrations? (Ex: How can the carpet be laid down if the
furniture is already in place?)
• If more than one vendor must set up at the same time, be sure to warn each before
they arrive.
• Have you communicated the schedules to all vendors and received a confirmation
from them?

VITAL ITEMS TO BE SCHEDULED

Technical Furniture Catering Decor Carpeting Electrical

Production Rentals
(lighting, video, staging, audio)
Hey that’s what WE do!

Scheduling is a tough task with ever changing versions of time-lines. Don’t Panic! Forty Two is here to help.
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STEP 6:
REHEARSAL &
SOUND CHECK
Being show ready for rehearsals or sound checks, often hours
before the event starts, is important because it allows you and
the technicians to be completely on the same page about what is
expected of both parties.

THINGS TO CONSIDER FOR REHEARSAL AND

SOUND CHECK PLANNING:
• Rehearsals and sound checks must be completed well in
advance of the event. If there is a problem, there will be time
to trouble shoot and solve it before the doors open. Don’t
rush this and be sure to schedule enough time.
• Make sure the technical production, (Us Again!) have priority
in unload and setup to ensure you’re ready.

IF ALL THIS HAS YOU SWEATING…

DON’T PANIC! AND KEEP READING!

You didn’t think we would tell you all these scary details and then
leave you hanging, did you? We have a Production Management
team available to take all this off your hands. Your role turns into
helping guide us verses handling every detail and going mad.
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STEP 7:
FORTY TWO
TO THE RESCUE!
Planning a production of any kind involves tremendous attention
to detail, which you now know. Assuming you have many other
responsibilities outside of this event, it might be wise to hire
some help.

One of our highly experienced Production Managers will oversee

the entire event and ensure that the vision, budget, schedules
and day-of event run smooth and stress-free for you. The
investment in this vital role will help avoid going over budget.
Imagine that…you save money by spending money!

Our Team Never Gives Up

Knowledge and Passion Our Equipment & Over 1,000 annual events
of event planning runs Technology is updated completed locally and
through our veins constantly nationally

(available 24/7) (and hugely impressive) (…don’t act like you’re not
impressed)

We do it all, Anywhere, Anytime…The RIGHT Way!

(We are the Stress-Eliminators)
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STEP 8:
LET’S DO THIS!
To see our Completed Projects
and our Equipment list, visit
FortyTwoEventPros.com

Call and chat with our event gurus

1-888-785-4242