Planning an Event

The Event Production team is here to ensure that your events—whether in-person, virtual, or hybrid—are flawlessly executed and make a lasting impact. From initial planning to day-of coordination, we provide comprehensive support to bring your vision to life.

INTAKE FORM

Our Process

We support events in 3 phases: pre-production, day-of event support, and post-event. In each phase, we offer support that is covered by overhead as well as at-cost custom add-ons based on your needs.

Explore the process & options below.

1

Pre-Event

    • Preparation and Planning:
      We collaborate with your program to understand event requirements, outline the flow, and determine technical needs, creating a timeline to ensure a smooth event.

    • Visual Identity:
      We provide a standard graphics package with your program logo, maintaining a consistent look and feel across Institute events.

    • Pre-Recording Assistance:
      We support pre-recording needs to ensure content quality during the event.

    • Presenter Tech Checks:
      We ensure remote presenters are comfortable with their tech setup.

    • Platform Setup:
      For virtual or hybrid events, we manage the setup and operation of the Zoom platform.

    • Speaker Release Review:
      We review and suggest edits to speaker releases to ensure compliance with Institute standards.

    • Press Outreach:
      We’ll promote your event to relevant journalists, media outlets, and TV networks through advisories and direct outreach.

    • Press Management:
      For larger-scale events, we can help with media RSVPs and coordinate with networks on potential technical needs, either in person or via live feeds.

    • Custom Graphics and Event Designs:
      We can create custom event collateral, such as banners, podium signs, badges, and backdrops.

2

Day-of Event

    • Live Support:
      Our event producer is present throughout your D.C. or Aspen event to ensure seamless execution.

    • Livestream Assistance:
      We oversee the livestream, troubleshooting any technical issues.

    • Press Management:
      For events with significant media presence, we can facilitate press needs on-site, such as checking in reporters, arranging filming locations, and coordinating interviews.

    • Enhanced Accessibility:
      We can offer captioning, ASL interpretation, and multilingual support.

    • Teleprompter Assistance:
      We can provide teleprompter support for smooth presentations.

    • Live Social Coverage:
      We can provide a dedicated social media specialist to share real-time event highlights on your program's channels.

    • On-the-Ground Footage:
      We can capture dynamic event footage, including b-roll and interviews, for highlight reels and social media.

3

Post-Event

    • Basic Editing and YouTube Posting:
      We perform light video editing and post the finished recording to YouTube using the language you provide.

    • Social Media Clips:
      We create up to three 30-second clips for sharing on your program's social channels.

    • Segmentation:
      We break full events into smaller, shareable sessions.

    • Media Reporting:
      We can track coverage and provide a shareable earned media report for events that generate significant press.

    • Extended Content:
      We can create additional post-event clips for social media.

    • Highlight Reels:
      We can craft highlight reels to recap key moments for stakeholders and audiences.

    • Enhanced Promotion:
      We can develop and manage paid campaigns to increase viewership, website traffic, or newsletter subscriptions.

    • Comprehensive Insights:
      We can provide detailed reports on post-event engagement and viewer behavior.

    • Access to the LTN Studios:
      Available in both Aspen and the DC office for interviews and tapings, LTN is a customized studio capable of broadcasting live feeds to various networks for breaking news or quick turnaround conversations. Access requires prior booking and the use of an in-house producer. 

Remote and Non-DC Program Support 

Our Event Production team ensures that all programs, regardless of location, receive top-tier event production support.

Whether you are organizing an event remotely, outside the DC area, or in-person at an Aspen Institute location, we adapt our standard and premium services to meet your needs. We offer virtual planning sessions and remote technical support to ensure that your events are successful, wherever they take place.

Fill out the Intake Form to get started.