Are you not entirely sure what a production request is? No worries, we're here to help.
In short...
Simply put, a production request is a digital fill-in sheet that you can send to your suppliers to let them request production necessities.
In some more detail...
These can be external parties that handle your food and beverage crew for you. Or food trucks. Rigging companies. A cleaning company. Stage builders. An entertainment team. Security. Basically, any other company that will attend your event and we'll do some sort of work there.
Events can be quite the production and keeping in touch with all of those suppliers can be overwhelming. For each company you will need to know what they need from you, what you need from them, which person they'll be bringing to the event, and which one of those persons you can get in touch with if needed.
All of those persons will need some way to enter the event, information about how to get there, parking tickets, and maybe even more.
That's where the production request comes in. You create these sheets and send them out to every individual company that will attend your event.
Crew members
With these sheets it's possible to have the companies let you know which crew members they're bringing with them including their names and email addresses. The platform will then let you know when the company has registered those people. If you approve them and create a briefing for this crowd type, they will all receive a briefing with their ticket, granting them access to the event when it's time for them to work.
Guest lists
In the same way, you can also add empty guest lists for the company if they're allowed to bring guests to the event. You set the limit for the number of people they're allowed to register on the list. You can manually approve the list or have the platform auto-approve it for you if it stays within the limits you've set. They will all receive a briefing with their ticket, granting them access to the event.
Production needs
Another feature of the production request is managing production needs. This function allows you to create a list of accreditation items that the company can request, which can then be collected by either the designated responsible person or anyone from the company (those requests are made at a ‘bulk level’). You simply select the items and set limits for each. The company can then indicate which items they’ll need for the event. The platform can automatically approve their requests if they stay within the set limits. When the company arrives at the event, their approved items will be ready for efficient distribution.
Accommodations
You can also manage the request for accommodations through the production request. You use this if companies or people will be working at the event for multiple days and you arrange hotels for them.
There are two different ways to let your suppliers request their accommodations. The first way ‘Preset accommodations’ is to set up all available accommodations beforehand. The supplier will get to see what's available and is able to choose whichever they want/need. The second option ‘Match accommodations later on’ is to let suppliers tell you how many nights they will be in need of an accommodation. You will link their needs to accommodations later on.
Remarks
The remarks feature within the production request allows you to communicate with companies directly through the platform. Vendors can ask questions or make comments, which will appear in the “Public Remarks” section. Additionally, on the organizational level, you can add private remarks that are only visible to your internal team and not to the vendor.