This document provides guidance for planning and producing a fashion show event. It outlines essential equipment for an event manager, considerations for the budget including rentals, transportation, stage design, and more. It also discusses mailing invitations, promoting the event through advertising and publicity, selecting a caterer, finding a venue, using music, lighting and stage design, and the role of the choreographer.

1. -VIKAS BAJAJ
EVENT
PRODUCTION

2. MUST HAVE FOR BUDDING EVENT MANAGER
•A Pen Drive
•A Smart Phone with Sufficient Data,
Power Bank to Support.
•A Laptop
•A Pair of Shirts: White & Black
•A pair of Pants: Black, Blue Jeans
•A Sun Glass.
•A Head Set with MIC.
•A Pair of Comfortable Shoes.

3. In planning a fashion show the primary consideration is its objective. The
other considerations would certainly include the type and size of the
audience and the location. The character and scope of the show heavily
depend on the budget. Depending on its specific purpose and theme,
every fashion show has a list of budget items that have to be considered. It
is useful to draw up some type of checklist to be certain that there is
enough in the budget to cover each of the
following:
PRODUCING A GREAT SHOW (BUDGETING)

4. •• Rentals (hotels, catering, etc.)
•• Transportation (trucks/ taxis, VIP travel)
•• Stage and ramp construction, curtains, and props
•• Music
•• Advertising and publicity
•• Public address system, sound equipment
•• Lighting
•• Electricians, carpenters and painters
••Alterations, pressing and dressing, hairstyling and make-up
••Tickets, posters, invitations and programmes
••Insurance, security (depreciation of merchandise)

5. MAILING INVITEES:
Invitations are often the first link that your audience will have to your event. The invitation is an
opportunity to introduce yourself to the world. This does not mean it should be a flamboyant,
hand-made thing that falls apart when it comes out of the envelope. However, that does not also
mean that invitation can‘t be creative and personalized, but they should be professional looking. A
simple invitation is also perfectly acceptable. Invitations to fashion show events should be in the
mail at least three weeks ahead of the date of the show to allow time for buyers or media to RSVP.
If any mishap occurs and invitations are delayed by the printer, other methods of reaching the
press and retailers can be effective at short notice such as a mailgram. Since artwork, mechanicals,
and printing require considerable lead-time for production, the
event manager should work in league with the printer. When discussing printing elements, be sure
to include costs for the show program and also the cost of the publicity kit for the press.

6. The style can be kept simple. A postcard with an attractive design on one side and the reverse side
providing the following information on it:
• Time
• Date
• Venue
• Description of what you are presenting—whether it is men‘s wear or women‘s wear collection, or
both, the theme, the purpose, etc.
Even if you do not have a formal guest list, invitations must include a RSVP number (not
your home number) and preferably a fax number. Details like attending to the people who call with
inquiries and keeping a guest list of people who make it to your show are essential in order for you
to be able to thank them at your show, or sending a thank you note afterwards.
STYLE OF THE INVITE

7. Fashion show promotions include multimedia advertising/ posters, invitations, and tickets.
Publicity includes press releases of the theme and stories behind the show, information about the
designers, the fashions, and the personalities of the audience. Fashion shows are no events to be
kept a secret. They should be advertised aggressively.
PROMOTION AND PUBLICITY
CATERING
FBest caterers in town are always overbooked, so the best time to catch them is months before the
show. It is important to start hunting for a caterer the minute you come to know about the date of
the event. It is best to know the performance record of the caterer you choose and its reputation
for food preparation and professional service. Ask someone from your industry if you
do not know who to appoint. Next, call the caterers to obtain the pricing. Remember that along
with the taste of the food, the appearance and decoration should also be appealing, so keep in
touch with the latest style of food decoration. Tell this to your caterer and he will take care of the
rest.

8. (a) Use your caterer as a marketing/sales tool. It is likely he has had many varied experiences on
similar occasions and can be useful in guiding you to the best preparations and/ or image you want
to project.
(b) Communicate with him. Give him your ideas and utilize his experience. A caterer, like an interior
decorator must bring out the best in his client.
(c) Be specific as to who is doing what. What is the caterer providing and what are you providing?
See whether his pricing is only for the food or for the extra items also.
(d) Give him some time to plan and execute the party. Try not to change the details of the plan
once it is agreed upon.
(e) Once you have chosen the caterer, inform the others as a matter of courtesy.
WHAT TO DISCUSS WITH YOUR CATERER

9. You need to find a location for your show. The task of finding a venue is made challenging by the fact that space is the most
valuable commodity. Don‘t be daunted by the challenge, it simply means you need to get creative in your mission. It takes a certain
amount of creativity to secure an appropriate location for your show. Thinking outside the box is a good way to find a great space
for the show. The conventional place for a fashion show is a hotel, club, or boutique. However, a note of caution, if you use an
unconventional space for your show, it is important to find a way of utilizing the space. If you don‘t use a runway, there needs to be
another way for your audience to see the clothes up close and personal. And if there is going to be no ramp, sit with the
choreographer, then decide what best can be done.
VENUE
MUSIC
This is a topic that needs a great deal of attention. It is never too early to think about the way you want to use music in your
show, and the music you play before your show. There is nothing worse than waiting in silence for a show to begin. Without
music to soothe and distract, there is nothing to keep the audience from getting rowdy if you make them wait. Music can be
overwhelming, distracting, and vitally important to the mood of the show. The music needs to fit as well as the clothes do. If you
hire someone who is a professional sound engineer (which is a great idea) make sure that when you meet the DJ you listen to the
music that will be played during your show.
.

10. Lighting and Sound / Stage Design / Décor
The cynosure of everybody‘s eyes during the beginning of any event will be on the stage. The quality of the event can be easily determined by the kind of lighting and
stage design that‘s there. So, maximum importance should be given to this aspect. When you contact the stage designer, explain the theme to him and let him work on
it. Here, you don‘t need much of your creative input since this stage will be taken care of totally by the stage designer. After the stage has been designed, the
choreographer has to come in to rehearse with the models on stage.
Given below is an ideal list of what are the devices that could be used for the lights and sound during a fashion show.
For the Lights
• Lanterns
• Power pack to handle the lighting
• Lighting desk
• Follow machines with remote
• Colour filters
• Intelligent/ moving lights
• Stands or truss systems to mount all lights
• Cable/wiring
• Main distribution system
• General illumination outside the venue, greenroom, and toilets
For the Sound
• Speakers
• Power amplifiers
• Crossover/ Equalizer
• Mixer with microphones
• Headphones
• Microphones
• Cue lights

11. Choreographers
What would one do without them in a fashion show?
After you have decided on the decor, the lighting, the
stage design, and everything, the choreographer comes
into the picture. The way the models should walk, exhibit
the outfits, and the sequence — all this is taken care of by
the choreographers.

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PRESENT YOUR
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TARGET AUDIENCE

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