Set a budget:
When planning your next event, you may want to break up each vendor into their own separate budgets. For example, you would set a budget for lighting, sound, video, scenic, and so on. By doing this, you create a starting point that the designer can translate into equipment and labor costs. It makes no sense to create a design only to find out that it's way out of your price range. Remember, many designers charge for their time and that includes the planning phase or time spent designing your production. When you have a solid number that you want to work within, it's up to the designer to create a unique design that creatively and fiscally meets those requirements.
Create a virtual design:
In todays world, you have the freedom of creating your environment long before the the event arrives. When you work in this type of environment, you can create all the looks beforehand and submit them for approval. This gives you, the client, the opportunity to have visual support on how their upcoming production is going to look. When you create a virtual road map to your event, many cost effective and creative decisions are made in advance.
"Follow the link for some FAQ"
Communication is key to a successful production. When you're in the planning phase, it's imperative that you communicate with your design team and vendors. Many ideas are generated while creating a decisive plan. You want to make sure the team members and yourself are all on the same page. Communicating through email or a social medium such as a Facebook event page, Dropbox, iWork, etc, will give you the opportunity to collaborate efficiently. Having a decisive plan that is supported through a project schedule, photorealistic renders, or site survey results can allow all of the team members to agree upon a definitive
plan of action.
Meeting with the entire team in person or through a conference call can ensure that you are all in agreement on the final plan. Working this way helps to prevent costly oversights that vendors will have to charge extra for since it's a last minute change or unrecoverable loss.