How it works

How it works, for the client

You have booked West Peek to run your event. This page is what happens next, what we need from you, and who to ask when something changes.

What we do and what you do

We run the production. That means the run of show, the speaker rehearsals, the technical direction on the day, the failover plan, and the assets afterwards. You own the content and the guest list.

What we need from you, in this order:

  1. The list of speakers with their email addresses. We invite them, not you.
  2. Your sponsors, if there are any, with a contact at each one.
  3. Anything that has to appear on screen: a logo, a title card, a deck you want played.
  4. A date and time for the speaker rehearsal that your speakers can actually make.

The dates that matter

  • Four weeks out. We agree the run of show. This is the document that says who is on screen, when, and what happens if any of it fails.
  • Two weeks out. Speaker rehearsals. Every presenter, on the real platform, with the real deck, from the place they will present from. This is the step that prevents most of what goes wrong live.
  • One week out. Assets locked. Anything arriving after this is best effort.
  • The day before. We do a full technical run with the crew.
  • Show day. We are in the room an hour before the doors open.

Your portal

You have a read-only view of the event: the run of show, the speaker list, the assets, and the approvals waiting on you. Approvals are the only thing there that needs you to act. If something is waiting on you it will say so at the top.

Changing something

Tell us as early as you can. A change four weeks out is planning. The same change on the morning is a risk we have to price in time rather than money. Nothing is impossible, but after the technical run we will tell you what a change costs the show.

When something goes wrong on the day

Nothing. You do nothing. There is a named person on our side for every failure we can think of, and a plan for each one. If a presenter drops, if a screen share dies, if the stream stops, we have already decided who does what. Watch the show.

Who to contact

Reply to any email we have sent you about this event. It reaches the producer running it, not a shared inbox nobody reads.