Handling Major Events

7/31/2019 Handling Major Events

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H A N D L I N G O F L A R G E E V E N T S

MediaTech

AVA Presentation


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Definition of large Events

THIMUN Closing Ceremony

SLC Closing Ceremony

Consortium Nights

Other large Events which have performances National Day

CNY

But, these do not require as much work as the technicians and the

teachers are actively involved, and there will always be rehearsal.


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What to do before the Duty

Contact somebody in the OT that you know and ask for

details

Ask for the following:

Action Plan Performances Music (Music and Playing instructions)

Video Montage

Lighting Instructions

Make them give the abovementioned to you LATEST 24HRS BEFORE THE EVENT STARTS.


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Control Room Setup

You can use Laptops.

But MAKE SURE that the person controlling the laptop

is confident and can control the laptop

NEGATIVE EXAMPLE: Give a Macbook to the Control Room People, and nobody in there

knows how to use a mac. (Ispark Nite 08)

Using a CD player is ok if the CD can be played well and

there are not many tracks used (Ispark Nite 09)


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Control Room Setup

Make sure that AT LEAST one of the OT is up in the CR Best: member of OT who is in MediaTech

Second Best: Somebody from English or Chinese Drama or EC3 etc.(knows basic operation of AV operation)

Try not to use an OT member which does not know how to operatesystems, and screws things up (SLC 08)

MINIMUM Personnel recommendations:

1 on Lights

2 on Mixer/ Music

1 on House lights and AMX

This does not have to include the OT guy, but may if theCR people are shorthanded


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I S P A R K N I T E 0 9

Positive Case Study


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Ispark Nite 09

Actual Event was on 16th of Oct 09

OT representative (Gary) was contacted on the 12th

Rehearsal took place on 15th and the 16th

Action plan and individual music selection was receivedon 15th

By the time the Event started, all the necessary Light and

Sound instructions were received


8/17

ISpark Nite 09

Full Dress Rehearsal took place on 16th (All performers

and performances)

Music was played from CD player

2 laptops, one with action plan on the screen, and otherwith the light and sound details were setup

Audio Cables were laid hours before the event started

All the Logistics were finished by 1500 on 16th- 3 hours

before the event


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Ispark Nite 09

Result- Success,

No Screw-ups

Near-flawless event

Why?

All Videos, Music, Action Plan, etc were received before the

performance started

The OT rep in the Control Room spoke our language (Knew what wewere talking about etc.)

Full Dress Rehearsal took place before event and all problems were

ironed out


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S L C E N D I N G C E R E M O N Y 0 8

Negative Case Study


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SLC Ending Ceremony 08

Actual Event took place in June 08.

NO Action plan/ schedule was given

NO music or videos were given till 20 mins before the

event started Some Videos, Music, and Performance schedules were still being

done/confirmed during the event


12/17


The OT guy in the CR was some guy from a non-IT EP3.

Used a Laptop to play music

Screwed up the event

Could not find some of the files During Rehearsal, nobody in the CR was given details on

the event and the performances

The Videos and other logistics were still being finalized

DURING THE EVENT


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Result- Chaos in the CR

Massive Screw-up

Lot of problems cropping up

Why?

No Action Plan and Details were given

Logistics were not finalized till during the performance

Mediatech was kept out of the loop and has little access to planning.

Rehearsal was done, but the performers did not give the CR details

on what to play


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Dos and Donts


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DO

FORCE OT to give you action plan, etc long before the

event

HAVE a Full Dress Rehearsal before the event starts to

make sure that all are sure on what to do DELEGATE Duties in the CR

FORCE OT to get somebody who knows their stuff up to

the CR

MAKE SURE that all audio and lighting instructions are

given to you and are implemented before event.


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Dont

GO Soft on the OT.

GO HARD ON THEM- THREATEN THEM, DO ANYTHING TO MAKE

THEM DO WHAT YOU WANT

SLACK in CR during event

The Performance and other things that will happen on that night are

important. NO slacking in the CR.

If you want to slack on duty, the other days of SLC/THIMUN or less

important times are the times you can slack.

Randomly assign duties in the CR

Assign experienced and confident people to the Light/Sound Board.

Those who you have less confidence in can be assigned to House

Lights, AMX, or pair up with a more experienced person.


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A N Y Q U E S T I O N S ?

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Handling Major Events

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