Managing the Technical Aspects of Events

What are the Technical Aspects of Events

Roles of Managing Technical Aspects of Events

The Care and Feeding of Riders

The Importance of Logistics and the Human Factor

Plans to Eliminate Risks

Lecture Outline

Client's goals and objectives

Corporate Social Responsibility (CSR)

Expectations of Technical Aspects of Events

Utilizing nontraditional venues

Energy efficient equipment and policies

Current Trends

Determining equipment requirements

Selecting appropriate vendors

Installing and dismantling (I&D)

Managing human logistics

The Four Roles of Managing Technical Aspects of Events

Design requirements

Contractual requirements

Standard Audio Visual items

Staging

Lighting fixtures

Sound equipment

Technical Requirements in Specific Environments

Space Capacity (Dimensions, square footage, etc.)

Site Access Conflicts (Elevator sizes of dock height, etc.)

Venue Contracts (Exclusive suppliers, etc.)

Site Feasibility

Services Included or Excluded

Equipment Available

Additional Venue Charges / Fees

Storage (delivery cases or boxes)

Electrical Supply (adequate power available)

Site Feasibility…

Fire Marshal Regulations

Required Permits, Licenses

Security

Rigging Points

Site Feasibility…

Dimmer (Control) Board

A parabolic aluminized reflector lamp (Par Can)

Ellipsoidal Spotlight

Follow Spotlight

Intelligent (Robotic) Lighting

Lighting

Plans the lighting design

Designs the light plot for the room

Creates the lighting cues

Lighting Designer

Supervises on-site installation

Makes on-site adjustments

Supervises the show

Programs the final lighting cues

Lighting Director

Warm light or pink light is a flattering color for people

Blue is romantic, but not flattering

Dim is romantic but hard to eat or talk by

Backlighting is always romantic

A blend of pink and blue generally works well for events

Rules of Lighting

Too much light is as bad as too little

Only white light should be used on food or flowers

White is an excellent accent color when surrounded by colored light

Spotlights draw attention

Green light makes greenery look artificial and people look dead

Rules of Lighting…

Mixers or Mixing Boards

Lectern or Speaker Mics (unidirectional microphones)

Only pick up sound from one direction

PZM (omnidirectional microphones)

Pick up sounds from multiple directions

Sound

Wireless Microphones (Lavaliere)

Sound Consoles (or racks)

Monitors (Allow performers to hear what the audience hears)

Sound

"Power Distro"

The function of carrying the required amount of electricity from a main source to the event space.

Power Distribution

Number of "luminaires" (light fixtures)

Portable stage issues

Check code requirements

Stage height; flooring materials; weight limits; audience size

Staging Needs

Equipment and Décor

Structurally sound? Properly Installed? Properly Rigged?

Attendee Movements

Aisles clear?

Cables and wiring secured?

How will people move through space?

Any pyrotechnics (Fireworks) or special effects?

Safety and Security

Equipment Specifications

Foster good vendor relationships

Be specific in specifications

Selecting Vendors

Definition

"An additional clause, amendment, or stipulation added to a legal document."

Technical Rider - Spells out specifications

Entertainment Rider - Addresses needs of the entertainment (technical or personal spaces)

The Care and Feeding of Riders

Union Contracts (Be familiar with the contract)

Supplier Contracts - Look for:

Detailed description or list of products or services

Key dates, start and end times contacts (payment schedule)

Terms of delivery

Liability and insurance

Other Contracts

General Services Contractor (GSC)

The most important vendor relationship during exhibits and trade shows

Handles all aspects of installation and Dismantling (I&D)

Other Contracts…

Production Schedule

Provides accurate, chronological history of event

Include key information

Should be prepared several weeks before event (and revised to the event date)

Logistics and the Human Factor

International Alliance of Theatrical Stage Employees (IATSE)

Serves motion picture, theatrical and audiovisual disciplines

International Brotherhood of Electrical workers (IBEW)

Responsible for Power Distribution

Production Professionals

1. Team Builder

2. Liaison with the equipment operators, in-house staff

3. Rehearsal Director

4. Risk Manager

5. Stage Manager

The Management Role

Risk / hazard = what could happen

Probability = how likely is it to happen

Impact = how bad could it be if it happens

Mitigation = how can you reduce the probability (strategy)

Contingency = how can you reduce the impact

Risk Assessment

Human - type / size of crowd, performer cancellation

Technology - mechanical, audiovisual, electrical

Site - physical location, site location

Environment - weather, outside noises / smells

Four Categories of Hazards or Risks

Elimination

Substitution

Engineering

Administration

Personal Protective Equipment (PPE)

Plans to Eliminate Risks

Bibliography

Principles of Advertising & IMC by Tom Duncan 2nd

Edition, Published by McGraw-Hill Irwin.

Event Management For Tourism, Cultural, Business and Sporting Events by Lynn Van Der Wagen Brenda R.

Carlos Published by Pearson Prentice Hall.

Advertising Principles and Practice by W. Wells, S. Moriarty and J. Burnett, Published by Prentice Hall

International.Production & Logistics in meeting, exposition, events

& conventions by George G. Fenich Published by Prentice Hall.

The End:

“Enjoy the little things, for one day you may look back and realize they

were the big things.”