Managing the Technical Aspects of Events
Dec 31, 2015
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
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…
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.