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 2 nd 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. ”