Transcript AEM Lecture-28.ppt

Managing the Technical
Aspects of Events
Lecture Outline
 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
Expectations of Technical Aspects of Events
 Client's goals and objectives
 Corporate Social Responsibility
(CSR)
Current Trends


Utilizing nontraditional venues
Energy efficient equipment and
policies
The Four Roles of Managing Technical
Aspects of Events
 Determining equipment
requirements
 Selecting appropriate vendors
 Installing and dismantling (I&D)
 Managing human logistics
Technical Requirements in Specific
Environments
 Design requirements
 Contractual requirements
 Standard Audio Visual items
 Staging
 Lighting fixtures
 Sound equipment
Site Feasibility

Space Capacity (Dimensions,
square footage, etc.)

Site Access Conflicts (Elevator
sizes of dock height, etc.)

Venue Contracts (Exclusive
suppliers, etc.)
Site Feasibility…

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Services Included or Excluded
Equipment Available
Additional Venue Charges / Fees
Storage (delivery cases or boxes)
Electrical Supply (adequate power
available)
Site Feasibility…


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Fire Marshal Regulations
Required Permits, Licenses
Security
Rigging Points
Lighting

Dimmer (Control) Board
 A parabolic aluminized reflector
lamp (Par Can)
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Ellipsoidal Spotlight
Follow Spotlight
Intelligent (Robotic) Lighting
Lighting Designer
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Plans the lighting design
Designs the light plot for the room
Creates the lighting cues
Lighting Director
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Supervises on-site installation
Makes on-site adjustments
Supervises the show
Programs the final lighting cues
Rules of Lighting

Warm light or pink light is a
flattering color for people


Blue is romantic, but not flattering

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Backlighting is always romantic
Dim is romantic but hard to eat or
talk by
A blend of pink and blue generally
works well for events
Rules of Lighting…

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Too much light is as bad as too little

White is an excellent accent color
when surrounded by colored light
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Spotlights draw attention
Only white light should be used on
food or flowers
Green light makes greenery look
artificial and people look dead
Sound
 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)
Power Distribution
 "Power Distro"
 The function of carrying the
required amount of electricity
from a main source to the event
space.
Staging Needs
 Number of "luminaires" (light
fixtures)
 Portable stage issues
 Check code requirements
 Stage height; flooring materials;
weight limits; audience size
Safety and Security
 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?
Selecting Vendors
 Equipment Specifications
 Foster good vendor relationships
 Be specific in specifications
The Care and Feeding of Riders
 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)
Other Contracts
 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)
Logistics and the Human Factor
 Production Schedule
 Provides accurate, chronological
history of event
 Include key information
 Should be prepared several
weeks before event (and revised
to the event date)
Production Professionals
 International Alliance of Theatrical
Stage Employees (IATSE)
 Serves motion picture, theatrical
and audiovisual disciplines
 International Brotherhood of
Electrical workers (IBEW)
 Responsible for Power
Distribution
The Management Role
1.
2.
Team Builder
3.
4.
5.
Rehearsal Director
Liaison with the equipment
operators, in-house staff
Risk Manager
Stage Manager
Risk Assessment

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Risk / hazard = what could 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
Probability = how likely is it to
happen
Four Categories of Hazards or Risks
Human - type / size of crowd,
performer cancellation
Technology - mechanical, audiovisual,
electrical
Site - physical location, site location
Environment - weather, outside noises
/ smells
Plans to Eliminate Risks
Elimination
Substitution
Engineering
Administration
Personal Protective Equipment (PPE)
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.”