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EVENT STAGING
OBJECTIVES:
Chapter4: EVENT STAGING
• Analyse event staging requirements
• Source and negotiate staging contractors
• Monitor staging contractors
ANALYSE EVENT STAGING REQUIREMENTS
Chapter4: EVENT STAGING
Factors to consider when staging an event
THE STAGING ENVIRONMENT
Selection of an event venue must take the needs of all stakeholders into account.
Emergency services Catering staff Entertainers Participants Clients
The major considerations for selecting an event venue include:
Size of event (including the size of the audience) Layout of the site and its suitability for the event Stage, field of play or performance area Transport and parking Proximity to accommodation and attractions Supply issues for goods and services providers, such as
caterers Technical support Venue management
Chapter4: EVENT STAGING
An inspection of the venue or site should reveal any limitations.
Compatibility with the event theme Audience comfort Visibility for te audience (line of sight) Sound quality Entrances and exits Stage area (where relevant) Storage areas Available equipment Cover in case of poor weather Safety and security Access for emergency vehicles Evacuation routes
Chapter4: EVENT STAGING
3 Major Stakeholders:
• The Performers - they have specific needs that are fundamental to their success, such as the level of intimacy with the audience (often the result of the distance from the audience) or the volume of the sound.
• The Audience - they also has needs, the primary one being to see what is going on !
• The Organisers
Chapter4: EVENT STAGING
Staging can involve one or more of the following elements:
Framed scenery Weight-bearing scenery Non-weight-bearing scenery Soft scenery Furniture and other set props Revolves Trucks
Chapter4: EVENT STAGING
Equipment to be used could include the following (which must be used according to regulation limits and licensing requirements):
Tallescope Maxi-lift or genie-type lifter Cherry picker Mobile scaffolding Ladders and A-frames Scissor lift
Chapter4: EVENT STAGING
This knowledge is essential for contractor briefing and development of specification documents for:
Catering Venue or site services and set-ups Technical services Entertainers Registration requirements and set-ups Physical elements Security Media coverage Safety equipment
Chapter4: EVENT STAGING
The theme of an event must be supported in every aspects, including the décor, lighting, sound and special effects.
Chapter4: EVENT STAGING
Chapter4: EVENT STAGING
A theme can be reinforced through such creative elements as:
Colour Landscape and/or location Film/theatre/art/dance Humour Fantasy
DECOR
ENTERTAINMENT
A wide range of acts can be used to enhance the theme of an event, and corporate events, in particular, often employ interesting performers.
Encompasses many things, from the colour schemes to the drapes, from props too floral arrangements.
LAYOUT
The layout of the event venue is clearly integral to the success of event.
Chapter4: EVENT STAGING
SOUND
LIGHTNING AND SPECIAL EFFECTS
Lighting can be used to spectacular effect, and for this reason events held at night provide the opportunity for more dramatic results than those held during the day.
Music is powerful creator of mood.
VISION
Vision incorporates all projected images such as replays of sporting highlights on large screens or scoreboards.
Chapter4: EVENT STAGING
SET
STAGE
The stage is used for many reasons, including performances, prize-givings and presentations.
The set includes all objects on the stage: props, flats, lecterns, stairs, curtains.
Cyclorama Boarders Traveller
Chapter4: EVENT STAGING
FIELD OF PLAY
TENTING
Tent provides a blank canvas allowing for highly creative lighting and décor.
Each sporting event has specific requirements.
REHEARSALS
This is the opportunity for all involved to integrate their efforts.
Chapter4: EVENT STAGING
EVENT SERVICES
Essential services
Communications
Transport and traffic management
Chapter4: EVENT STAGING
SOURCE AND NEGOTIATE STAGING CONTRACTORS
From a legal and business perspective, it is essential to develop accurate and complete staging specifications detailing precise requirements based on sound, product and service knowledge for provision to contractors.
Chapter4: EVENT STAGING
THE ORGANIZER’S AIM TO:
Identify and source appropriate contractors to provide services for the event
Provide accurate briefings or specifications on precise staging requirements to contractors
Obtain complete and timely quotations for the provision of services
Analyse quotations and select contractors in consultation with key stakeholders
Confirm agreements with contractors in writing, including details and costs of all services.
Chapter4: EVENT STAGING
When monitoring contract implementation, the organizer needs to:
Monitor progress, including safety issues, at regular intervals
through ongoing liaison with contractors and other
stakeholders
Identify the need for adjustments and organise appropriate
changes, with confirmation in writing
Negotiate adjustments to maintain the integrity and quality of
the event
Evaluate work completed against event requirements and time
schedules, and take appropriate action to address delays.Chapter4: EVENT STAGING
Safety is a major consideration in staging area, and this
work is generally done by licensed professionals.
Chapter4: EVENT STAGING
Direct damage
Consequential damage
Legal liability
Personal loss
CATERING CONTRACTORS
Chapter4: EVENT STAGING
A catering contractor usually does the catering for an
event, taking care of food orders, food production and
service staff.
Chapter4: EVENT STAGING
COMMON APPROACHES TO EVENT CATERING:
Set menu, with table service
Buffet
Finger food
Fast food
ACCOMMODATION ROVIDERS
Chapter4: EVENT STAGING
Accommodation is an essential part of the package.
A food safety plan is another essential item when planning an event.
Catering for an event is extremely demanding for those in the kitchen.
Beverage supplied at functions and banquets
Queue management is another consideration
Chapter4: EVENT STAGING
WASTE MANAGEMENT SPECIALIST
plan, implement, and coordinate comprehensive waste management systems that are designed to maximize waste prevention, reuse, and recycling opportunities
Chapter4: EVENT STAGING
CLEANING CONTRACTORS
their task is to clean before and after the event; also ensures the cleanliness throughout the event is maintained
Chapter4: EVENT STAGING
Monitor Staging Contractors
needs to monitor what happens before the event, if the event requirements and time schedules have been met; meets with contractors and stakeholders to see if everything is all set before starting the event
THANK YOU !