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The Next Step
An Australian Christmas 1997
Copyright © 1999-2003 Belinda Stuart
It's nice to have a dream and vision, however, there are a lot of practicalities which need to be taken care of to make an event happen.
If you're the creative type, enlist someone who has great attention to detail and loves the practicalities of life as your second in charge - even if you have to pay them - at the end of the day, they will be worth their weight in gold.
On the flip side, if you're great at the attention to detail stuff, enlist a creative type as your second in charge so that the event has a creative and artistic edge and loses some of the regimented things you thought you'd include. Again, pay them if you have to - at the end of the day, they will be worth their weight in gold.
Know Your Venue
Some things to consider are:
The Program
Write down the details of the program - what is actually going to happen, who is the artist, speaker, MC - note how long each segment will take (be realistic!). Refine it - especially if it's too long. Also include set-up times both prior to the event, and for individual segments during the event. Don't forget to allow for sound checks and rehearsals where necessary.
Production Equipment
Consider the following: audio, lighting, video, radio communications, rigging staff, loaders, staging, sets and props, band equipment, costumes, lecterns, stage decor, special effects (e.g. pyrotechnics, lasers), band risers, signage, stage crew.
Logistics
Some things to consider are:
An Australian Christmas 1997
It's nice to have a dream and vision, however, there are a lot of practicalities which need to be taken care of to make an event happen.
If you're the creative type, enlist someone who has great attention to detail and loves the practicalities of life as your second in charge - even if you have to pay them - at the end of the day, they will be worth their weight in gold.
On the flip side, if you're great at the attention to detail stuff, enlist a creative type as your second in charge so that the event has a creative and artistic edge and loses some of the regimented things you thought you'd include. Again, pay them if you have to - at the end of the day, they will be worth their weight in gold.
Know Your Venue
Some things to consider are:
- Is the venue easy to get to? (by car? by public transport?)
- How many people does it hold?
- Room size?
- Backstage areas?
- Access for both people and goods (is it easy? are there stairs - will this be a problem for loading in? for the disabled? Is there truck access? Or do the staff have to carry everything for 2 blocks?)?
- Toilet facilities (are there enough?)?
- Power (is there enough for such things as lighting, urns, etc)?
- Who will supply the staff on the day (ushers, catering, information booth, lost property)?
- Is there enough parking?
The Program
Write down the details of the program - what is actually going to happen, who is the artist, speaker, MC - note how long each segment will take (be realistic!). Refine it - especially if it's too long. Also include set-up times both prior to the event, and for individual segments during the event. Don't forget to allow for sound checks and rehearsals where necessary.
Production Equipment
Consider the following: audio, lighting, video, radio communications, rigging staff, loaders, staging, sets and props, band equipment, costumes, lecterns, stage decor, special effects (e.g. pyrotechnics, lasers), band risers, signage, stage crew.
Logistics
Some things to consider are:
- Accommodation
- Catering (tea & coffee, meals, water)
- Backstage areas & dressing rooms
- Parking
- Travel arrangements
- Printing (e.g. programs, invitations)
- Information centres, lost property, lost children
- Medical facilities
- Garbage facilities
- Cleaning
- Security
- Insurance (e.g. Public Risk, Workers Compensation, Volunteers Compensation)
- Licenses (e.g. APRA, AMCOS, PPCA)
- Permits (e.g. council, pyrotechnics, waterways)