Chapter 4 Event Staging

EVENT STAGING

OBJECTIVES:

Chapter4: EVENT STAGING

• Analyse event staging requirements

• Source and negotiate staging contractors

• Monitor staging contractors

ANALYSE EVENT STAGING REQUIREMENTS


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


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


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


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


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


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


The theme of an event must be supported in every aspects, including the décor, lighting, sound and special effects.



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.


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.


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


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.


EVENT SERVICES

Essential services

Communications

Transport and traffic management


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.


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.


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.


Direct damage

Consequential damage

Legal liability

Personal loss

CATERING CONTRACTORS


A catering contractor usually does the catering for an

event, taking care of food orders, food production and

service staff.


COMMON APPROACHES TO EVENT CATERING:

Set menu, with table service

Buffet

Finger food

Fast food

ACCOMMODATION ROVIDERS


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


WASTE MANAGEMENT SPECIALIST

plan, implement, and coordinate comprehensive waste management systems that are designed to maximize waste prevention, reuse, and recycling opportunities


CLEANING CONTRACTORS

their task is to clean before and after the event; also ensures the cleanliness throughout the event is maintained


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 !

Chapter 4 Event Staging

Business

Transcript of Chapter 4 Event Staging