Theming & Staging

Importance & Elements of Theming

• Importance
• - the theme is the major artistic and creative decision to be made when organising and designing the event
• - once the theme for the event has been set then all other remaining elements are to fit into that theme
• 
• Pie de imagen: Elements of Theming

Factors to Consider - Theming & Staging

• Audience & Guests
• - position of entrances and exits
• - arrival times: dump or trickle
• - seating and sight lines
• - facilities
• Audiovisuals & Special Effects (outsourcing, not venue incl.)
• - how presentation fits with overall event design
• - budget allocated to event
• - skills of audiovisual company
• - tech hardware, software and abilities of audiovisual producer and writer
• Venue Selection
• - match venue with size & theme of event
• - availability
• - emergency plans and exits
• - transport to, from and around venue
• - toilets and other amenities
• - power and lighting
• - what venue can provide
• Sound
• - positioning of sound speakers
• - size of sound speakers
• - type of sound speakers
• - overall volume: consider audience demographic
• - acoustics of room
• Catering
• - cleanliness
• - menu selection and design (consider cultural appropriateness)
• - equipment
• - payment terms: deposits, upfront, loss/breakages guarantees
• - responsibility of licences and permits: caterer, venue, event management
• Power
• - type of power: three phase or single phase
• - emergency power
• - amount of power required
• - position and number of power outlets
• - safety: cover-up of leads, correct wiring
• - local and state regulations regarding power

Factors to Consider - Theming & Staging

• Performers/Speakers
• - contact: with person responsible for employment of artist(s)
• - staging requirements: sound, space (area needed)
• - availability for rehearsal, media attention and performance: set up, pull down incl. in available times
• - accompanying personnel: establish numbers, roles and needs
• - contracts and legal requirements: agreement between event manager and performers, rider must be costed and understood
• - payment: immediate (minor/smaller performers), -30/-60/-90 day invoicing cycle (headline, major acts)
• - accommodation
• Props and Decoration
• - appropriateness of props & decoration
• - budget allocated for event
• - colour, smell, feel, safety
• - effect on event

Conducting Rehearsals

• - task
• that cannot be underestimated
• - it is
• the opportunity of all the staff involved to integrate their efforts
• - a technical run-through allows to test the set-up
• - it is
• the opportunity to plan and test back-up plan
• - for
• conferences, essential to have a ready room for speakers

Set-up & Break-down of Event

• Set Up Event
• - establish
• contact with the nominated contractors at the appropriate time and reconfirm
• and agree all requirements
• - agree
• to and make any necessary adjustments with the contractors
• - check
• all aspects of the event set-up against the pre-arranged agreements
• - check
• that all areas of the venue, and equipment, are accessible and safe
• - identify
• any deficiencies and discrepancies and take prompt action to rectify the
• situation
• - brief
• any additional on-site staff on the full details of the events operation.
• Break-Down Event
• - oversee
• the breakdown of the event to ensure it is completed in accordance with
• agreements
• - co-ordinate
• the packing and removal of all material and equipment
• - check
• the venue to ensure items and belongings are not left behind
• - debrief
• with contractors to discuss any difficulties or suggestions for future
• improvements
• - check
• and sign accounts in accordance with contractor agreements
• - note
• any outstanding items requiring post-event action.

Working with Contractors

• - ensure briefing before event that crew/contractors are given the roles/briefs that match their skills
• - ensure that you both aim to compromise and work with one another for the greater good of the event success
• - effective communication (two-way): both able to provide experience and knowledge
• - two-way respect for one another: not simply 'bossing around'