The following is a guest blog article by Tahira Endean. If you are interested in guest blogging for Sound n' Sight, please read my guest blogging guidelines . And if you have any thoughts, please comment below. Tahira and I both would love to hear what you have to say!
So you are hosting an event, and your client needs to have a BIG production, worthy of the messages you have to deliver. The meeting planning team is sourcing destinations and specific venues, based on a whole myriad of criteria outside of where these messages will be delivered.
You may or may not go on the site visit, so here are the questions you the Producer will need answered specifically.
VENUE CONSIDERATIONS FOR PRODUCTION
1. Size of the room(s) – width x length and ceiling height
2. Obstructions or pillars in the room(s) and any impact on sight lines
3. Rigging points available – spacing, location and weight 4. Load in routes and access
5. Load in and set up time available / strike time available
6. Rehearsal time allowance
7. Power available is suitable / costs
8. Case storage options
ROOM PLANNING - 19 CONSIDERATIONS
Working with your production team you will then need to identify a whole range of issues within the room(s) you are using and have scaled floor plans that show the following possible inclusions.
Depending on the size of your group, the venue will need to approve these (if they don’t draw them) for fire code approval and other considerations they may have.
1. Note all entrances and exits
2. Size of the room – width x length and ceiling height
3. Most logical stage location - consider:
a) Entrance to room
b) Fire exits and service entrances
c) Rigging points relative to stage
d) Tech control
4. Layout seating for audience – theatre, classroom, half-rounds, rounds (size)
5. Turnarounds / flips ie classroom for session to rounds for gala – timing and space implications
6. Cable runs over / around doors
7. Size of available furniture - tables, chairs, specialty so scale is maintained
a) What lights are in the room and what can be controlled / dimmed
b) What lighting levels will be required for various functions
c) Lighting you are bringing in
9. Décor – Entrance, staging, environment in room – to scale
10. Access to green rooms / backstage holding areas
11. Stage including:
a) backstage access
b) hardwall or drape set
c) stairs or ramps
d) height appropriate to room and audience size
12. Technical riser area with draping, generally at back of room and close to power drops
13. Camera risers
14. Possible monitor mix area at side of stage – depending on scale
15. Rigging points / truss lines including what is being hung and weight
16. Aisles to fire code for specific location you are in
17. Floor / audience microphone locations
18. Food and beverage – service areas, buffets, bars, drop stations
19. Any in-room exhibits, large banners or signage – placement and rigging
If you have seen the post on what a meeting planner needs to know, it is a lot. This is why a thoughtful Event Producer is integral to a great team from planning through to the final strike. Events, Life and Impact Points: Meeting Planning - Glamorous, Exciting, Fun!
Tahira Endean has been producing events since the time of thermal paper fax machines, DOS, and carousel slides. With each new innovation embraced, partnering with professionals who live and breathe production as their primary focus, and for each event building a team that will seamlessly deliver beyond expectations, from opening a barren shipping port to the most integrated UN Style conference room, has become her forte.