Staging of Events By: Zhou Chunlin School of Tourism, Conference and Exhibitions Henan University of Economics and Law

Learning Objectives Analyze the staging elements of Events Understand the relationship of these elements Using the tools of staging Recognize the key elements for different types of events

What is Staging? Features: Examples: A theatrical production Temporary Staging within large events Examples: Launches, company parties, celebrations, awards ceremonies, conference events, concerts, large weddings, corporate dinners, openings & closings, … Glastonbury Festival of Contemporary Arts: 15 areas BBC music live 2000: 38 locations

Staging Elements Venue Catering Lights and Sound Theming & Design Venue Lights and Sound Audiovisual, special effects Catering Artists, entertainment, speakers Decoration, props, scenery Theming & Design Venue Audience & Guests Stage Power, lights and sound Audiovisual, special effects Catering Performers Crew Hospitality The production schedule Recording Contigencies

Theming & Design Theme Traders: At theme Traders our mission is to create unique and unforgettable events. Funnily enough, meticulous planning and staging are crucial when trying to create a spontaneous and vibrant atmosphere. This can be understood in terms of “staging” because things like lighting, space, noise and furniture are tools of ‘mood’ to be manipulated. Bad lighting, unwanted noise or bad use of space and access can make or break a party by affecting the response of guests to their environment. Similarly, response to event features such as lighting and entertainment can help steer guests around a venue without them being aware of it. Stage managing their environment can often ensure that the guests do not have to be ‘ferried’ around and will ‘naturally’ go home at the right time! It is interesting that the most tightly staged environment will often inspire guests to feel a natural part of very exciting party.

Programming Programing is : the flow of … , the schedule of … an art and a science! Order: Linear multifaceted Rhythm Synchronous Gantt Chart

Choice of Venue Venue: Inspection! Internet Normal spaces: four walls and a roof Unusual spaces: part of the event experience Inspection! Internet Factors in venue selection: Location Matching the venue with the theme of the event Matching the size of the venue to the size of the event Venue configuration, including sight lines and seating configuration History of events at the venue, including the venue’s reputation Availability What the venue can provide Transport to, from and around the venue, parking Access for audience, equipment, performers, VIPs, staff and the disabled Catering equipment and preferred caters Power (amount available and outlets) and lights Climate, including microclimate and ventilation Emergency plans and exits

Audience / Guests Types of seating: fixed or movable Seating plan: Types of seating: fixed or movable The size of the audience The method of audience arrival Safety factors including emergency exits and fire regulations The placement and size of the aisles Sight lines to the performance, speakers or audiovisual displays Disabled access Catering needs Queues and flows Position of entrance and exits Arrival times – dump or trickle Seating and sight lines Facilities

The Stage Stage plan: bird’s eye view Relative importance of the staging elements Entertainment Audiovisuals and Special effects Catering Hospitality Type of event: free events festival stage functions.eg. weddings corporate events Audience: public private clients, customers

Other issues of Staging Power Lights Sound Audiovisual & Special effects Props & Decoration Catering Performers Crew Hospitality Production schedule Recording Contigencies

Audiovisual & Special Effects

Production Schedule Technical rehearsal &. Dress Rehearsal Load-in time &. Load-out time Load-in items: larger---smaller Load-out items: smaller---larger---‘idiot check’ Run sheets &. Cue sheets:

Examples of run sheet (NAME OF EVENT) (day and date of event) Insert time of event Insert location or venue for event   Contact: insert name and number of who to contact in case of emergency TIME ACTION / TASK WHO   NOTES time duration decoration of facility 12.30 pm 30 mins Guests arrive, name tags distributed and refreshments served  Peter 1 pm E.g. 2 minutes MC to welcome guests, give brief introduction and introduce next speaker  Jack

Examples of cue sheet

Tools for staging Tools for staging Stage Plan Entrance/ Exits Fixtures Access Electrics Green room Contact and Responsibility List Production Schedule The master document Run Sheets for specific jobs, e.g. performers, caterers Cue Sheets for prompting

Questions