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

2. 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

3. 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

4. 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

5. 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.

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

7. 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

8. 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

9. 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

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

11. Audiovisual & Special Effects

19. 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:

20. 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

21. Examples of cue sheet

22. 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

23. Questions