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

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Caption: : Elements of Theming

Factors to Consider - Theming & Staging

Audience & Guests- position of entrances and exits- arrival times: dump or trickle- seating and sight lines- facilitiesAudiovisuals & 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 writerVenue 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 roomCatering- cleanliness- menu selection and design (consider cultural appropriateness)- equipment- payment terms: deposits, upfront, loss/breakages guarantees- responsibility of licences and permits: caterer, venue, event managementPower- 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)- accommodationProps 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'