ISSUES FACED BY EVENT MANAGERS ON VENUE & ITS BAND-AID

ISSUES FACED BY EVENT MANAGERS ON VENUE & ITS BAND-AID

I am an event manager, an proud statement but then its comes with lots of hard work..vendor pressures.. last moment clients demands..budget issues..and of course maa ..behns..jargons..

Just an attempt to share my insights on , venue challenging measures and empowering them for utmost client satisfaction for HIT SHOW.

Following are few highlighters which I cogitated and if practiced can be helpful to my fellow industry friends “

1) Venue RECCE :

Event planning begins with venue..Then accordingly you customize the experience as per the venue chosen..few measure if inculcated will be helpful for impeccable execution

a)Service entry gate size (base on size, ask your fabricators to get ready made panels…which one can pass on from gate , hence will reduce your setup time

b)Venue Event lay outing conferring hotel ..understand there F&B and seating arrangements..to avoid tussle during setup

c)Genset parking and wiring modalities… so that on event day your vendor don’t tell “wire chota hain..godown se laana padega”

d)Venue Layout approval mail..so that event agency is safe guarded..as sales guy interact initially and on venue ops guy change the scene..as that poor fellow Is also fracionally briefed.

Rest I am sure you guys know as per the event ,venue and BUDGET ..what kind of setup to go for and take respective measures…

2) Security :

Post 26/11, each and every property around country has become more vigilant & hence severe security measures are taken while your stuff is being taken inside the venue…
We should respect the whole ACT in positive fashion and ensure that we abide by the venue law and do the rightful for our very own safety.
Since our vendors/ supplier community are still not that organized labor details and identity is still a issue most of the workers are from upcountry and they don’t have proper identification documentation with UIADI coming, I am sure this will take most of our pain..
Few handy tip:

Instead of giving identification of all the labors submit there owner’s id card, if the owner also doesn’t have an identification proof..then I would suggest don’t take the risks of working with him..

On your company letter head allocate the vendors listing with owners id card next to it..and subsequently mentioned labors name working for the project..with most importantly mentioning there CHECKIN TIMINGS and VEHICE NUMBER



Don’t leave your vehicle check-ins on your suppliers…the interaction between hotel chap and supplier will take lots of your time..as most of the time hotel chap will search the mail..then identity and post that stuff clearance..ensure that one of the agency production executive with security check in letter & concern person from hotel is at gate..such that unit clearance is faster..

3) PRESENCE OF MIND :

Interesting Fact : 5 people I met last week, they said sir I am going on a setup ..Agreed and what you are handling , and reply comes from all 5 people production…

FACT 1: 

There is no clear demarcation of team and its respective KRA, to bring in more efficiency. if you divide your team and give them individual responsibility the efficiency comes out much better.

FACT 2 : 

Make sure that on site production dumping of respective elements is happening at right corners such that we don’t waste time later on pushing stuff from one corner to another and there is less spill over of all the elements across the venue.

FACT 3:

Team allotment in terms of set, lights, sound and av.
Train your executives for at least 6 months on respective segment in a longer run they would become so expert that even if your vendor is not around in moment of crisis your production executive can operate it…same skill is required especially in AV support.

Respective Individual /Team working on these heads will bring in more efficiency and you will wonder that how quick and easy to set whole things right.

FACT 4 : 

Element list and Stage Color copy with line diagram is must have on venue..and while working tendency must have cutoff buffer timings..which I am sure which every one does..

Step 5 : 

Buffer time for technical check…every one says about it, but hardly anyone practices it to the core.. Yes for the bigger shows you have the time levy of doing the entire rehearsal..but for ballroom base shows balancing corporate and entertainment lineup at times become difficult..

Its not about mike testing 1…2…3..or its not about about panning lights in different directions..

Its all about doing a tech rehearsal of a most difficult sequence of the show..i.e your light transformation scheme …to mike adjustments for that sequence..to audio visual / graphics switching happening..for that particular sequence..

Idea is about synergizing timing of various technical attributes at a time..

Folks herby  i end my series one of the blog...there are still lot more points to cover..will post the same with detail insights soon.
An small effort made to share my experience with my industry friends..

An research exercise:
You are running out of time for your setup...staging, lights panning, sound check every thing is pending…clients and guest have already arrived..how would you handle the situation…???