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Event Management

What do you need to arrange in advance and make sure is in place on the night of your event from a production perspective?

This can be split up into different categories

TECHNICAL PRODUCTION

PA

Lights

Staging

Venue Décor

Back Line

Decks and Mixer

STAFFING

Front of House – box office

Technical staff – sound / light engineer

Catering / bar / door staff

Security – door / front of house / back stage

Artist liaison team if it is a large-scale event- this is usually only applicable to outdoor or large-scale events.

CATERING

Bar and hospitality

SUPPORT BAND and or DJ

Are there any venue curfews in place? Any curfews on sound checks? Does the gig have any flexibility to run slightly over schedule if required?

Event Scheduling

It is important and useful to produce an event plan and also an event check list for on the day for your own reference.

Here is an example of the information that should appear on an event plan, which should be circulated to all relevant parties in advance of the show:

Event Plan example

Date of event:

Venue information: Full address, phone and e-mail contacts.

Personnel list / Essential contacts:

Show Promoter:

Stage Manager: (you may want to do this yourself. Alternately, external PA hire companies can also sometimes offer a stage manager as part of the service).

Venue Manager:

Venue Production / Monitors:

Tour Manger with headline act:

Lighting engineer / designer:

Tech crew and Front of House with headline act:

Venue staff: In-house Sound engineer for supports, Security. Local Crew for Load-in, Stagehands, Box Office staff.

Doors / Entry: 7 PM. Are there advance tickets available? What is the price on the door? Are there any age restrictions in place?

Production Schedule: Some examples of timings

1.00pm: All artists and PA Load-in to venue

  • 2.00 - 3.30pm: Headliner Sound checks.

Please note that sound check is always in reverse order

  • 3.30- 5.30 pm: Supports Sound Check.

  • 7.00pm - Doors

Stage Times

  • 7- 7.45pm: DJs

  • 7.45- 8.15pm: 1st Support

8.30- 9.00pm: 2nd Support

9.30-11.00pm: Headline act

Ends: 11.00pm

11.15pm: Curfew / Load-out

Equipment Share:

 

Shared backline? It is usual for the headline act to provide basic drum kit (minus cymbals and snares) and a bass amp for communal use. Actual guitar amps are rarely shared. This isn’t always the case with touring acts and you may in some instances need to look at hiring some backline in.

PA and lighting Spec / Info- Channel list and tech spec for all artists playing should also be included on the event plan.