Producing Gigs and Events
A Production Check-list
by Billy Tweedie
Whether you are new to productions or are well established, this general
purpose production check-list should help minimise the chances of last
minute problems.
If you're a new producer, you'll need to think carefully about your
overall plan of production, which isn't just deciding WHAT needs to be
done, but also WHO is going to be responsible for each part of the
production. This check-list is intended to list ALL the issues that need
to be covered for the bigger scale of event. Whether you arrange for
someone else to take responsibility for the production (in which case
this list will help you to confirm that they are doing their job) or
whether you are taking responsibility yourself (in which case it will
help you check that you haven't forgotten anything), we hope you find
the check-list useful. A great many items on this list will simply not
apply to particular productions, but better to have too many things to
consider than to miss something vital. The best events are those where
everything runs smoothly, on time, and with everyone involved knowing
what's expected of them (and what isn't). Lets hope YOUR next event runs
like that! I'd love to hear from you if you come across more items to
put on the check-list - let's share it!
Choosing a Venue, the Dates and a Line-up
VENUE
Venue well known, accessible, supportive, well-equipped & well-staffed?
Restrictions on capacity / hours of use / power or other facilities?
Which parts of the venue are available for use by whom, & between what
hours? What do the licences permit, and with what conditions? Does the
venue have a box office, with staff, ticket printing, customer database,
cash float, secure safe, pass-out system, method of counting punters?
Back stage facilities, access, security. Catering for audiences incl.
under 18's? (Food prep. area OK?) Catering for crew & performers? Quiet
dining area? Seating, ventilation, standing areas, wheelchair access,
induction loop/InfraRed system for hard-of-hearing, hours for cleaning
venue, information point on show day & before? Power available, cable
runs, who installs it and when? Who checks it and when? Attaching to
walls - (posters, cables, equipment platforms etc) what is agreed and
what damage will be acceptable? Including exterior bannering/posters etc......
What facilities incur additional charges? When are they payable and by whom?
How much? Is venue available for all production time required before
(and after) the event? Loading access & times. Parking. Vehicle security.
Ramps? Who are the first and the second contact personnel responsible for the
venue and how are they contacted in emergency? Where is the first aid
box?, the safety/accident book? Where are the fire exits? Is the
electrical supply adequate / approved / safe / accessible? Who is
responsible for approvals for setting up props, tables, stalls, lights
etc. - for merchandise etc.
DATES
•Conflicts with other events.
•Public awareness.
•Availability of all crew, contractors, media, sponsors & performers,
transport access.
•Enough time for publicity? (check deadlines of monthly publications)
•Enough time for planning approvals, fire approvals, electricity
metering.
•Enough time for licence approvals (liquor & ents) /
environmental health.
•Plan for ALL systems being ready one day early
(i.e. sound-check two bands (1 changeover) on a working stage
with full crew and full licensing, full security, full ticketing, full
everything-that-might-go-wrong).
LINE UP
Performers. Tours available. Packages available. Costs (incl accom,
travel, equipment, crew, o'heads) Competing events or additional
appearances by those artists. Anticipates promotions. D.J.s.
Brief of styles & times. Stand-ins (standing by on site or
where?, when?)
Publicity, Production Management
PUBLICITY
•Market sector(s).
•Stylist
•Event profile.
•Logo design.
•Figurehead
•Merchandising:- T-shirts, hats, balloons.
•Programmes:- Copy, advertising, photos, cover design, printing,
distribution, cover price, quantity, sponsors logos.
•Posters:- Detail line-up, venue, date, price. Design, printing,
distribution, agency dist'n, logos. Advertising deadlines.
•Other sponsor requirements or wishes. T.V. shoot before-hand....
Web listings (numerous) & dedicated Web site (accessible
from popular web search engines) Press copy deadlines.
Pre-launch story in local community. Pre-launch story in
specialist press & radio. Press Launch.Location, invites,
talking heads, script.
•Sponsors & their guests present. Check not competing event.
Wind-up / gossip story in specialist press / radio / T.V. Post launch.
Press releases. Scripting, photos, mailing lists. Flyers in local
outlets / specialist outlets / pubs etc. Follow up publicity with photo
pack, quotes, audience good luck/humourous story
PRODUCTION MANAGEMENT
•Site selection. Access, security, noise pollution, services
•Site licensing. Land owner & tenant. Environmental Health. Police Chief
•Constable. Safety and Security officer. A Production Manager &
•Production team - with adequate advance term of employment.
Weather proofing. Alternative site. Contractors:-
- Electrics. Plumbing. Waste & skips. Grass cutting.
- Licensed bar sales & stock. Caterers.
- Fencing, Scaff. Marquees, staging, plant hire, Sound, Light, T.V.,
•Radio, communications, transport & vehicle hire. - Insurers/brokers.
•Bank. Publicists. Designers. Printers. Publicity distributors - Casual
crew (skilled and unskilled) - Concessions (catering, merchandise,
general trade) (see below) PRS / MCPS forms. Get them. Who completes
them. Who pays fees & when. Who mails them? Work permits for aliens.
(check expiry dates). Contact nos of relevant Embassies / Consulates.
Should any contractors be given special conditions (such as named
individuals being assigned to the job)?
Finance & Admin, Ticketing, Accommodation
FINANCE and ADMIN
•Legal status of promoters
/Production company (Limited Co etc.)
•Security to lenders.
•Sponsors (primary & secondary).
•Credit checks on relevant agents etc.
•Media exclusives. Rights & Licensing.
•Cash control. Petty cash. Advance tickets.
•Local bank with night safe.
•Adequate cheques and ready cash with on-site safe.
•Access to on-line banking?
•Security contract for cash-transit to/from bank.
•Tax registration.
contractor forms, Tax and calculation tables & Guidelines.
•Immigration notification.
•Payroll
(who operates it, when, where and how often? With what
information? Accounts for designated personnel at hotels, pub rest'nt,
taxi firm, garage, plant hire. Credit accounts for above and truck hire,
toilets, sound, LX, fencing, generator, travel agent, staging, catering,
security, printers, office equipment, stationery, port-a-toliets.
Foreign currency and currency conversion data. Cash for production
office (Petty Cash) & for ticketing. Forgery detection procedure.
Insurance against loss? against all risks? against selected risks (incl
cancellation)? against loss of earnings ? Computers with printers and
network installed and running. Spreadsheet template. Cash flow
projections. Full time Admin staff to record all transactions
immediately. Monitor accounts (hotels, garage, telephone incl mobiles,
taxi, pub meals, plant hire, catering) Crew contracts. Confirm early.
Overbook key personnel by 1 day before & 1 day after. Book standby
personnel for key roles.
•Contractor contracts ready.
•Continual monitoring of Budget & Cash flow.
•Insurances: Public liability, employer's liability,
weather(flood/storm/gale), fire, act-of-god, riot, cancellation by
Police, Local Authority, failure to perform etc. Poss insurance against
general losses incl consequential loss. Agents to be made liable for
losses arising from non-fulfillment by performers. Receipts from ticketing
outlets & programme outlets. Receipts and stock sales record sheets
from merchandising. PRS forms. Note refusals of rights to photograph
/record /interview.
TICKETING
•Design & printing. Detail prices, venue & date(s)
•Arrange with ticket outlets.
•Prize tickets. Competitions. Free to media producers/journalists.
•Change / float. Agents & checking.
•Passes. Laminates.
(Laminate machine, plastic wallets and clips.
Polaroid camera & scissors)
•Sale of programmes & 'gate/door'
•Credit card authorisations
Night safe at local bank and secure transport to it.
Possibilities for obtaining more change during event.
•Tickets given to performers (in lieu of payment?) (in lieu of passes?)
- if so, allocation comparable to each band
- if not, can any be allocated to a band to ensure not all tickets are
sold to fans of the others?
How to record tickets which were part of a promotion / given away /
sold elsewhere etc. Booking charges for tickets thru each outlet? Tax
chargeable on ticket sales thru any outlets? (or deducted from gross
ticket value by seller before agreeing amount payable to promoter?)
ACCOMMODATION
•Construction crew.
Security crew.
Production crew.
Admin staff.
Catering crew etc etc.
•Hotel rooms / suites / pre-production office with
direct phone & fax lines. Notification of dietary
requirements (vegan, kosher etc).
•Poss caravans to accom site & security staff on-site.
Water, waste & electricity. Resident's accom. for site & security.
Performers & their entourage in adjacent rooms.
Site, Safety, Vehicles
SITE
•Crane hire (see also stage requirements, below).
•Fencing company, access, maintenance, removal. Loss. Gates. Emergency
gates.
•Portacabins (dressing rooms, production off., admin off.,
security off., ticketing off., backline store, crew rest)
•Ticket/box office/turnstiles (All weather). Safe.
Water supplies / supplies. Standpipes.
Fire hydrants. Waste (piped and or vehicle).
Refuse. Bin liners. bin frames. Wheeled bins &
collection. Site cleaning & refuse disposal timetables.
•Cleansing contractors. Toxic waste considerations?
Catering waste considerations(risk of vermin and insects).
Final refuse disposal after event.
•Power (generators). Fuel supply. Multi phase considerations.
Earth stakes - kept moist. Construction day power / generators.
•Telephone lines booked in good time & numbers circulated,
including 1 line (minimum) outgoing only
•Gas & gas store. Sound proofing (straw bales?).
•Waterproofing.
•Car park & camping areas/ access/ facilities/ policing. Toilet
provision, adequate for crew during production period - adequate for
public on show days, incl disabled access toilets.
•Maps & plans of site and surrounding area available in various
scales / levels of detail. Key cupboard & key list.
Walkie talkie store / owner list / re-charging routines notified.
Frequencies licensed OK Maps & direction leaflets (info sheet)
for all arrivals. Checklists for where people are & when things arrive
/leave. Environmental health approval & licence. Wildlife
disruption. Advice and clearance from local environmental officers /
countryside commission.
•Security facilities all incorporated? (see other sections)
SAFETY
•Safety contact people for planning, approvals and on show day(s)
•Risk Assessment to be continually developed showing responses to each
identified risk. - incl assessment of fire (esp relating to fuel
storeage & electrical installations & and heating incl. cooking, welding
etc.) - incl assessment of bomb threats
- incl assessment of crowd disorder and mass movements
- incl assessment of health crises (diaroagh, sun-burn, de-hydration,
colds/flu, food poisioning, alcohol/drug abuse, bleeding wounds, more
serious injuries. Clear access to key areas for emergency vehicles even
during emergency situations (fire, evacuation, panic etc) Emergency
evacuation procedures (incl emergency announcements and signs) Emergency
communications equipment (battery operated ?, megaphones ?) Stewarding
AND Security staff with agreed roles during emergencies (1 steward per
100 public) Ease in identifying Stewards & Security. Ease in contacting
Safety Officer. Licenced and/or approved security staff and Safety
Officer First Aid store & check list. Accident log.
Emergency equipment locations / storeage / access control.
Fire check. Contingency to change exits/ extinguishers/ fuel/ gas store/
cookers. Fire officer approval & certificate. Named person for Fire
risks, precautions & responses. Plans including provision for officers
from :- St. Johns Ambulance. Fire Brigade. Police. First aid care in
admin office, site office, security office. Local police point of
contact for queries relating to public safety, drugs, thefts, liquor
licensing, crowd and traffic management, complaints, bomb threats,
evacuation.
•Production crew lines of communications for emergencies.
•Additional exit routes for emergencies. Signage.
•Rendezvous points and guaranteed clear vehicle access at all times.
VEHICLE
•Car roster incl contingency.
Truck & van roster.
Mini bus (for hotel - crew - car park to site etc.)
Four wheel drive tow vehicle. (adequate for towing largest vehicle
expected?) Vehicle maintenance: local on-call arrangements. Construction
vehicles & plant. (Crane, compressor, scaff truck, cherry picker for
overhead cabling, signage, lightweight roofing, flat bed/drop-side for
fencing, site cleaning & site maint.).
Check turning circles for artics and other long vehicles? Fuel storeage
on-site? Safe & metered? Showday equipment. Access for performers on
showday. Crew movement & access. Access for & to Hospitality area. Road
signs for public access. Maps for public access. Maps and low profile
signs (coded symbols?) for contractor access / Artist access / Equipment
access / VIP access Catering & Concession vehicle access (or towing
schedule) Toilet vehicles (portacabin services). Alternatives to muddy
routes. Trackway (arrange avail at short notice at agreed cost).
Netting. Alternative routes (inform police). Back Access' for V-I-P s.
Helicopter regs: adequate clearance, map co-ordinates, 'H' signage,
flashing lights in trees. Car park lighting. Car park power supply
(generators / fuel supply) Security for production / VIP / performer
vehicle park Allocated spaces for crucial vehicles, including production
vehicles, equipment, emergency, supplies & tow-truck.
Stage & Technical
(Sound, Light, Recording, Equipment)
STAGE DESIGN
•Number of stages.
•Size & general shape required.
•Construction time, provisions for slippage of sections.
•Design: Ramps to backline store & to truck dock, steps to hospitality &
Dressing Rooms. Design: off-stage load in area (truck dock), Truck turn,
Design: P.A. wings & on-stage areas. L.X. trussing & supports.
Logos,Roof, roofing size shapes. Aerodynamics & wind performance.
Opacity. Shrinkage / expansion). Variable aperture. Design: land
stability / foundations / drainage. Covering / carpet. Back line
equipment cabin. Electrics cabin. Maintenance cabin..freezer / cooler /
room-temp store.Generator position.
•Fuel storage position.
•Instrument store (w. air cond?)
•Practice rooms.
•Dressing rooms.
•Performers' hospitality.
•Crane hire.
•Construction crew briefing.
•M.C.'s base / desk
•Producer's base / desk (1 onstage & 1 in cabin?)
SOUND DESIGN
•Band specs. circulated. Channel number, Channel lists early
•P.A. monitor arrangements circulated early, in time for bands' replies.
•Dispersion & level requirements.
•Speaker stack design. Delay towers. Weight requirements.
•Stack covering & Tie-back.
•Cable routes (incl to mix tower - trencher)
•Stage area required. (Monitor area, mic & wedge store, crew, amp rack
area, power dist'n).
•Mixing tower access.
•Nuisance risks evaluated, negotiated & documented. Weighted SPL
metering and recording at agreed positions.
•Environmental Health agreement & monitoring (log book).
•Scaff crew (towers & stage) on standby during production period &
performances. Power requirements calculated, checked, contracted (esp
agreements for multiple earths, in-line connectors, overhead or
under-ground cabling) Phase safety with on-stage equipment.
•Security of towers. Back-up amps / mixer / power supplies etc.
•D.J. position.Comms to monitor desk & stage managers.
•Get in times, construction times, sound check times (O.K. with
environmental health).Crew allocations.
•Stage plan / lineup / lx plot / running order / battery times.
•Who starts & stops the 'backing tape' / the backing music DAT for dance
bands, and when?
•Allocation of spare lines Sound crew briefing.
DESIGN : Lighting
•towers: spots
•weather proofing.
Follow spot crew.
Color (gel), color frames, chinagraph, insulating tapes, diagrams.
Trussing.
Tirfors
Tallescope
A- frame ladder
•Focusing aids.
•Control cable with sound cables.
•Dimmer position, weatherproofing. Fuses. Tool kits.
•Spare Barn doors, G-clamps, spigots, barrel, color frames, color, lamps.
•Outdoor - Weatherproofing, Earth Stakes, cable-covers (people & vehicle)
•Emergency lighting, battery maintenance and safety & security. Power
requirements calculated, checked, contracted. Phase safety with
on-stage equipment.
•Distribution routes.
•Rigging times.
•Dark time for focusing.
•Working lights.
•Agree after-show working light for specified times
•L.X. crew briefing.
RECORDING ( or BROADCAST)
•Location of recording facility.
•Power (incl air conditioning)
•Audio splits.
•Camera provision to audio mix.
•Runner.
•Tape supplies & tape store (ambient humidity & temperature maintained).
•Recording crew briefing incl channel lists.
•Who notifies channel changes & how?
•Who resolves conflict of mic choice?
•Talkback to Stage Manager or Stage Audio crew?
EQUIPMENT
•Walkie talkies (incl base station & licensing & channel allocation).
•Carpet for drums.
•Tool kits for stage equip.
•110v supply. (at what current?)
•Backline spec.
•Backline checking (incl 110v supply).
•Piano delivery & removal. Piano tuner. Helpinstall rigger & de-rigger.
•Mobile phones & spares & batts.
•Wired phones. Numbers for production,
ticketing, & admin. & spares & lines.
•Walkie talkies. Numbers for production,
ticketing, & admin. & spares & batts.
•Gaffer tape
•Office equip. Photocopier, fax, answering machine, computers.
•Stationery
Security, Passes, Box Office, Policies
SECURITY
•Security company. Hours of availability & costs. Named, permanent crew?
Vehicles, dogs, walkie talkies?
•Hours of overlap with crew / with audience.
•Barriers, access points, authorisations required,
•CCTV (or still) camera monitoring (and/or recording) of public,
entrances, sensitive areas, poorly patrolled areas, cash handling and
storage areas, high value equipment areas, stage.
•Security staff facilities (lighting/catering)
•Performance security. On stage, back stage.
•Levels of security & protocols.
PASSES
•Define areas & hierarchy of areas. Define times of validity.
•Time-limited passes.Laminator
•Book photographer for crew & book crew to attend
•Vehicle passes - performers.
- performers' support.
- V.I.P.
- production. (LX, sound, staging, media)
- security.
- concessions. (Incl sponsor's VIP passes)
- site.
- emergency.
•Crew with All-area passes:
Admin Director
Tech Director
Security Director
Prod'n Director
Sound Chief.
LX Chief
Site Chief
Poss: by arrangement: VIPs / Sponsor(s)
Crew with Stage Passes
All sound.
All LX
All stage crew
All stage managers
All production.
D.J. s.
M.C.s
Crew with Back-stage Passes
All catering
Admin (as required)
(See Security - as required)
(See site - as required).
V-I-P (identified separately)
Media Passes (stage - T.V. camera, grip & sound)
Fore-stage corridor (press).
Crew with Security passes:
Security & Executive Responsibility for venue.
All security personnel (marked by level)
Crew (independent) :
•Passes as appropriate, marked independent
•Specific Crew with Production passes:
•Exhibition & Executive Responsibility
•Hospitality & Executive Responsibility
•Technical production & Executive Responsibility
•Musicians Union representative & exhibition
exhibition
Merchandising
hospitality
•Guest queries & musician liaison.
•Photography
•Broadcasters, camera crew, runners, producers, sound crew, electricians
SECURITY & BOX OFFICE PLANNING & POLICY
ADMIT, Free of Charge :
Anyone on the MEDIA database listing
Any other credible Media people.
Anyone on the RECORD Co database listing
Any other credible Record Co. people.
Ticket holders
Any one on the CREW LIST (who must be given ______ logo passes).
Any one on the hand-written & countersigned Guest list.
Band members (who should produce their numbered ticket
marked 'Band Pass' in red, and which must be exchanged for their
proper BackStage Passes at admin office.) Anyone with a printed
invitation for named person plus Guest. (These people
will be included in one of the categories above).
Anyone with a printed invitation for named person.
Any contractor with SITE pass, or printed letter of admission to site.
(To be exchanged for a proper SITE pass at admin office.)
Any concession with CONCESSION PASS or satisfactory proof of
identity as one of the appointed concessions, but only between the
hours of xx:xx and xx:xx on show days.
Any one with a PASS for SITE, STAGE, BACKSTAGE, ALL AREA, SECURITY,
MEDIA, PRODUCTION.
•ADMIT, but charge $__.00 Concession ticket to :-
Band friends and associates who are not on performer's check list.
Promoter's staff who are not in any of categories above.
•Ensure all staff are aware of Health and Safety issues, of identified
risks, of recommended procedures for minimising risks, and of personnel
and procedures for reporting and assisting in case of accident or
incident. In particular, who is responsible for assisting an injured
person / dealing with a complaint of injury / making an electrical
connection / dealing with an offensive punter etc. if the appointed
person is off-duty or otherwise unavailable to deal with their
responsibilities.
•REFUSE / EJECT punter :-
- with forged ticket
- offensive behaviour
- excessively drunk
- using or offering drugs
- intimidating other punters or staff
- dangerous behaviour / dangerous implement
- repeatedly accesses closed areas
•Don't touch anyone without a witness unless absolutely necessary for
public safety or their own personal safety. Avoid physically hurting
anyone at any time. Request assistance before situations become
difficult.
Stage Management
STAGE MANAGEMENT
•Lines of information to and from stage management.
•Running order discretion.
•Negotiate allowance for over-run with producer & licensing / local
authority environmental health (noise).
•D-I-Y M.C. by Stage Manager (or other)?
•Notification to sound & LX & recording
•Pass exceptions - security notification.
•Backline equipment supply contract - with spares (esp. spare drum
parts, strings etc.)
•Book piano tuner (pass, times, standby phone nos)
•Does every one know the names of, & recognise the appearance of,
unfamiliar/ ethnic percussion/ wind instruments ?
•Weather-proofing? Tarpaulins & rigging? Crew for same.
•Crew rotas. Agree & circulate.
•Runners (to go for supplies, artists, instruments, food etc.)
•Safety checks...... drinks food and garbarge.
Broadcast
(access / sight lines / timing notifications)
•Photographer protocols. Retain right to exclude at short notice.
•Interviewer protocols. Locate quiet place. Retain right to exclude at
short notice.
•Gofer's duties - fall-back for missing artistes / crew / MCs / tech
•Complete minute by minute schedule of ALL personnel on stage, ALL
equip. on stage.
•Check above with everyone. Double check it. Allow for delays in
construction, lighting, sound, backline.
•Agree lost children (lost adults, injuries/casualties) meeting points /
treatment points. Agree barrier maintenance with supplier / security.
VIP Personal belongings VIP Personal security Unscheduled VIP activity
Changes of clothes for emergencies Protective clothes (hard hats,
overalls, heavy gloves, waterproof gloves, boots, umbrella) Last minute
distribution of promoter's / sponsor's T-shirts / hats. (Keep clean).
Special concessions for promoter / sponsor or not? Bottle opener,
cigarette lighter, First aid kit, Fire extinguisher, tool kit with fuses
& mains tester. Access ramp / crew positions / communication protocol
Agree: only S.M. publishes canonical running orders,
personnel/instrument lists, crew rotas, backline schedules. Agree
parking allowances and continually monitor changes. Restricted parking
exceptions for necc. deliveries. Negotiate any parking exceptions for
performers, press or crew early. Check all crew's name, number, address,
& appearance. Where are working lights controlled from?
•Permitted use of under-stage space. Storage of tarpaulins?
•Sweep the stage!
Catering
CATERING
•Passes
•Fridges
•Cookers
•Power (and cooking fuel)
•Water supply
•Waste.
•Tables & chairs
•Access for crew & provisions.
•Check power requirements.Charges & vouchers / concessionary system /
contractor's casual snacks. Notification of dietary requirements
(vegetarian, vegan, kosher etc). Cups with handles.
•V-I-P catering area/tent. Agree free / discount provision for crew /
promoter/sponsor ? Agree times (just light refreshments if necc.) for
long-hour crew schedules & for rigging over-runs.
•Parking / access for catering staff & supplies.
Introduction:Welcomes:
The purpose of the gig is to show off the performers at their best,
to the audience, to media and Record Co.s. To leave the audience
delighted that they came. The only way to make the day run
smoothly is by following carefully laid plans with military precision :
- knowing what to do when things look as if they might go wrong
- and knowing what to do when these plans have gone wrong.
•Introducing the crew, and responsibilities.
•Defining your own responsibilities.
The Briefing
•The several stages alternating or synchronised.
•The running order. (The importance of timing.) Inter-act music / DJs /
Demo discos.
•Preparing for a set (locating the band, getting their equipment on
stage, getting them on stage to position their equipment, getting them
back to the stage 15-20 mins before their set.
•Starting the set (checking with the band, the M.C., sound, & LX.)
•Closing the set. (the five minute signal, the two minute signal, the
STOP signal, the M.C., the demo disco).
•Missing artistes (how to try to contact them 45 mins before set. Box
Office, telephone). Missing sets (how to fill the gap).
•Sound checks. (Headphones, negligible changes between sets. Help the
bands to be quick, explain the monitor mixer early, prevent the sound
check from going on a moment longer than necessary). Lighting. Stage
lighting, focusing, disco lighting. End of the show. Emergency lighting.
Identify the parts of the site (The stages, Dressing Rooms, restricted
areas, doors / gates to be kept closed). Security. Venue/site security
at ticket entrance & performer entrance & service entrance. Security in
all back stage areas (hospitality, dress rooms, truck dock & load in
ramp. Warm & waterproof clothing for back stage & site security. The
system of passes: SITE, STAGE, BACKSTAGE, ALL AREA, SECURITY, MEDIA,
PRODUCTION.
•All crew, concessions & performers collect passes from admin.
When to break the rules (with passes, with timing).
Liaison between Musicians, Stage Managers, Security, telephone.
The M.C. (Finding him, briefing him, controlling him [why is it always
males that need to be controlled?] D-I-Y M.C.)
•Keep the bands informed of the brevity of the sound check, of the
running order, of the M.C., of the access restrictions.
•Get in & Get-out times & procedures. (Sound, Light, stage, back line,
artists). Merchandising. Targeted at public, targeted at others.
•Rules about guests, parking, hospitality & catering, Dressing Rooms.
Crew comforts. Rest periods. Staying sober. Discount in Catering.Help
with audience problems. Announcements. Remaining calm (which helps keep
the public calm).
•Safety. First aid, fire, bomb threat, health crises.
•Emergency transport. (Only for emergencies, to be approved by Director
(Admin, Tech, Production or Security).
SITE SPECIAL CONSIDERATIONS
•Toilet access, cleaning, emergency.
•Toilet vehicles. Marquee maintenance.
•Safety checks, reporting, emergency, temporary clearing of
audience/personnel, Permanent clearing.
•Concessions/catering/merchandise: Licence, cleanliness, unlicensed,
vehicle access, parking, vehicle problems, power, water & waste.
•Security patrol, Police, lost children, lost property. Drunkenness, Drug
marketing, emergency vehicle access, evacuation procedure.
SOUND SPECIAL CONSIDERATIONS
Watch for M.C. or D-I-Y M.C. Stay in touch with stage. Intercom use.
Stage plans. Noise complaints / curfews or other varying restrictions.By
ready for disco/MC/inter-act music.
STAGE CONSIDERATIONS
•Fire extinguishers.
•Evacuation procedures.
garbage bags.
STAGE MANAGEMENT SPECIAL CONSIDERATIONS
•Rearranging the schedule. Executive decisions.
•Synchronising the stages.
•Stage plans.
•Make sure there's a deputy when you are away from your post.
•Keeping the stage clean. Keeping the Back stage clean (incl Dressing
Rooms). Keep M.C. informed. Keep a note of changes as they happen, and
immediately notify sound & LX as necessary.
•Act PROMPTLY to avert problems or delays, don't 'wait and see'.
CHECK LIST
•Make sure you know who everyone on the crew list is, what they do, and
where to find them.
•Make sure you know where the Dressing Rooms are, where the toilets are,
where the detailed Running order is, and where the stage plans are. Make
sure you know what you are expected to be doing on Saturday / Sunday /
Every day.
•Make sure you know what happens when things go wrong.
•Make sure you know the lines of communication between the crew, and
where you fit in. Check you've got a Crew List and a Running Order. For
every eventuality you know you might be asked about that is NOT your
responsibility - make sure you know who's responsibility it is and how
to contact them. Check you've got paper, pen, a watch, money for
refreshments, your pass, a torch. If there's any thing you do not know,
ask now !
QUESTIONS
Everyone at the briefing should be made to feel fine!
EXAMPLES
These may help ensure that everyone knows how typical problems are
dealt with What do YOU do if:-
1. One of band hasn't appeared by 40mins before set.
2. A performer/band has not turned up.
3. An artist is drunk.
4. An amplifier fails.
5. The M.C. has disappeared.
6. A major facility fails. (Power, Structural collapse, Site
lighting).
7. Too many people stay in the one area causing overcrowding.
8. A drum kit needs to be tuned.
9. Public exit blocked (or entrance!)
SUMMARY
Not to underestimate the importance of our jobs,
Aim to ensure all of the audience receive good entertainment (its their
money!). Aim to ensure all of the artists are shown at their best. Be
ready to deal smoothly, calmly and effectively with ALL POSSIBLE
problems at every moment. The importance of the running order. Thanks!
..... and have a good one!
written by Billy Tweedie ©2001
