This week on the podcast we’re diving in for the second half of our series on Planning Your Big Event. We’ll review the beginning and final steps of how to step up and run a smooth event.
If you’re new here, I have a Quiz that will help me send you a customized Guide on getting started with Lighting: FREE Guide @ LearnStageLighting.com/quiz.
Lighting News! (1:43)
I had discovered a new Trade Magazine that I was not aware of yet. It’s Worship AVL and they are based out of the UK but ship to the US.
What I’ve noticed about this Magazine is that it was very Gear focused. There were also some great articles about Choosing and Placing a Subwoofer which isn’t just used at churches.
These articles definitely have a unique view in the audio and lighting industry so be sure to check it out!
Main Segment (4:42)
If you missed the first part of this series: Planning Your Big Event (Pt 1) you’ll want to tune in and listen to that episode before getting started.
In the first part of this series we covered Steps 1 – 3:
1 – Production
2 – Preparation
3 – Setup
This week, we will focus on the final 4 steps to ensure that your event will go as smoothly as possible.
Some events you may not have the chance to have a rehearsal and that’s okay, we’ll come back to that in a moment. But if you do have a Rehearsal this is a great time to get things together and everything programmed.
Rehearsals can be a wide variety of certain events. It could as simple as just the tech team going through the cues, a dress rehearsal, or even a full show preview. Regardless, a rehearsal is a vital time to make sure that everything is in place for your big event.
Depending on your type of show, this is a time to use the pre-programmed groups, presets and possibly cues that you already have to build your final cues.
As rehearsals move on, tweak and finalize cues and cue order for the show. Mark up your cue sheet (whatever form that may be) with the cues you need to hit. But if you do not have a cue sheet you just want to make sure you are ready for anything. I have some great articles on how to prep and what to do when your show is more on the fly.
If the “big event” has the potential to not follow the cue sheet 100%, keep that in mind in your programming!
If you prepared well, this will be easy, even if the event’s organizers did not prepare well. There are some events that are sadly not prepared well.
Regardless, what will separate you from the others is the ability to be ready to go and to be able to adjust when something goes a different direction or even goes wrong. To be able to adjust the lights so the audience will never know something went wrong. This is what will separate you from others and get you those callbacks to work other events.
Once the show is over it’s time for the Load Out or the Tear Down. Just like the setup, tear down (or load out) is important to keep organized. Not preparing for the “out” is a big budget-damager that I have seen so many times.
Be safe, be organized. When you put things away well on tear down, it keeps wear and tear down on your gear.
If you rent your gear, returning it in the same condition OR better than you got it shows the folks you rented it from that you are a good client, and they will want to rent to you in the future.
Once you have everything done, the space is back to its original condition, the tear down is complete, and perhaps you’ve taken a nap, it’s important to Debrief! Gather those from the Production Team and as many as you can who worked the even with you.
An important last step – do NOT forget to take some notes, and shortly after the show is over, reconvene and figure out how to best produce your next event! No event is perfect, but over time as you work with others you can definitely improve to help make sure the next event is as smooth as possible.
In a recurring event, there is ALWAYS something to learn and improve upon. You will never have it totally “perfected”.
If you have been listening for a while I would sincerely appreciate if you would take a moment to rate the Podcast and be sure to share what you’ve learned from the show!
In two weeks we will have our Tuesday Q+A where I take on questions from Listeners just like you. If you have a question be sure to visit the site and submit your question.
Happy Thanksgiving and we will see you in 2 Weeks!
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