Events management Evaluation

I believe the event all ran very smoothly; the event itself looked and sounded professional. However the process leading up to it had minor hick-ups. During the set-up we had discovered that Jordi (The Technical Manager) had forgotten the Lighting and set design plans. Although this was not any fault of his, this could have been easily avoided if Both me and Matt had a copy of our own plans aswell. As well as ensuring that I have my plans next time I will have to triple check to make sure we don’t forget anything else. We can make this easier by having a checklist of all the things that we need. There were a few other things that we didn’t bring that later Julie had to make a trip back to college to pick up when she went to pick people up at 4 o’clock. The only thing needed by the lighting department was extension leads as we didn’t bring enough. Which had delayed the setup being complete, it didn’t take long to finish the setup after Julie had arrived with extras.

Another thing that could have helped immensely was documentation such as the colour call. Although I had my lighting design completed within plenty of time I had forgotten to produce a colour call which would have helped us when creating the checklist so we could see clearly which gels we would need and which size they would have to be to fit into the gel frames of certain lights (which wasn’t a huge variety as we only used 2 of the same gels for 2 fresnels of the 6 that we had taken.) this could have sped up the process of getting everything ready to take all at once to Arley. Next time to make sure that this doesn’t occur again I will create this piece of documentation when I find what I want.

Also during the process I had to make a few last minute decisions, such as deciding on which colours I would like to use for the L.E.D par cans. Even though there were decisions on the plan I couldn’t remember which codes were used. I had to improvise by quickly running through the options we had, In the end I decided that I would just keep a consistent theme of colour running through by using purple, The reason I chose those colours were because the original idea I had of using plain whites were too plain and weren’t a vibrant enough colour to light the architecture appropriately as well as looking more tacky the classical. I decided it would be better to add 2 more L.E.D pars in the fireplace using a warm orange to create the feel that the fire was lit. However it was too hot to have it lit while the audience were sat so close.

However, despite the things that went wrong during the process of the setup, The outcome of it all was very good, The set, the lighting, the sound were all setup to a very professional level. It looked classical with the Christmas theme included. The colours that were running throughout the whole event from the marketing side to the lighting and the set all had a consistent theme. The planning up until the night of the event was well organised. The feedback from the audience that we received as a whole was very positive, people would like to come to see the next events that we put on.

On whole I believe the Event was a huge success raising the amount of £1,407 towards our charity, of which we are all astounded with.

Reflective Diary

1/11/2013

 Client Brief:

Type: Charity Concert

Date: Monday 16th December

Venue: Arley Hall

Audience Capacity: 100

Title: A Classical Serenade

Concept/Theme: A professional and elegant evening  that reflects  the setting of the house with a reference to Xmas season. An intimate and welcoming environment for the audience.

We were given our job roles for the Arley Moldova event...

My Role:

Lighting Designer:

My role requires me to create a lighting design for the Arley Moldova event. This will include deciding specific lights that I will want to use as well as the colour that fit within the rest of the colour scheme. I will have to liaise the Technical Manager to discuss my ideas with them.

1/11/2013

During this meeting, the events management as whole discussed how important it was to sort out the marketing as soon as possible. Any questions that required answers through anyone external to our own team would have to speak to the event manager. They would be the point of contact. We have decided to do it this way as it would prevent any confusion between the events management team and Arley hall's staff. Another thing that was discussed in this meeting is the importance of the licensing. Without having all of the correct licensing and legal documents, there was a high chance of the event being unsafe and possibly illegal. We could not take any risks.

4/11/2013

 

In today’s meeting the topics that were discussed were that of getting the promotion of the event started. This is where my role has to begin. The lighting and set designs were essential as soon as possible because we wanted to have a continuous colour theme present throughout the lighting, set and advertisements and promotion. The marketing couldn't make any final decisions without knowing the colour scheme that myself (Lighting Designer) and Matthew Elliott (Set Designer). Only with this would the marketing team be able to start creating, finishing and handing out their finished product (posters and flyers).  I was set a deadline by the events manager for Friday, by then my first ideas had to be completed. I knew how important it was for an effective planning process that I did not miss a deadline.

8/11/2013
Today we had to have the draft ideas for the set and lighting designs. This was to present the ideas infront of the rest of the team. The colour scheme that we came up with was Golds and Reds. The reason I had to come up with the colours was so I could Liaise with the Marketing Team to discuss the colours and come to an agreement so that we could continue the theme throughout.


11/11/2013
I began to to pick the gels for the lighting so that we could start to create a theme that all departments such as marketing and front of house could agree on and use themselves. I started this today so that I could decide which colours I would need to use, so that I could go and check whether we had those particular gels available in stock.

8/11/2013:

Today we had to have the draft ideas for the set and lighting designs. This was to be presented to the rest of the team. The colour scheme that I came up with was gold and red. I thought that these colours were suitable because they gave a warm, Christmassy feel to the room and fit with the style of the stately home. The other reason why I had to come up with the colours was so I could liaise with the Marketing Team to discuss my ideas and come to an agreement so that we could continue the theme throughout. This was effective communication because we were clear what I wanted and what they could do for the layout and designs of their advertising.                                           

11/11/2013

I began to pick the gels for the lighting so that we could start to create a theme that all departments, especially marketing and front of house could agree on and use themselves. I started this today so that I could decide which colours I would need to use, so that I could go and check whether we had those particular gels available in stock. I used a swatch book to help me pick the right shades of the colours I wanted and to write down the accurate / professional code and name of the gel. I originally picked a pink/red, which I then changed my mind about after speaking with the Marketing manager because his idea for his promotion posters was a deeper, darker red. So I went back and changed the code to a much darker red. Luckily the lights and gels I wanted to use were in our stock, these were as follows:

·         Minuette fresnels x6 ( 3 on 2 high booms either side of the space facing the stage, approx. 7-10m away from the stage)

·         LED Pars x10

I then asked Jordan, the marketing manager, what his opinion was of me using minuette fresnels on booms facing the stage with 1 blue gel on each side and LED flood lights as backlight in a purple colour. He agreed and said that this would work. I asked Jordan for advice because he has more lighting experience than me. I thought that fresnels were good to use for front light because they highlight the performer well. And if they were open white the theme was still professional and had a Christmassy effect. I knew there would be Mark performing, who said he would not move around, but there would also be a choir and a pianist who needed lighting. So I made the decision to light the whole space using these fresnels. 

But before I could begin my proper plan, I wanted to see the space I would be lighting. So in the meeting the events manager said that the technical team, along with other members from other departments would be going to Arley Hall, hopefully on Wednesday or Thursday this week.

14/11/2013:

Today we went to Arley Hall and saw the spaces that would be used on the night of the concert. I found the visit helpful because I got a better understanding of where my lights could go, and I got a better feel for the mood and atmosphere within the house so I knew that my colour choices would be appropriate. I also realised that they had a chandelier and that this could be used for house lights because it was authentic and created a warm atmosphere which linked well with our themes.

15/11/2013

Today we had a meeting to discuss finalised ideas for the Lighting and set designs, that includes which lights and gel colours that we would need, which ones were available to take, how many of each we would need.

I was set a deadline by the events manager to have my final designs completed by next Wednesday. Before I could continue I asked the manager to contact Shelagh at Arley Hall to ask her to send blue prints of the house (a plan showing the sockets around the house.) I needed these in order to be able to know where each light would be plugged in to.

 19/11/2013:

Today I continued working on my plan to ensure I had covered every angle and that it worked. I tested the lights I wanted to use (the LEDS) and experimented with the different colours to see which one worked best.  I particularly liked the steel blue colour because it complimented the snow and the winter effect.  I also decided that I did not just want to light the room where the performance would take place, I wanted to light certain areas of the rooms used before the concert and at the interval. I wanted to do this because it would make the colour theme stand out around the house, not just in the one room.  I drew what I wanted on to my plan.

20/11/2013:

I met my deadline and presented my plan to the technical manager and the events manager. They both gave me good feedback and I went to Julie for the last approval.  She said that the colours worked well and she liked where I had chosen to position my lights and just to be careful not to hit the audience when rigging / focusing.

 

26/11/2013

During today’s meeting we discussed the use of lanterns on stage. We thought that this would help promote the idea of being warm and indoors on a cold winter night. However other people disagreed due to a risk of a fire. Instead we decided to put them outside leading up to the house to show attention to detail and for the entrance to look aesthetically pleasing.

As my plans are complete, from today I have helped the set designer and the sound team complete their tasks.

2/12/13:

Today I started to put together a checklist of the equipment I needed to take to Arley. I gave my list to the technical manager who kept hold of all of our plans and lists. I think this would have worked better if we all kept our own work because if he wasn’t in on one day, none of my team could do any work because the manager had our sheets. This is something to change next time. 

This checklist I will keep adding to because I will keep thinking of new things to put on it. This is another reason why it is important that I keep hold of it.

9/12/2013:

Today I helped the set designer cut the ‘snow’ he was using to cover the gap between the stage and the floor. We thought this would be a good idea because it made the stage look tidy and well finished. We had to ensure the measurements were right because there was limited ‘snow’ material left and non could go to waste. We had to make sure it reached all the way across the 6 pieces of rostra. Luckily it did and we cut it so it was a waved effect going across the bottom to create a more realistic impression. We also decided to place the fake mini Christmas trees that Mark had bought across the stage just sitting above the snow.

11/12/2013:

Today we had a brief meeting just to discuss what was happening on Monday. We were given instructions by the events manager as to what was going to happen. We were going to meet in p1.10 and leave at 1:15, we were taking 2 minibuses and we were expected to arrive at approximately 1:30pm. When we arrived we would begin to set up and we had until 4pm to get everything ready. Obviously I was in charge of rigging the lights and making sure they worked and were focused properly. I was told that I would have a small team of first years helping me set up.
It had to be done by 4 because Mark needed to rehearse and the Warrington Guardian were coming at 5:30pm. This is as far as the running order went. But it was clearly explained and we understood what our roles were on the day.

13/12/2013:

Today was the last day we had before the day of the event. The technical team helped Julie load the van, using the checklists we had made, to make sure we didn’t forget anything. We loaded the staging, all of the lights, cables, wires, adapters, desks, etc. We also took spares in case some didn’t work or failed. I think it was good that we loaded the van today because it meant that there was less to do on Monday morning and we were more organised. Also if we had forgotten something off the list, it could be double checked on Monday. It reduced the stress of having to pack in a hurry with limited time.

16/12/2013:

Today is the concert. The van was all ready to go and we were told by the events management team what the plan was for the day. We met at 1pm in our classroom and left at 1:20pm. We took the minibuses and when we arrived we had a short meeting to determine and clear who was working with which group. This was more for the first years who were helping us set up. We were responsible and gave them tasks to do.

We all worked hard to set everything up in time and we were very busy. There was not really an organised order of who was doing what; we all just did whatever needed doing. This was good in a way however because things got done and there was a good number of people allowing us to run on time. However it was unorganised and we did not seem to work as a team effectively. I helped rig and plug in the lights this afternoon. And if anyone had any questions or needed help themselves then I stepped in. Everything was ready for 4pm and I think this was a hectic but successful set up over all. I changed my colour scheme around the house on the day. I decided that the white / steel blue was too pale and did not reflect the house well. So I changed to pinks and purples. They were all set to the set colours to keep a constant theme all over the house.

We realised as we were setting up that we did not have enough extension cables. The cables were not long enough. So Julie went back to get them, along with other things other people had left behind. Next time we will have to double check our lists before leaving college to make sure this does not happen again.

When the audience arrived I helped at the door greeting people and showing them through to the next rooms in Arley Hall. A few of us did this to be professional and to make the audience feel welcome. When the crowds got busy, we ushered people through to a room further inside the house to allow more people to enter. This was important for crowd control. We didn’t want our guests feeling uncomfortable or like they had no space.

As act 1 began, I began helping Front of House set up the refreshments, pouring juice into cups and helping arranging them on the table in a decorative way to make it look good and during the interval I helped in the kitchen, providing the team with what they needed and serving refreshments to the audience.  I think this ran smoothly because there was a large group of us helping, which was an advantage because the queues were long and we wanted to provide a quick service so we did not keep people waiting.

After the interval we all helped tidy away so we could leave Arley as soon as possible after the event had finished. We began to clean all the cups and pack away anything that was ours, such as the table clothes, trays and menus. We did this because we were trying to be efficient and it left us with less to do when the audience had left.

When the concert ended we greeted people out wishing them a Merry Christmas and we hoped they liked the performances. We did this because we wanted to remain professional right through until the very end, which I think we did well.