BEM - Venue-finding, logistics and ambience (B)

Lim Sei Kee @ cK

Key requirements:

location of the event, the range of potential venues available, ease of access, the ability to ensure that all the necessary

items of equipment, resources, personnel and visitors can get to the venue easily.

Finding the venue

Venue √ Major licensing and official preparation

activities.

The logistics officer has to be conscious of those event activities that have the longest lead times and that have to be dealt with first.

A logistics plan, showing the various needs and plotting them into order, have to be prepared.

Logistics

Supplies, transport and distribution Catering Technical facilities Backdrop and staging Lighting Sound and communications Amenities and cleaning

Logistics

(1) Supplies, transport and distribution √ (2) Catering √ (3) Technical facilities (4) Backdrop and staging (5) Lighting (6) Sound and communications (7) Amenities and cleaning

Logistics

The services are becoming increasingly sophisticated, events coordinators may choose to outsource to production or multimedia companies.

Specialists may be needed, who are knowledgeable about the capabilities of production companies and of the latest developments in contemporary technology.

(3) Technical facilities

Video, Computer-generated text and graphics, Transfer of pictures from digital sources, Insertion of sound or video into

presentations.

Larger-scale integrated staging and backdrops.

Multimedia

Sound reinforcement is provided by microphones, amplifiers and loudspeakers.

Technical skill and careful preparation can achieve a very effective presentation.

Sound re-inforcement

It is important for presenters come and test their material at least a week prior to the event.

WHY?

Not all systems can be compatible Minor glitches such as cabling problems, or

insufficient attention to text size for projections

It is unreasonable to expect that hi-tech presentations will work first time unless the speaker and venue are regular partners.

In addition, the level of technical skill required to solve the simplest of equipment problems is not always available on the spot.

Important to note!

It not only provides the location of a screen, but is also the place where a corporate or marketing image is demonstrated.

The backdrop may be simple: a contained screen with banner and a little

special lighting. OR a matter of considerable technical expertise

incorporating stage design elements.

(4) Backdrops and staging

Gobos (light projectors) are often used for backdrops.

These project screen designs which can both be provided:

from a range of prepared formats, OR, be purposely made with a logo or theme

to use as a backdrop.

Large-scale events sometimes use video walls composed of a bank of TV monitors.

If the site is new, the production company will have to undertake preparatory site work to assess factors such as available space, power, structural capacities and access to the hall or arena in order to do the job properly.

(Refer to Figure 8.9)

Purposes: to highlight artists or speakers to light backdrops, and to enhance the atmosphere.

The final lighting issue is one of provision for safety, and to help people feel secure,

particularly in terms of exits and traffic routes in and around the venue or site.

(5) Lighting

Diffused illumination is necessary in the public areas of a building.

Corridors, toilets, foyers and reception areas should be well-lit.

This is necessary to enable the proper functioning of these areas, to ensure safety and security, and to maintain a pleasant general ambience.

Emergency lighting is essential in public buildings.

Exits should be clearly illuminated and the emergency lighting sufficient to allow adequate means of escape.

Lighting should be provided throughout the venue from the various public areas to the place of final exit.

Soundsystem: microphone, loudspeakers, amplifier, mixer.

There is a need for the audience to be able to hear the proceedings, there are also issues of sound re-inforcement needed to go with visual tools and multimedia presentations.

(6) Sound and communications

Organizers wishing to incorporate good quality sound often have to hire-in the equipment to provide it.

Packages: Public address (PA) systems, and also complete music systems.

The hire of a technician may be necessary.

The communications ring must be a land line. Reason: To avoid interfering with other

systems and of failure in an emergency.

The logistics officer should prepare a contact listing, both for internal and external contacts.

Communication

Cleaning and clearing are issues sometimes neglected in the servicing of venues, sites and events.

It is important to take opportunity for minor rubbish clearing, bin emptying, replenishment of consumables and other stock.

Cleaning equipment and materials must be available and accessible to the support staff.

(7) Amenities and cleaning

In terms of the provision of amenities, the general rule is to provide one toilet for every 75 people (of each gender), which can be increased for VIP events.

Proper systems for servicing and supervision is as much a necessity as any other support service.

Ambience is often significant to the creation of a good event.

An event with the right ambience can be a huge success.

Personal event – birthday party, the ambience may be created simply by the people who are there, without the need for anything else.

CREATING THE AMBIENCE

For some events, there might be the need for decorations, music and games, as well as food and drink.

There can be a wonderful environment, expensive themed décor, large amounts of excellent food and drink, yet the event might still not be quite the success that the organizers intended.

Staging and ambience of an event as comprising a number of interlinked features.

The physical setting of an event, which deals with various design and staging activities, is primarily intended to look after the events surroundings and the visitor’s responses to them.

The physical elements, of surroundings, backdrops, props, layout, equipment helps make up what people feel about the event, and will also help determine how the guests interact, how they respond to staff and whether they stay and enjoy themselves.

Creating a good ambience = successful event!

All the elements (venue finding, logistics, ambience) have to be assembled in a way that will help the event coordinator create the right kind of event, so that visitors will regard the event as having been enjoyable to attend and well run.

Summary

Case Study: The ambience of events: Glastonbury Festival

Instructions: Read the given case study carefully. Answer all the 5 given questions individually. Elaborate your points!

Submit by 11.30AM

The only exercise for the day!