Event Planning Guide

 

Please use the following questions as a guide to help you as you plan your event.  Please do not be overwhelmed the by the length of this document. Our staff compiled this list to assist you in thinking about every aspect of your event before it happens so that we could provide to you the best possible service.

 

GENERAL

·         What type of event will it be?

·         Who will be my ultimate decision maker (event contact)?

·         Who will make my spending decisions?

 

 

TIME REQUIREMENTS

·         Will I need and have I arranged a space for rehearsals in advance of my event?

·         Do I know the nature of these rehearsals?

·         Will I need to have tech for these rehearsals?

·         How much load-in time will I require?

·         Will I need a rehearsal on the day of my event?

·         Should I allow time for technical troubleshooting?

·         When would I like the house to open?

·         What is the running time of my event?

·         Will there be an intermission?

·         What is the running time of my event?

·         How much load-out time will I require?

 

 

FACILITY

·         How big do I anticipate my audience will be?

·         Do I have the appropriate stage size requirements?

·         Will I need a dressing room(s)?

·         Will I need reception space?

·         Will I need a green room(s)?

·         Will I need a warm up space(s)?

·         Will I need a breakout space (s)?

·         Do I need wing space?

 

 

SECURITY

·         Is there anything controversial about my event that may require security?

·         Is there a political nature to my event that may require security?

·         Am I expecting an abundance of audience members, perhaps more than the capacity of the space?

·         Am I expecting that those at the event will be a rowdy crowd?

 

 

FURNISHINGS

·         How many tables do I need and where do they need to be?

·         How many chairs do I need and where do they need to be?

·         Will I need a piano?  If so, have I made arrangements to have it tuned?

·         Will I need music stands?

·         Will I need a lectern?

·         Will I need acoustical panels?

·         Will I need a dance floor?

·         Is there a set for my event?

 

 

TECHNOLOGY

·         Will I have or does my event require lighting or special effects?

·         Will I need or does my event require a computer?

·         Will I need or does my event require video projection?

·         Will I need or does my event require computer projection?

·         Will I need or does my event require slide projectors?

·         Will I be using “burned” CDs or DVDs? (these are sometimes incompatible with certain equipment)

·         Do I have backups of any audio and/or video in case problems arise?

·         Does my event include a film?  Is it DVD, VHS, 35MM, 16MM, Beta or PAL?

 

 

AUDIO

·         Is there a master of ceremonies for my event?

·         How many and what type of microphones do I need?

·         Am I having a band?

·         Will I need CD/cassette playback capabilities?

·         Will I need a DJ?

·         Do I plan to record my event?

·         Who have I planned to run sound?

·         Will I need monitors?

·         Will I need computer audio output?

·         Have I rented equipment from an outside source?

Ü   If so, when is it coming?

Ü   Are there special power requirements?

Ü   When will the company be setting it up?  Have I reserved that time?

 

 

PERSONNEL

·         Do I need and have a stage manager?

·         Do I need and have people to handle ticket sales?

·         Do I need and have ushers?

·         Do I need and have a running crew?

·         Do I need and have operators for non-PAC equipment?

·         Do I need and have a setup/cleanup crew?

 

 

PERFORMERS

·         Are my performers local or a touring group?

·         How many performers will there be?

·         Do I have a signed contract with the performers?

·         Is there a tech rider that is a part of the contract?

·         Are there certain space requirements in the contract or rider?

·         Are there certain time requirements in the contract or rider?

·         Is hospitality required for the performers?

·         Is there publicity required by the contract or rider?

·         Do I need to have the company be in contact with the PAC?

 

 

HOUSE / AUDIENCE MANAGEMENT

·         Will I be using reserved seating?

·         Do I have special needs for the audience and/or the performers?

·         Will I have programs?

·         Will I have tickets?

·         Will I be videotaping my event?

·         How will my event end?

·         Who will I have decide intermission length, start time, etc.?

·         Will I utilize just the house lighting available in the facility?

·         Do I have parking information and the means to communicate it to those who will be at the event?

·         Will I be advertising my event?

·         Will I need a place for a coat check?

·         Will there be merchandise sold at my event?

 

 

FOOD/BEVERAGES

·         Will there be a reception or will I be feeding participants?

·         Where will the food be served? Did I reserve the space? (no food or drink is allowed in the theatres)

·         At what point during the event, will the food be a part of it?

·         What type of food will it be?

·         Will I cater or bring in the food?

·         Will I need table coverings?

·         Will I need water for speakers?

·         Who will I have to clean up the food after the event?

·         Who will I use to ensure that the food is not consumed by people who are not a part of the event?

·         Who will I arrange to be servers or sellers for the food?

·         Will I need refrigeration?

·         Will I need ice and/or coolers?

·         Will I need storage of concessions/food?

 

 

DECORATIONS

·         Will I have decorations or displays as part of my event? (any plans must be approved)

·         How will I affix the decorations? (fasteners must be approved)

·         Where will I put my display? Did I reserve the space?

·         When will I decorate or set up the display? Did I allot ample time and manpower?

·         Am I prepared to pay for additional charges if the decorations warrant it? (excessive glitter can often necessitate this)

·         Have I made plans to remove my decorations or display immediately following my event?

·         Do I have ample manpower prepared to assist me in the removal of my decorations or displays?