Chapter 4 Event Staging

2. Chapter4: EVENT STAGING
• Analyse event staging requirements
• Source and negotiate staging contractors
• Monitor staging contractors

3. ANALYSE EVENT STAGING REQUIREMENTS
Chapter4: EVENT STAGING
 Factors to consider when staging an event
THE STAGING ENVIRONMENT
Selection of an event venue must take the
needs of all stakeholders into account.
 Emergency services
 Catering staff
 Entertainers
 Participants
 Clients

4. The major considerations for selecting an event
venue include:
 Size of event (including the size of the audience)
 Layout of the site and its suitability for the event
 Stage, field of play or performance area
 Transport and parking
 Proximity to accommodation and attractions
 Supply issues for goods and services providers, such as
caterers
 Technical support
 Venue management
Chapter4: EVENT STAGING

5. An inspection of the venue or site should reveal
any limitations.
 Compatibility with the event theme
 Audience comfort
 Visibility for te audience (line of sight)
 Sound quality
 Entrances and exits
 Stage area (where relevant)
 Storage areas
 Available equipment
 Cover in case of poor weather
 Safety and security
 Access for emergency vehicles
 Evacuation routes
Chapter4: EVENT STAGING

6. 3 Major Stakeholders:
• The Performers - they have specific
needs that are fundamental to their
success, such as the level of
intimacy with the audience (often the
result of the distance from the
audience) or the volume of the
sound.
• The Audience - they also has
needs, the primary one being to see
what is going on !
• The Organisers
Chapter4: EVENT STAGING

7. Staging can involve one or more of the following
elements:
 Framed scenery
 Weight-bearing scenery
 Non-weight-bearing scenery
 Soft scenery
 Furniture and other set props
 Revolves
 Trucks
Chapter4: EVENT STAGING

8. Equipment to be used could include the following
(which must be used according to regulation limits
and licensing requirements):
 Tallescope
 Maxi-lift or genie-type lifter
 Cherry picker
 Mobile scaffolding
 Ladders and A-frames
 Scissor lift
Chapter4: EVENT STAGING

9. This knowledge is essential for contractor briefing
and development of specification documents for:
 Catering
 Venue or site services and set-ups
 Technical services
 Entertainers
 Registration requirements and set-ups
 Physical elements
 Security
 Media coverage
 Safety equipment
Chapter4: EVENT STAGING

10.  The theme of an event must be supported
in every aspects, including the décor,
lighting, sound and special effects.
Chapter4: EVENT STAGING

11. Chapter4: EVENT STAGING
A theme can be reinforced through such creative
elements as:
 Colour
 Landscape and/or location
 Film/theatre/art/dance
 Humour
 Fantasy

12. DECOR
ENTERTAINMENT
 A wide range of acts can be used to enhance the theme of an
event, and corporate events, in particular, often employ
interesting performers.
 Encompasses many things, from the colour schemes to the
drapes, from props too floral arrangements.
LAYOUT
 The layout of the event venue is clearly integral to the success
of event.
Chapter4: EVENT STAGING

13. SOUND
LIGHTNING AND SPECIAL EFFECTS
 Lighting can be used to spectacular effect, and for this reason
events held at night provide the opportunity for more dramatic
results than those held during the day.
 Music is powerful creator of mood.
VISION
 Vision incorporates all projected images such as replays of
sporting highlights on large screens or scoreboards.
Chapter4: EVENT STAGING

14. SET
STAGE
 The stage is used for many reasons, including performances,
prize-givings and presentations.
 The set includes all objects on the stage: props, flats, lecterns,
stairs, curtains.
 Cyclorama
 Boarders
 Traveller
Chapter4: EVENT STAGING

15. FIELD OF PLAY
TENTING
 Tent provides a blank canvas allowing for highly creative
lighting and décor.
 Each sporting event has specific requirements.
REHEARSALS
 This is the opportunity for all involved to integrate their efforts.
Chapter4: EVENT STAGING

16. EVENT SERVICES
 Essential services
 Communications
 Transport and traffic management
Chapter4: EVENT STAGING

17. SOURCE AND NEGOTIATE STAGING CONTRACTORS
 From a legal and business perspective, it is essential to
develop accurate and complete staging specifications
detailing precise requirements based on sound, product
and service knowledge for provision to contractors.
Chapter4: EVENT STAGING

18. THE ORGANIZER’S AIM TO:
 Identify and source appropriate contractors to provide services
for the event
 Provide accurate briefings or specifications on precise staging
requirements to contractors
 Obtain complete and timely quotations for the provision of
services
 Analyse quotations and select contractors in consultation with
key stakeholders
 Confirm agreements with contractors in writing, including
details and costs of all services.
Chapter4: EVENT STAGING

19. When monitoring contract implementation, the
organizer needs to:
 Monitor progress, including safety issues, at regular intervals
through ongoing liaison with contractors and other stakeholders
 Identify the need for adjustments and organise appropriate
changes, with confirmation in writing
 Negotiate adjustments to maintain the integrity and quality of
the event
 Evaluate work completed against event requirements and time
schedules, and take appropriate action to address delays.
Chapter4: EVENT STAGING

20. Safety is a major consideration in staging area, and this
work is generally done by licensed professionals.
Chapter4: EVENT STAGING
 Direct damage
 Consequential damage
 Legal liability
 Personal loss

21. CATERING CONTRACTORS
Chapter4: EVENT STAGING
 A catering contractor usually does the catering for an
event, taking care of food orders, food production and
service staff.

22. Chapter4: EVENT STAGING
COMMON APPROACHES TO EVENT CATERING:
 Set menu, with table service
 Buffet
 Finger food
 Fast food

23. ACCOMMODATION ROVIDERS
Chapter4: EVENT STAGING
 Accommodation is an essential part of the package.
A food safety plan is another essential item when planning
an event.
Catering for an event is extremely demanding for those in
the kitchen.
Beverage supplied at functions and banquets
Queue management is another consideration

24. Chapter4: EVENT STAGING
WASTE MANAGEMENT SPECIALIST
 plan, implement, and coordinate comprehensive waste
management systems that are designed to maximize waste
prevention, reuse, and recycling opportunities

25. Chapter4: EVENT STAGING
CLEANING CONTRACTORS
 their task is to clean before and after the event; also ensures
the cleanliness throughout the event is maintained

26. Chapter4: EVENT STAGING
Monitor Staging Contractors
 needs to monitor what happens before the event, if the event
requirements and time schedules have been met; meets with
contractors and stakeholders to see if everything is all set
before starting the event