LIGHTING DESIGN - GRAY MATTER VISUAL

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Joella Floyd
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1 LIGHTING DESIGN - GRAY MATTER VISUAL

Production Quote Introduction 3 10 Factors Budget....4 Venue Logistics...6 Site Safety......10 Permits 11 Schedule.

2 Production Quote Introduction 3 10 Factors Budget....4 Venue Logistics...6 Site Safety Permits 11 Schedule Rehearsal and Sound Check Design...16 Production Management Labor..18 Trucking.20 Conclusion

3 Production Quote The planning of any production takes time, patience and an eye on the bottom line no matter what size the budget is. When you are ready to obtain a quote for technical production services, the process can be a bit overwhelming. There are numerous factors that go into each and every unique quote, and each one affects the bottom line. Every event has its own personality, including its needs and wants, along with its own set of complex challenges. From the overall schedule to venue location and everything in between, they are all integral to the success of the production. But, have no fear This ebook was created to help you understand the many factors that will have an influence on your quote and prepare you to ask the right questions to handle the process like a pro You will learn what factors to look for in the early stages of planning, and how to identify red flags in advance to keep on budget and have a fabulous, safe and successful event 3

4 Production Quote 1. BUDGET Realistic Expectations Every event or show has a budget- even the most lavish. It is critical to set a budget before starting the process of obtaining a technical production quote. While sometimes it can be tricky, maintaining realistic expectations about that budget is the first key to success. We all want champagne on a beer budget, but that just isn t reality Your production company will work very hard to give you everything you need, and even what you want, but they can t give it all to you for free. Doing your due diligence prior to setting a budget, and living within it once it is set, will serve you well and avoid a lot of heartache and tears down the road. No crying in your beer Needs vs. Wants When designing an event, you have to look at your needs versus your wants. Categorizing each correctly is an important facet of managing a budget. Keeping in mind the objective of the event will help you achieve this goal. For example, if you are planning an event at which an artist is performing, you most certainly need an audio system that is capable of meeting the artist s needs, while making sure your guests enjoy the show. You might want a lighting system with all the bells and whistles to enhance the event, but that is not a need in this scenario (champagne). It s a tough call to have to make, but sometimes it is necessary in order to work within the budget 4

Production Quote Choosing the Right Company When choosing a production company for your event, it is important to choose a company that can easily take care of your needs, accommodate your wants and

5 Production Quote Choosing the Right Company When choosing a production company for your event, it is important to choose a company that can easily take care of your needs, accommodate your wants and help you navigate the difference along the way. Doing proper research to ensure that you are partnering with a company with the right experience in your industry is the first step. For example, if you are planning a fashion show, you don t want to hire a company that specializes in weddings, and vice versa. Spend the time to examine the website, ask your sales representative any and all questions you may have and even ask them to provide you with references. If you see photos and descriptions of events like the one you are planning, that is a good sign You could even check out the facility; see their support staff, their equipment, etc. Feeling comfortable with the sales and production staff is incredibly important as well. If you feel you are not communicating well, it might not be the best fit and you could run into trouble down the road. 5

Production Quote 2. VENUE LOGISTICS Indoor vs. Outdoor Venues Venues come in all shapes, sizes and flavors and each requires bringing in different production elements.

6 Production Quote 2. VENUE LOGISTICS Indoor vs. Outdoor Venues Venues come in all shapes, sizes and flavors and each requires bringing in different production elements. While indoor venues offer the benefit of providing protection from the weather, they often have their own set of obstacles. Outdoor venues well for starters they are outdoors This means rain, sun, critters and often a lack of privacy. Make sure that you tour the venue thoroughly to know what you are up against before deciding if it is the right destination for you. If you are deciding on indoor versus outdoor, you need to create a complete checklist for each and compare to your budget. Outdoor may sound great, but if it is going to rain, can you afford a tent or other structure? LIGHTING DESIGN - CHRISTOPHER RAGAN 6

Production Quote Roadways and Loading Docks Sometimes the most basic elements are the most overlooked. First off, your guests and vendors need to be able to access the venue.

7 Production Quote Roadways and Loading Docks Sometimes the most basic elements are the most overlooked. First off, your guests and vendors need to be able to access the venue. Make sure that the roadways leading there don t have many restrictions, such as parking or standing regulations, weight or height limits, etc. If the venue is only accessible by some alternate form of transportation (ferry, train, etc.), it is important to check schedules to make sure they run often and can accommodate your needs. When booking a venue, most would assume that there is a loading dock, or an easily accessible load in solution, but this is not always the case Make sure to walk the push - the distance and path from the loading dock or entry point to your destination in the venue - and take note of a few key items: Are there stairs? Is there a freight elevator? Can it accommodate your needs? How much labor is needed to accomplish this? Ensuring your equipment arrives where it is needed may, in such cases, require additional resources and labor, which means added costs and time. Properly advancing and budgeting for these items is imperative. 7

8 Production Quote Storage Remember that push and the extra resources and labor needed we just talked about? If empty cases need to be taken away for the event and then returned for load out because there is no room onsite to store them, then we have to do that entire operation four times four times We have to load in, then load out all the cases, then load back in all the cases so that we can breakdown and then load out again. That can require a lot of resources In addition to the added labor, there will be additional trucking costs. None of this is undoable or even unusual, but again, it will affect your budget and must be taken into account. Rigging Most often, production elements need to be in the air and out of the way. In order to accomplish this, the venue needs to have the capacity for safe and reasonable rigging of equipment (i.e. areas where a chain hoist or the like can be safely attached). Such points need to have been signed off on by the venue or by a professional as being safe to use. If this is not available, all items will need to be ground supported which will both take longer to set up and will take up space on the ground. 8

9 Production Quote Power Every event or show needs power, even the most basic. All technical elements run off of power, as well as needs for catering, etc. This is often an overlooked expense because we are so accustomed to being able to plug in anywhere Unfortunately, that is not always the case. In some cases the venue may not have enough power for the elements you are looking to bring in, which could then require the use of a generator. Generators are, of course, an added expense. To avoid a surprise of the worst kind, make sure you carefully examine the power situation and include enough equipment and labor to adequately and safely distribute what is needed. A professional show electrician can help you with this. You don t want to find out halfway through your event that lights or sound are going out because someone used a hair dryer down the hall. Staging Every production needs a focal point and often a stage is the perfect solution - and a useful one at that. Some venues have existing stages that are available for use. This could be an existing architectural stage in a theater or a movable one that the venue offers as part of the rental. When available, this will be a cost savings for you - one less rental So if you need a stage, determine what the venue has available, and make sure it is adequate for your needs, or budget accordingly for rental, delivery and labor. 9

Production Quote 3. SITE SAFETY Indoor Events Regardless of venue, there are a number of rules and restrictions that must be followed to ensure the safety of your guests. These can add to the cost.

10 Production Quote 3. SITE SAFETY Indoor Events Regardless of venue, there are a number of rules and restrictions that must be followed to ensure the safety of your guests. These can add to the cost. One of the most important is ensuring that all exits are easily accessible in the case of an emergency. This can include having to rethink floorplans and rearrange furniture to clear paths of egress and clearly marking all paths with exit signs. This can often cause a need for additional rentals, adding to the budget. Outdoor Events As we said earlier, outdoor venues come with their own set of challenges. Unfortunately, we just can t control Mother Nature, so weather protection for both guests and gear may be a necessity - a standard plan to ensure that site safety is paramount. If dangerous weather comes in and the site needs to be evacuated, there needs to be a clear plan for this that can be implemented at a moment s notice. This may involve hiring additional labor and having trucks and transportation on stand-by. Bad weather can also affect the load out and make it difficult for vehicles to get in/out. Nobody works fast in pouring rain and it may cause work stoppage for safety reasons. Your labor costs may increase accordingly. 10

11 Production Quote 4. PERMITS One of the recurring themes here is safety. Safety is everyone s top priority, and for good reason. In order to ensure safety requirements are met, most cities require permits to place any production items on sidewalks or streets, as well as for assembly. Permits are obtainable through government offices and/or with the help of an expediter, but there are charges that apply for all of them. There is a minimum of a few weeks lead time needed for most permits, so plan accordingly Below are a few common permits needed for event work: Generator Permit: When adequate power is not available in a venue, or an event is being held outdoors, a generator is needed. In most instances, a permit must be obtained to legally operate a generator. Electrical Permit: In many cases an electrical permit will be required by the municipality. You do not want to have a work stoppage by not having the required permit, nor do you want to have substandard equipment on site that does not conform to the electrical code. Street Activity Permit: Many municipalities require street activity permits for events using public areas (sidewalks, streets, etc.). 11

12 Production Quote Temporary Public Assembly (TPA) TPA (Temporary Public Assembly) is needed when working in a venue without a Certificate of Occupancy. This permit is often required for temporary premises where 75 or more members of the public gather indoors or 200 or more gather outdoors. Building Department Permit When building a stage, a building permit is often needed when constructing a platform or press risers over 2 feet that cover an area of 120 square feet or more. Permits are also needed for any props over 10 feet and any tent or canopy that is larger than 400 square feet or that will be in place for longer than 30 days. Engineering Once again safety first Quite often, when large and ambitious structures or elements need to be built, it is necessary to have an engineer review and sign off on the safety of the design plans. This is both necessary to ensure that your design is safe and structurally sound, as well as being required to obtain permits. Many locales also require a written emergency plan. The cost of the engineer s service has to be taken into consideration, not to mention any additional specifications that the engineer may require to ensure safety. For many structures 12

13 Production Quote 5. SCHEDULE Length of Event Just like in many service-based industries, technical production technicians and crew are compensated based on a minimum, with overtime charges after that minimum is hit. Most supervisory positions operate on 10 hour minimums, with overtime at a rate of time and a half starting after 10 hours. If any event lasts multiple days, labor will be charged per day as well. Keep in mind that you will need additional days of labor for a one day event that loads in a day earlier and/or tears down the next day. This is also the case for many equipment rentals. If the gear is being used for an extended period, additional charges will likely apply. Alternatively, if there is a limited amount of time to load in and set up for an event, there will likely be more labor needed to accommodate the time constraints. Prep Time One of the greatest ways to save time onsite is to properly prepare the gear in the provider s facility before it ships out. This saves time onsite and often means that fewer general crew members are needed to finish the set up. While this may seem like a charge that is superfluous, it is actually the opposite Spending a bit to plan and prep properly will save you aggravation - and likely money - in the end. 13

Production Quote Production Schedule Often, as doors (start of event) get closer and all vendors arrive, there can almost be traffic jams in the space.

14 Production Quote Production Schedule Often, as doors (start of event) get closer and all vendors arrive, there can almost be traffic jams in the space. Everyone is trying to work in the same area and they are all stepping on each other s toes to do it. For example, how is the carpet supposed to be laid if the furniture is already in place? How can the catering company set up the bars and buffets if the lighting is still being hung? Having a well thought out schedule will eliminate many of these issues. By properly staggering delivery and set up crews for key items, you can save in the end. A few of the common items that should all be properly scheduled include: Technical Production- lighting, video, staging, audio Decor Furniture Rentals Carpeting Catering Most important is having a qualified and experienced supervisor who is in charge of all of the production and who helps create carry out the work flow per the schedule. 14

15 Production Quote 6. REHEARSAL AND SOUND CHECK Being show ready for rehearsals or sound checks, often hours before the event starts, is important because it allows the technicians and client to be completely on the same page about the run of the show and what is expected of both parties. Being able to run though the flow of the event, especially an event with a lot of cues, is hugely important. Would a musical have opening night without a dress rehearsal? Never That being said, rehearsals and sound checks also make the day much longer. To be ready earlier, the equipment load-in needs to start earlier, and longer calls mean overtime and increased costs. So... plan for what you need. 15

16 Production Quote 7. DESIGN Designers work hard and have gone through training and schooling to learn their craft. They need to be compensated for their services Often for larger events, the cost of design is overlooked in the budgetary phase. However, it s crucial for someone to take ownership and responsibility for the aesthetics and ensure that the correct equipment has been specified. Production Design In television, a production designer is responsible for the overall look of a filmed event. For events, a production designer has the same responsibility, only they need to execute and deliver in real time From set design to table layouts, and drape configuration to stage size, production designers handle the aesthetic for the event as a whole. Lighting Design Lighting designers still have a huge job, but instead of looking at the details of every aesthetic element, they are responsible for beautifully and efficiently lighting each of these elements to ensure they have maximum impact. While stage lighting for performances, presentations, etc. is certainly part of this, it is not everything. Every element, from dance floors to silent auction tables, needs lighting treatments to be appreciated fully. When guests attend an event, whether it be a concert or a wedding (or anything in between), their perception revolves around the entire experience. 16

17 Production Quote 8. PRODUCTION MANAGEMENT Planning a production of any kind involves tremendous attention to detail. One of the biggest hurdles in the planning process is making sure that you can identify what all those details are In many cases, hiring a production manager - an expert whose job it is to dot every i and cross every t - is a great investment. One person to oversee the entire event and ensure that the schedule, budget and design are followed will help streamline the process. While this is an added expense, it is one that will help to avoid spending additional unnecessary money. 17

18 Production Quote 9. LABOR Size of Crew When planning your event, you have to keep in mind that the size of the production, the schedule and the complexity of the build all affect the amount of labor needed and therefore, the budget. However, it is also important to remember that even the smallest and simplest setup requires labor. There are times when the equipment costs are so minimal that the labor charges could meet or even exceed the equipment costs. Show Operation All these fancy bells and whistles often require a specially trained operator to make it all work Just like a car is only as good as its driver, a production package is often only as good as its operators. If you have a major act coming in, their engineers or operators might not be travelling with them. This which would mean that filling this position would be the producer s responsibility. Staff needs to be onsite through the event to ensure that everything runs smoothly. 18

19 Production Quote Breaks and Overtime As we covered before, the duration of your event will have an impact on your labor budget. Although your event may be one day, if the day is going to be 20 hours long, there will be overtime charges included. Most commonly overtime begins after 10 hours. Depending on what type of crew you are using, there might be some automatic overtime or double time. For example, union crews are in overtime between 12AM- 8AM and on Sundays and holidays. Additionally, technicians and engineers need to be given fair and reasonable breaks and meals. A hungry crew = a grumpy crew Normally they must be given a meal break every 5 hours. This break could be an hour long where the technician or crew member is responsible for getting their own food and being back and ready to work on time (commonly called a walk away), or the break could be a catered meal with a 30 minute break. Even the small touches like making sure there are cold drinks and some hot coffee go a long way toward having a happy and more productive crew. 19

20 Production Quote 10. TRUCKING Trucking charges are another commonly overlooked item We often hear, but why do I have to pay for trucking? It costs money to ship items, and even more money when trucking them to a show site, and when planning a budget, one needs to keep that in mind. A few factors are: 1. If a show/job is larger than one truck, additional costs apply. 2. If you are staggering equipment load in times, additional charges may apply for multiple trips. 3. Some venues can t handle larger trucks (dock space is too small), so multiple smaller vehicles must be used. 20

Production Quote While there are dozens of factors that can affect your technical production quote, we have compiled some of the most common areas you should be aware of before you start the process.

particular specifications, but these factors will help you to streamline the process. The team at BML-Blackbird can walk you through each step with ease.

21 Production Quote While there are dozens of factors that can affect your technical production quote, we have compiled some of the most common areas you should be aware of before you start the process. Ensuring that you account for the labor, logistics, schedule and safety needs, along with everything else will avoid surprises once you receive your quote Each event s quote is unique to those particular specifications, but these factors will help you to streamline the process. The team at BML-Blackbird can walk you through each step with ease. BML-Blackbird is a full service technical production company, offering our clients creative solutions for their lighting, video, audio and staging needs. As veterans in the entertainment and event industries, we have seen it all and we have done it all, thousands of times Our team has extensive experience in venues large and small, indoor and outdoor, all over the US and beyond. We would love to bring our knowledge and expertise to your project. 21

Don t Panic! Forty Two is the answer to ever ything. 8 STEP BEGINNERS GUIDE TO EVENT PLANNING (AND PRODUCTION)

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