Performance Planning 5a & 5b

catering, performers & crew

Chris Bakerwww.musicstudentinfo.com

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introduction

today we will be looking at catering

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catering

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catering general

Catering can be a major element in a show/event. Many multi-purpose venues already have catering

A rule of general purpose catering is that you will need a 1 to 50 ratio of staff to guests

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catering in-house or contracted?

• Advantages of in-house…knowledge of the venue.• Advantages of contracted event producer may have a good

relationship with the caterer, built over time, you can choose all aspects of the catering, can be tendered to the most competitive bid.

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catering - quality control factors

• Enhancement of the theme?• Menu selection, design, special diets & food displays• Quality of staff and supervision• Equipment, including style & quantity - in-house or hired?• Cleanliness• Cultural appropriateness• Staff to guest ratio

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Noodles?

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catering costs

• Are there any guarantees, against loss or breakages?

• What are the payment terms?• Who is responsible for licenses &

permits? (caterer, venue or management)

• What deposits or fees are there?• What is the per-capita expenditure?

Cost per guest?

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eat to the beat

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catering - waste management

• Must occur, before during & after the show• Must conform to health regulations and

environmental concerns• Must be appropriate to the event theme

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catering - alcohol

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‘booze’ issues

The consumption of alcohol at a show gives rise to several concerns for organizers

• Special training of staff• Which party holds the license?• Legal age for consumption• The possibility of problems arising from sale of alcohol -

increased audience noise, behavioral problems which can effect all aspects of the show

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Performance Planning 5b

Performers & Crew

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performers ‘talent’ Major factors to consider when employing artists are:

• Contact the show coordinator needs contact only one person responsible for the artist, this could be a agent, manager or the artist

• Staging requirements usually listed on the ‘spec’ (specification) sheet. Stage plan, technical rider, backstage rider, preferred configuration

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Performers ‘talent’

KEY ISSUES

•Availability for rehearsal, media attention and performance time taken to set up, time to break down•Accompanying personnel many artists travel with an entourage that can include technicians, cook, stylists and their bodyguards. It is important to establish their numbers, roles and needs.

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the ‘talent’

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performers cont.

• Contracts & legal requirements - staging & union minimum rates/conditions, public liability, compensation, copyright issues, use of the performance for future broadcast & promotion

• Payment most performers work on the understanding that they will be paid immediately for services, if the ‘headline’ act has a company structure they may have 30, 60 or 90 day terms allowing them to wait for payment

Supervision of the artist from arrival to departure should carried out by the assistant stage manager, they should give out ‘run sheets’ and introduce them to the relevant crew

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the crew

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the crew

• Festivals are often covered by volunteers, however staging is usually done by professionals. Dealing with specialist & complex equipment requires the use of professionals

• Staging a concert will require; sound engineers, roadies, security staff, ticket sellers & stage crew

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roadies

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the crew cont.

• Roadies are skilled laborers that assist with the set up and breakdown of sound and lights

• The crew is selected by matching the tasks involved to the skills of each crew member

• The briefing meeting is where crew are given their tasks• A contact and responsibility sheet will be posted after this

meeting

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the end

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