LIVE EVENT MANAGEMENT

With one chance to "get it right" the night of your event, careful planning, design and teamwork will ensure the best possible results.

We provide:

• stage and set design
• script writing
• stage management
• show directing
• technical support and operation
• teleprompter
• state of the art audio, video, lighting and staging

LIVE EVENT PRODUCTION PROCESS

There is an art and science to producing a live event from concept to tear-down. It involves intuition, planning and expertise in many areas. This guide is designed to familiarize those who may not have had the opportunity to work with AXE Productions and our live event team of production specialists. The following process assumes that all aspects are being applied, including staging, lighting, live cameras, and audio and video playback. Some live events, of course, may not use all aspects.

STEP 1 --- PRODUCTION SCOPE

• understand the objectives
• assess all aspects
• define needs
• prepare and present budget

Our team sits down with your project team to determine all the relevant information before preparing a budget. This includes, but is not limited to:

• location and size of venue including its inherent capabilities: layout, visual and auditory issues, rigging points, power, access
• number of people attending
• general agenda and flow of the event
• number of hosts, speakers, presenters, recipients, live performances
• playback issues: pre-produced audio and video material
• additional service requirements such as creative development
• post production expectations such as DVD copies of the event, editing of captured event for other purposes
• scheduling and approval expectations and issues

We take this information and prepare a budget. Upon approval, we enter the next phase, DESIGN and CREATIVE DEVELOPMENT.

STEP 2 --- DESIGN AND CREATIVE DEVELOPMENT

• stage and set design
• lighting design
• audio and video capture and playback configurations
• creative development and scripting
• development schedule
• approval process

DESIGN

Our team, led by Colin Detert, works with your project team to understand the event, leading to the development of a design (and script if applicable) for the event, which includes:

• staging: shape of the stage and location in the venue, set pieces and placement
• lighting design: scene to scene looks, special configurations
• sound design: sound systems are assessed to determine the appropriate configuration
• capture and playback: configurations relating to cameras and playback of audio or visual material are defined, such as the placement of screens and camera positions
• special effects: lighting, sound and other visual effects are determined

The design is submitted in electronic form, which allows you to get a 3-dimensional look at the proposed set-up. This design program can be manipulated such that the design can be seen from different angles. Other aspects of the event, such as tables and audience seating are included, providing you with a realistic view of the entire experience. Revisions are pursued in response to feedback from the client project team. The client team signs off on the final approved design.

CREATIVE DEVELOPMENT

In most cases, our clients come to us with an established theme and agenda. In some cases, we assist our clients to enhance some of the creative opportunities that may not be fully developed. In other cases, we are given the responsibility to fully develop a creative concept based on a general theme, which ultimately leads to a formal scripting of the event.

AXE Productions' Creative Director, Michael Kryton, works closely with the client project team within a process that includes:

• concept development: the established concept or a fresh concept based on a submitted theme is fully developed and submitted to the client project team for final approval
• creative outline: based on the approved concept, an outline of the event is drafted and reviewed by the client project team for approval
• script drafts: formal scripts are then drafted which may include dialogue and, of course, all the technical cues; it is this script that will be used by the show director, stage manager and crew during the event; the client project team approves the final draft
• amendments are made to the design if required by the final script and submitted for approval

STEP 3 --- PRE PRODUCTION

• production schedule
• final specifications for staging, lighting, audio and visual equipment and gear for the event
• booking and contracting of crew and special operators
• due diligences
• pre-produced playback material

During the Pre-Production phase, our team works with your team to finalize the event’s production schedule and itemize tasks and responsibilities. The AXE Productions event producer will oversee the various tasks and issues, which include:

• production schedule: this will outline the deadlines for deliverables including produced elements, such as videos, as well as final show scripts, and will also specify the set-up schedule including load-in times at the venue, rehearsals and sound checks
• due diligence: all due diligences are pursued including clearances required in the venue relating to safety (if required) and securing signed contracts with any performers and other special operators, such as jib operators
• final specifications: the comprehensive list of all gear and technology required for the event is finalized. A contact list is drawn up that specifies all key personnel involved from the venue, the client team and the AXE Productions team
• meetings: phone conferences or face-to-face meetings will be called as required to review the progress of Pre-Production. A final review of the script with all participants from the AXE Productions and the client team in attendance occurs shortly before the event

STEP 4 --- EXECUTION

• load-in
• set-up
• sound check
• rehearsal
• execution
• strike or take-down

Although not required for the load-in, AXE Productions requests that a member of the client team be in attendance once the set-up begins. This ensures that any unforeseen issues can be immediately addressed. The following issues are a part of the execution and are presented as the perfect case scenario. Some things, such as sound checks and rehearsals may not occur in the same order with all events:

• set-up of rigging for lighting and sound: trusses and stands are rigged with lighting equipment and speakers
• set-up of Video Mobile Truck: at large events, the video mobile is relied to playback pre-produced elements, and also takes the feed from live cameras and sends them to the screens
• set-up of staging and set pieces: once the stage is in place, podiums and other constructed set pieces are placed in position according to the design. Backline equipment is also set up for events as applicable
• set-up of control centers including front of house audio and lighting positions as well as monitor mix positions. Video Control is usually setup in a back stage area. The show’s director will call the show from either the front of house or backstage position. The monitor mix is set up adjacent to the stage for audio monitoring required by performers on stage
• sound check: if performers such as bands or singers are involved, a sound check is conducted to set audio levels in the venue. Also during this time, special performers, such as dancers, will rehearse their performance piece
• rehearsal: the most critical points of the event are rehearsed. Speakers, presenters and, in some cases recipients, are shown their entrances and exits. Special events are rehearsed with members of the client team who are actively involved onstage during the event. Pre-produced elements, such as videos, are played through in their entirety. Back-ups are always requested in the event that issues arise with one of the copies supplied.
• strike: once the event is over and the audience has cleared, the production is taken down. In some cases where the venue permits, some gear may be left to the next day for pick-up. A client representative is not required to be present for the take-down

STEP 5 – POST PRODUCTION REVIEW

• feedback
• review of issues

Shortly following the event, AXE Productions will conduct a review of your event. Quite often, ideas come forward that can be documented for the following event, especially with events that are held annually.