MediaTech AVA Presentation

HANDLING OF LARGE EVENTS

Definition of large Events

THIMUN Closing Ceremony

SLC Closing Ceremony

Consortium Nights Other large Events which have performances National Day CNY

But, these do not require as much work as the technicians and the teachers are actively involved, and there will always be rehearsal.

What to do before the Duty

Contact somebody in the OT that you know and ask for

details Ask for the following:

Action Plan Performances Music (Music and Playing instructions) Video Montage Lighting Instructions

Make them give the abovementioned to you LATEST 24

HRS BEFORE THE EVENT STARTS.

Control Room Setup

You can use Laptops.

But MAKE SURE that the person controlling the laptop

is confident and can control the laptop

NEGATIVE EXAMPLE: Give a Macbook to the Control Room People, and nobody in there knows how to use a mac. (Ispark Nite 08)

Using a CD player is ok if the CD can be played well and

there are not many tracks used (Ispark Nite 09)

Control Room Setup

Make sure that AT LEAST one of the OT is up in the CR Best: member of OT who is in MediaTech Second Best: Somebody from English or Chinese Drama or EC3 etc. (knows basic operation of AV operation) Try not to use an OT member which does not know how to operate systems, and screws things up (SLC 08) MINIMUM Personnel recommendations: 1 on Lights 2 on Mixer/ Music 1 on House lights and AMX This does not have to include the OT guy, but may if the

CR people are shorthanded

Positive Case Study

I S PA R K N I T E 0 9

Ispark Nite 09
Actual Event was on 16th of Oct 09

OT representative (Gary) was contacted on the 12th

Rehearsal took place on 15th and the 16th Action plan and individual music selection was received

on 15th By the time the Event started, all the necessary Light and Sound instructions were received

ISpark Nite 09
Full Dress Rehearsal took place on 16th (All performers

and performances) Music was played from CD player 2 laptops, one with action plan on the screen, and other with the light and sound details were setup Audio Cables were laid hours before the event started All the Logistics were finished by 1500 on 16th- 3 hours before the event

Ispark Nite 09
Result- Success,

No Screw-ups
Near-flawless event Why? All Videos, Music, Action Plan, etc were received before the performance started The OT rep in the Control Room spoke our language (Knew what we were talking about etc.) Full Dress Rehearsal took place before event and all problems were ironed out

Negative Case Study

SLC ENDING CEREMONY 08

SLC Ending Ceremony 08

Actual Event took place in June 08.

NO Action plan/ schedule was given

NO music or videos were given till 20 mins before the

event started

Some Videos, Music, and Performance schedules were still being done/confirmed during the event

SLC Ending Ceremony 08

The OT guy in the CR was some guy from a non-IT EP3.

Used a Laptop to play music Screwed up the event Could not find some of the files
During Rehearsal, nobody in the CR was given details on

the event and the performances The Videos and other logistics were still being finalized DURING THE EVENT

SLC Ending Ceremony 08

Result- Chaos in the CR

Massive Screw-up
Lot of problems cropping up

Why? No Action Plan and Details were given Logistics were not finalized till during the performance Mediatech was kept out of the loop and has little access to planning. Rehearsal was done, but the performers did not give the CR details on what to play

Dos and Donts

DO
FORCE OT to give you action plan, etc long before the

event HAVE a Full Dress Rehearsal before the event starts to make sure that all are sure on what to do DELEGATE Duties in the CR FORCE OT to get somebody who knows their stuff up to the CR MAKE SURE that all audio and lighting instructions are given to you and are implemented before event.

Dont
GO Soft on the OT. GO HARD ON THEM- THREATEN THEM, DO ANYTHING TO MAKE THEM DO WHAT YOU WANT SLACK in CR during event The Performance and other things that will happen on that night are important. NO slacking in the CR. If you want to slack on duty, the other days of SLC/THIMUN or less important times are the times you can slack. Randomly assign duties in the CR Assign experienced and confident people to the Light/Sound Board. Those who you have less confidence in can be assigned to House Lights, AMX, or pair up with a more experienced person.

The End
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