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26 Cards in this Set
- Front
- Back
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What is the operation plan?
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The operation plan is the process of gathering all of the specific details required for the event.
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What must the event organizers know?
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The organizers must know what is needed for every element, component, and area for the event. They must know where everything will go and how specifics get in place
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What must be obtained to conduct a public event?
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Permits must be obtained.
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What vendor information must be determined prior to the event?
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The vendor must determine power needs, (amps, volts & circuits), amount of set up time, parking location for stock truck, event entrance & parking location, availability of ice and refrigeration storage.
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What are the typical expenses associated with entertainment?
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Venue rental, stage, sound & lights, security, catering, printing tickets, box office fees, advertising, hotel accommodations, transportation, and labor costs.
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What should the type of entertainment be based on?
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The type of entertainment should be based on event's goals and objectives.
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What should the primary objective be when selecting appropriate entertainment for an event?
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The primary objective should appeal to the interest of the target audience. You should determine what type of music or performance will attract the appropriate audience for the specific event.
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How can performers be booked?
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Performers can be booked directly with the performer or through an entertainment agency.
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What are the advantages when using an agency?
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The advantages for using an agency include: they can offer a variety of acts and they provide information regarding specific performers, contracts, and riders. Agencies can also suggest appropriate options based on the event budget, target audience, and event venue.
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Events with paid or unpaid entertainment must secure a music license from where?
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A music license must be obtained from the American Society of Composers, Authors, and Publishers as well as from Broadcast Music Incorporated.
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What does ASCAP stand for?
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ASCAP stands for American Society of Composers, Authors, and Publishers
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What does BMI stand for?
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BMI stands for Broadcast Music Incorporated.
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What percent of liscenses does ASCAP & BMI combined hold?
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ASCAP & BMI combined hold 95% of music written and published in the US.
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What 4 things must be met to receive an exception for the license?
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The music is not broadcasted or transmitted from the place at which it is performed, there is no direct or indirect commercial interest associated to the performance, there is no compensation for the performance by the performers, promoters or organizers, and there is no admission fee; direct or indirect.
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What should be conducted and/or taken into consideration when determining site needs?
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A site walk-through, parking, the site lay out, sanitation, electrical, communications equipment, sanitation, & signage.
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What will a walk through help with?
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A walk through will help when creating the site layout, determining the site needs, and creating the timeline for set-up.
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What should a site map include?
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A site map should include vendor locations, sponsor locations, event headquarters, stages, lost & found area, children's area, ticket sales area, first aid location, restroom facilities, ATM machines, activity areas, trash disposal sites, handicapped & general parking areas.
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Considerations for parking may include what?
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Parking considerations are adequate lighting, convenience to the event site, permits or fees involved, traffic flow into & out of the event site, parking security.
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All electrical needs should be determined when?
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Electrical needs should be determined early in the planning process.
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How do you determine the amount of electricity needed?
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All vendors & committees responsible for event areas to provide a list of specific items that will require electricity.
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What communication sources should you have at an event?
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Portable communications that are adequate & dependable such as cell phones, two-way phones, or walkie-talkies should be used at an event.
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What types of signage (signs) should be displayed at events?
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Event signs should include ticket booths & prices, entertainment schedules, first aid, information, food menus, alcohol & event policies, restrooms, parking, sponsors, lost children, admission prices/fees.
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The event headquarters notebook should include what?
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The event headquarters notebook should include emergency contact numbers, a severe weather plan, maps of facilities, schedule of events, copies of all contracts, permist and licenses, security plans, certificates of insurance, and prepared press releases.
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What headquarter tasks should take place prior to the event?
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Pre event tasks should include making equipment check-out forms, create a contact list with phone/pager numbers, make a list of who receives and event radio, phone, golf cart, etc., pack office supplies, number and label all equipment, make a reference sheet for concessions & merchandise being sold.
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What questions should be asked and discussed when having an after event evaluation?
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Were there sufficient staff & volunteers, were goals met, was the event financially stable, are changes needed for next year's event, review suggestions from volunteers or sponsors, what were the event's strengths and weaknesses, what needs to be improved, what should be repeated and why, was media coverage effective?
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What is a good way to show appreciation for someone's hard work and support at an event?
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A thank you certificate or plaque is a wonderful way to show appreciation. Thank you notes should also be written to all who participated
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