1. Performance Planning 6
Chris Baker
Hospitality & The Production Schedule
www.musicstudentinfo.com
It pays to plan ahead, it wasnt raining when
11/10/12 1
Noah built the Ark
3. Hospitality
It pays to plan ahead, it wasnt raining when
11/10/12 3
Noah built the Ark
4. Hospitality 1
• Part of the main package offered to sponsors is hospitality
• They may require; tickets, food , beverages, souvenirs, gifts &
meet and greets
• Stakeholders , VIP’s , politicians, media units, media
personalities, clients of the sponsor, partners & local opinion
leaders, potential sponsors may also require the same
It pays to plan ahead, it wasnt raining when
11/10/12 4
Noah built the Ark
5. Hospitality 2
The hospitality invitation needs to convey the show theme
Success in hospitality 4 Stages
1. Know the guests
2. To exceed their expectations
3. Be responsive to changes in their needs during the show
4. Evaluate hospitality to improve it in future
It pays to plan ahead, it wasnt raining when
11/10/12 5
Noah built the Ark
6. Hospitality 3
Corporate sponsors may require
• Networking opportunities for business
• An incentive for staff
• Opportunity to entertain clients
• Creation goodwill to customers
It pays to plan ahead, it wasnt raining when
11/10/12 6
Noah built the Ark
7. Hospitality Experience
• A private function (no public)
• Very personal experience
• Separate seating area
• Special menu
• Special parking or chauffer
• Meet & greet band or artist, business
• Souvenirs ‘goodie bag’
It pays to plan ahead, it wasnt raining when
11/10/12 7
Noah built the Ark
8. Goodie Bag
It pays to plan ahead, it wasnt raining when
11/10/12 8
Noah built the Ark
9. The Production Schedule
It pays to plan ahead, it wasnt raining when
11/10/12 9
Noah built the Ark
10. Production Schedule What is it ?
• Main document for staging
• Master document from which other schedules are created
• Detailed listing of tasks
• Specific start & stop times
• From equipment set-up to load-out
• Often written in Gnatt chart form
• The hiring cost and availability of equipment are limiting
factors
It pays to plan ahead, it wasnt raining when
11/10/12 10
Noah built the Ark
11. The Production Schedule – Gnatt Chart
It pays to plan ahead, it wasnt raining when
11/10/12 11
Noah built the Ark
12. Production Schedule 2 Detail
• In most cases larger items must come first
• May include fencing, stage, tents, food vans & toilets
• Next audiovisual equipment
• Supervision of arrival and set up crucial to success of the
show
• Get-out can be most difficult time because excitement of the
gig is over
• Often the reverse of the get-in schedule
It pays to plan ahead, it wasnt raining when
11/10/12 12
Noah built the Ark
13. Production Schedule 3
• Last item on the get-out is the ‘idiot- check’
• Run-sheets lists of the order of specific jobs at the gig e.g.
performers may have a run sheet and caterers another
It pays to plan ahead, it wasnt raining when
11/10/12 13
Noah built the Ark
14. The End
It pays to plan ahead, it wasnt raining when
11/10/12 14
Noah built the Ark
