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Fashion show production

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Fashion show production

  1. 1. GUIDE TO PRODUCING AFASHION SHOWt h i r d e d i t i o n judith c. everett kristen k. swanson
  3. 3. GUIDE TO PRODUCING AFASHION SHOWTHIRD ED I TI ONJUDITH C. EVERETTNorthern Arizona UniversityKRISTEN K. SWANSONNorthern Arizona UniversityFairchild Books | New York
  4. 4. Fairchild BooksAn imprint of Bloomsbury Publishing Inc175 Fifth AvenueNew YorkNY 10010USA50 Bedford SquareLondonWC1B 3DPUKwww.fairchildbooks.comFirst edition published 1993Second edition published 2003This edition published 2013© Bloomsbury Publishing Inc, 2013All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means,electronic or mechanical, including photocopying, recording, or any information storage or retrieval system,without prior permission in writing from the publishers.No responsibility for loss caused to any individual or organization acting on or refraining from action as a result ofthe material in this publication can be accepted by Bloomsbury Publishing Inc or the author.Library of Congress Cataloging-in-Publication DataA catalog record for this book is available from the Library of Congress.Library of Congress Catalog Number: 2012945035ISBN: 978-1-60901-506-0Typeset by Progressive Publishing AlternativesCover Design by Sarah SilbergCover Art: Getty Images; Courtesy of Fairchild ArchivePrinted and bound in the United States of AmericaThis book is dedicated to all our students who havemade our fashion shows better with theircommitment and endless enthusiasm.
  5. 5. CONTENTSPreface xiAcknowledgments xiiiHow to Use the CD-ROM xvList of Forms on the CD-ROM xvChapter 1 The Fashion Dolls, Supermodels, and Celebrities 2Chapter 2 The Background 34Chapter 3 The Plan 60Chapter 4 The Message 102Chapter 5 The Workroom and Runway 148Chapter 6 The Catwalk 168Chapter 7 The Framework and Sound Check 212Chapter 8 The Show 246Glossary282Index291v
  6. 6. EXTENDED CONTENTSPreface xiAcknowledgments xiiiHow to Use the CD-ROM xvList of Forms on the CD-ROM xv CHAPTER 1 The Fashion Dolls, Supermodels, and Celebrities 2 Fashion Show Defined 5 Fashion Show History 5 Notes from the Runway: My First Fashion Show 28 Fashion Dolls, Supermodels, and Celebrities—A Recap 30 Key Fashion Show Terms 30 Questions for Discussion 31 Fashion Show Activity 31 The Capstone Project 31 References 32CHAPTER 2 The Background 34 Why Produce Fashion Shows? 36 Fashion Show Categories 39 Specialized Fashion Presentations 44 Notes from the Runway: Model Diversity in Fashion Shows 55 The Background––A Recap 57 Key Fashion Show Terms 57 Questions for Discussion 58 Fashion Show Activities 58 The Capstone Project 58 References 59CHAPTER 3 The Plan 60 Developing Leadership 63 Targeting the Audience 69 Timing the Show 72 Finding a Venue 74 Creating Fashion Show Themes 78 Estimating the Budget 79 Protecting People and Things 87 Finalizing the Fashion Show Plan 89 Notes from the Runway: So, You Want to Be a Fashion Stylist? . . . 93vii
  7. 7. viii | EXTENDED CONTENTS Notes from the Runway: Budgeting Is Vital for a Successful  Fashion Show 96 The Plan—A Recap 99 Key Fashion Show Terms 99 Questions for Discussion 100 Fashion Show Activities 100 The Capstone Project 100 References 101CHAPTER 4 The Message 102 Promotion 105 Advertising 106 Public Relations 114 Direct Marketing 126 Other Forms of Promotion 131 Sponsorship 132 Creative Development of Promotional Materials 135 Promotional Strategies That Will Work for Your Show 139 Notes from the Runway: Branding a Fashion Show 140 Notes from the Runway: Public Relations for a  Luxury Fashion Retailer 142 The Message—A Recap 144 Key Fashion Show Terms 145 Questions for Discussion 146 Fashion Show Activity 146 The Capstone Project 146 References 147CHAPTER 5 The Workroom and Runway 148 Merchandise Selection Process 150 Relationships with Merchants 158 Merchandise Pull 158 Merchandise Lineup 158 Merchandise Fittings 159 Notes from the Runway: The Clothing! 164 The Workroom and Runway—A Recap 166 Key Fashion Show Terms 166 Questions for Discussion 166 Fashion Show Activity 166 The Capstone Project 167 References 167CHAPTER 6 The Catwalk 168 Fashion Models 170 Model Classifications 172 Career Opportunities for Models 177
  8. 8. EXTENDED CONTENTS | ix Modeling Agencies 179 The Downside of Modeling 182 Professional Versus Amateur Models 187 Number and Rotation of Models 191 Model Responsibilities 194 Beauty on the Runway 197 Choreography 200 Notes from the Runway: Inside a Modeling Agency 204 Notes from the Runway: You Find Amateur Models Anywhere,  Everywhere . . . 207 The Catwalk—A Recap 209 Key Fashion Show Terms 209 Questions for Discussion 210 Fashion Show Activity 210 The Capstone Project 210 References 211CHAPTER 7 The Framework and Sound Check 212 Staging 215 The Dressing Area 220 Backgrounds 221 Props 222 Seating Patterns 224 Lighting 225 Music 228 Sound System 234 Verbiage 235 Notes from the Runway: Copyrights and Permissions 241 The Framework and Sound Check—A Recap 243 Key Fashion Show Terms 243 Questions for Discussion 244 Fashion Show Activities 244 The Capstone Project 244 References 245CHAPTER 8 The Show 246 Rehearsing 248 Preparing Backstage 256 Presenting the Fashion Show 259 Closing the Show 261 Striking the Show 262 Being Professional 264 Canceling a Show 265 Wrapping Up 266 Evaluating 266 Specific Elements to Evaluate 270
  9. 9. x | EXTENDED CONTENTS Measuring Success 277 Notes from the Runway: Nothing Can Beat the Feeling  of Watching Fashion Unfold! 278 The Show—A Recap 280 Key Fashion Show Terms 280 Questions for Discussion 280 Fashion Show Activity 281 The Capstone Project 281 References 281Glossary 282Index 291
  10. 10. PREFACEThe fashion show should be an entertaining and rewarding experience for show producers,participants, and the audience. It is an exciting and theatrical presentation of apparel andaccessories on live models conducted by many different market levels—from haute cou-ture designers presenting their latest innovations, to the ultimate consumer extravaganzaheld by community groups and retail stores. The purposes of the third edition of Guide toProducing a Fashion Show are to lead individuals through the process of planning and pre-senting a fashion show, and to outline the steps necessary for organizing a successful event.Public interest in supermodels and celebrities, as well as media coverage, contributes tothe popularity of the fashion show in the 21st century. This third edition has changes thatreflect the changing nature of fashion shows as a business practice and as an entertainmentvehicle.We have incorporated many real-world examples into every chapter, and included anew feature, Notes from the Runway—writings from students and professionals who haveexperienced the joys and pitfalls of producing fashion shows. Additional changes includea more comprehensive discussion of online and social media. We have also incorporatedFashion Show Activities and the Capstone Project at the end of each chapter. Accompany-ing the Capstone Project is a CD-ROM that has several forms that you might find helpfulas you produce your own show. We hope that by following the Capstone Project you canguide your students in producing their own successful fashion show! In addition, we havemade other changes to this edition. We have combined staging and music into one chap-ter because they are integrally linked in fashion show production. Since we wrote the firstedition over 20 years ago, commentary has fallen out of favor, to be replaced by music asthe key element that sustains the flow and energy of the show. We have also combined theshow and the wrap-up. Through our many years of directing student-produced shows, wehave realized that if we do not talk about the wrap-up and evaluation BEFORE the show ispresented, it gets lost in the afterglow of the performance.We begin this edition with a discussion of the history of fashion shows. Fashion showsbegan over two centuries ago as displays of fashion on dolls. In the 21st century, fashionshows have become a multimillion dollar business for fashion designers, supermodels, andcelebrities alike. The first chapter of the book also traces the history of the fashion showthrough a review of designers, special events, and associations that influenced its advance-ment. The chapter concludes with a discussion of the business of fashion shows and theirrelevance today.In the second chapter, we continue the discussion on background and development of thevarious types of fashion shows. This framework includes the primary purpose of producingxi
  11. 11. xii | PREFACEa show—to sell merchandise, detailing the various types of shows. European fashionshows have set the pace for innovation and theatrical presentations. The unique styles ofthe French, Italian, British, and American retailers and designers—couture and ready-to-wear—are thoroughly reported in this chapter along with emerging fashion-consciouscountries, such as Canada, Brazil, Denmark, Spain, and others.The next section of the book outlines the steps in planning the fashion show, beginningwith the first stages of planning—establishing the audience, type of show, site, theme, andbudget. The message—presented through promotional activities—is fully discussed. Prepa-ration of media materials and advertising for newspapers, magazines, television, and radio,as well as for online and social media venues, is investigated. We have provided examples ofnews releases and photographs, as well as step-by-step instructions on how to write a newsrelease, which we know will assist fashion show planners with this activity. Social mediahas become an important communication tool since the writing of the first edition and adiscussion of its use is also part of this chapter.The merchandise selection process involves pulling, fitting, and preparing merchandise.The workroom and runway chapter highlights these important tasks. Grouping merchan-dise in a creative and interesting lineup that fits the theme is also part of this activity and isfully examined. The role of the models, who display the merchandise on the catwalk, is animportant feature of how the show looks. Therefore, both selecting and training models arecritical to the overall success of any show. We have considered advantages of and the dif-ferences between using professional or amateur models in a fashion show and the respon-sibilities of all the models during the fittings, rehearsal, and show. Choreography sets thedramatic opening, pace, and finale for the models and concludes this chapter.In the next chapter,“The Framework and Sound Check,” we discuss staging, which consistsof the theatrical stage and runway design that can enhance the image or theme establishedin the early stages of planning. Distinct patterns for runways, seating arrangements, and theappropriate use of lighting and props are featured. Music has taken center stage in fashionshow production. Show planners and the audience know that music can enhance or detractfrom the ambiance of a show more than almost any other theatrical element. Using musicis one of the major focuses of this chapter.The last chapter in the third edition of Guide to Producing a Fashion Show outlines the rehearsal,show, and wrap-up. All of the advance preparation pays off on the day of the show. Rehearsalis complete and participants are excited to see everything pulled together, finally having theopportunity to introduce the show to the target audience. The thrill of all activities comingtogether results in a truly rewarding experience for the fashion show organizers,models,design-ers, technical staff, and audience. We also discuss the often-neglected portion of producing afashion show—striking the stage and returning merchandise to the designers,manufacturers,orretailers.Another responsibility at this point is addressed—sending thank you notes and payingpromptly for services.
  12. 12. ACKNOWLEDGMENTS | xiiiThe final step in fashion show production is the evaluation process. This much-overlookedstep in fashion show production is really the first step in the production of the next show.Each time a fashion show is presented, the participants learn how to make the next showeven better.Producing a fashion show is a hands-on learning experience. One last feature of this thirdedition is the use, by example, of student-produced fashion shows, including ours and oth-ers that fashion faculty around the United States have willingly shared with us. Producingfashion shows is truly a hands-on learning experience for students who are enthusiastic andproud of their achievements in fashion show production.It is our hope that the techniques discussed throughout this book will provide a founda-tion for fashion show planners to organize this enormous project and that the behind-the-scenes photographs support and enhance this information. This in-depth study of fashionshow production will serve as a valuable tool for fashion professionals; instructors; studentsof design, merchandising, and modeling; and charity or community leaders, giving them aview of all the aspects of this dramatic and exciting event. We enjoyed updating this editionand hope that you will find the new information entertaining and helpful as you producea fashion show.2012Judy EverettKris SwansonThe authors wish to thank the many business associates and friends who helped to makeworking on this project a pleasurable and rewarding experience. We appreciate all of thesupport from those individuals who were eager to answer questions, give counsel, reviewchapters, and provide entrance backstage to many of their fashion shows.The authors wish to express deep appreciation to our students whose enthusiasm for fash-ion show production has always pushed us to do our best in creating a text that wouldguide them through this exciting and fun process. We would also like to express our deepappreciation for Fairchild’s executive editor, Olga Kontzias, who has been our publisher andfriend for over 20 years.ACKNOWLEDGMENTS
  13. 13. We would like to thank Progressive Publishing Alternatives for editing this text and­preparing it for publication. We would also like to thank Amanda Breccia, assistant acquisi-tions editor; Linda Feldman, associate production editor; Sarah Silberg, art director, for her­assistance in designing artwork and seeking copyright permissions; Amy Butler, ancillarieseditor, who coordinated the instructor’s guide; and other members of the Fairchild team.Our special appreciation goes to Mademoiselle A., Dr. Ben Barry, Reah Norman, CynthiaTripathi, Patricia Murphey, Miss PR Diva, Cynde Koritzinsky, Sheree Hartwell, Karissa Keiter,Kaci Shields, and Emilee Dunn for contributing“Notes from the Runway”pieces for our text.We would also like to thank Sara Ziff from the Model Alliance for her contributions.Special appreciation also goes to Christopher Everett who has provided photography for allthree editions of this text, and Kristen Sherwin who provided photography for the currentedition.We would also like to thank questionnaire respondents: Tanya Barnes-Matt, instructor,Mesa Community College; Evonne Bowling, fashion program director, Mesa CommunityCollege; Natalie Sanger Gendle, lecturer in textiles and clothing; faculty advisor for TheFashion Show, Iowa State University; Debbie Goldberg, director of media relations, Phila-delphia University; Clara Henry, fashion design program director and associate professor,Philadelphia University; Cynde Koritzinsky, adjunct professor, University of Bridgeport;and Janice Lewis, professor, chairperson, Moore College of Art and Design.Additional thanks need to go to the acquisitions reviewers selected by the publisher—Jaylie I. L. Beckenhauer, Baylor University; Sheri Dragoo, Texas Woman’s University;Diane Ellis, Meredith College; Nena Ivon, Columbia College; Kristen McKitish, CentenaryCollege; Esther Pariser, Fashion Institute of Technology (FIT); and Pamela Stoessell,Marymount University.xiv | ACKNOWLEDGMENTS
  14. 14. HOW TO USE THECD-ROMGuide to Producing a Fashion Show, Third Edition, includes a CD-ROM found on the insidefront cover of the book which provides easy access to examples of documents, forms, andtemplates needed to plan and execute a fashion show.Forms to coincide with all stages of planning are represented on the CD-ROM, includinga budget form, supply checklist, and a post-fashion show evaluation sheet, among others.Helpful templates for keeping track of merchandise and models can be found, as well asforms for promoting the fashion show, such as the news release format and an activityplanning calendar.Look for the CD-ROM icon and note “Please refer to the CD-ROM for tools that may as-sist you with this section of the fashion show planning process” placed at the end of eachchapter.xvLIST OF FORMS ONTHE CD-ROMChapter 3 The Plan01. Organization Chart Sample02. Responsibility Sheet03. Possible Expenses04. Fashion Show Planning and Final Budget05. Personal Responsibility Contract06. Fashion Show Plan07. Planning Calendar Sample
  15. 15. Chapter 4 The Message08. Radio Script Sample09. Media List10. News Release Sample11. Cover Letter Sample12. Basic Fact Sheet Sample13. Sponsorship Package Sample—Letter14. Sponsorship Package Sample—Sponsorship Levels15. Sponsorship Package Sample—Contribution FormChapter 5 The Workroom and Runway16. Ideal Chart Sample17. Merchandise Loan Record Sample18. Tentative Lineup Sample19. Final Lineup Sample20. Fitting SheetChapter 6 The Catwalk21. Model Application Form22. Model Release Form23. Individual Model Lineup Sample24. Model List Sample25. Model Responsibilities SheetChapter 7 The Framework and Sound Check26. Dressing Room Supply List27. Music Play List28. Script SampleChapter 8 The Show29. Show Day Schedule30. Thank You Letter Sample31. General Evaluation Form32. Audience Reaction Form33. Model Evaluation Formxvi | LIST OF FORMS ON THE CD-ROM
  17. 17. CHAPTER THREEThe PlanAFTER READING THIS CHAPTER, YOU SHOULD BE ABLE TO DISCUSS:• The definition of fashion show planning• Different fashion show leadership types • Audience formation and demographic characteristics• Establishing date, time, and the fashion show venue• The definition and use of a fashion show theme and scenethemes• How to establish a fashion show planning budget• Why it is necessary to create a fashion show calendar and timeline• How to protect people, merchandise, and the venue3Courtesy of WWD/Steve Eichner
  18. 18. 62 | GUIDE TO PRODUCING A FASHION SHOWWhen the Marc Jacobs showstarts on Monday of NewYork Fashion Week at 8 p.m.,approximately 500 invited guests will watchthe show that will display 63 outfits worn byas many different models, each one scheduledto be on stage for 45 seconds (Trebay, 2011).With a show budget of at least $1 million,how does the show come together? Planning!The planning process for the Marc Jacobsshow begins with the designer’s inspirationfor the collection. Then it takes an army ofprofessionals with military-like schedulingto bring this event from planning to reality.Joseph Carter, the head designer, begins drap-ing fabric on his fit model, Jamie Bochert.Then, Julie Mannion, the co-president ofKCD, the fashion production and publicrelations firm, starts scheduling all of thepeople and logistics to bring the show fromthe designer’s concept to the dramaticallydesigned stage at the 69th Regiment Armoryon Lexington Avenue.To bring this show to life, stylist VenetiaScott, milliner Stephen Jones, manicuristElisa Ferri with her team of 4 assistants,D. J. Frederic Sanchez with 4 sound engi-neers, 50 hairdressers, 35 makeup artists,and 70 dressers work on a frantic timeschedule. Other essentials that are consid-ered in the planning stage include modelcasting; sample fabrication; and creatingshoes, handbags, and other goods offshoreto be shipped back to New York at the lastminute. Before heading onto the runway,the models are presented in groups of 10to Marc Jacobs for final adjustments. All ofthese efforts go into creating a spectacle thatlooks inspirational and effortless to the anx-iously awaiting audience. The show lasts 9½minutes. Figure 3.1 illustrates a Marc Jacobsfashion show that keeps people talking.Planning involves all aspects of pre-liminary preparation necessary to present awell-executed show. Planning must be appro-priate to the purpose of the show and theabilities of the group producing the show.Figure 3.1Season after season, Marc Jacobs delivers another dramatic show that keeps people talking.Courtesy of WWD/John Aquino
  19. 19. CHAPTER 3: THE PLAN | 63A back-to-school fashion show should focuson fall school clothes, using children as modelsand attracting parents and children as the audi-ence. Planners for charity shows should keepin mind the purpose of raising money whenplanning an event, but should not overpricethe show tickets for the intended audience.Planning a fashion show is similar to how ajournalist plans an article. The lead paragraphin a news article starts with the five Ws—who,what, where, when, and why—of the story,whereas the personor group puttingon the fashion showmust consider thesame five Ws forthe fashion show.Without appropri-ate planning, unex-pected problems,which could haveeasily been avoided,occur.DEVELOPING LEADERSHIPProfessional designer runway shows, whichare produced for such events as fashion weekin New York, London, or Milan, or the prêt-à-porter and haute couture shows in Paris,typically rely on the designer’s public rela-tions officer to assist the designer in hiringa show producer. Retailers, fashion schools,and charitable organizations more typicallyuse the skills of a staff member, faculty mem-ber, or community volunteer to serve as fash-ion show director to produce the show. Bothtypes of shows require leaders with strongorganizational and managerial skills. We willlook at both types of leadership styles.Leadership for Industry ShowsAccording to Lee Widdows and Jo McGuiness(1997), the public relations representativefrom the designer’s company, dependingupon the wishes of the designer, may puttogether or make recommendations on thecomposition of the show production team.This team includes the show producer, styl-ist, makeup artists, hairdressers, models, andbehind-the-scenes stage crew.Show ProducerThe show producer is the individual or firmhired to bring all of the fashion show elementstogether, translating the designer’s vision intoa three-dimensional live show. These respon-sibilities include,but are not lim-ited to, casting themodels, overseeingthe design and con-struction of the set,supervising hair andmakeup artists, anddirecting the light-ing and music crews.The show produceris in charge of a largestaff that takes theinitial plans and translates these ideas into theactual show.In addition to organizational and com-munication skills, the show producer must becreative. The show producer sets ideas—whichenhance the designer’s image through setdesign, choreography, music, and lighting—in motion. With good industry contacts andpositive working relationships with model,hair, and makeup agencies, staging firms, andmedia representatives, the show producer canhire the best team for the job.The show producer works with thedesigner and stylist to decide which modelswill wear which outfits. By choosing the bestmodels to wear the most significant outfits,the interest from the major fashion editors canalmost be guaranteed. Understanding whathelps or hinders the fashion media is also“A runway show is a productionthat requires the participationof different teams and demandspainstaking planning. For thisreason, a detailed production planis a must, and work must beginmonths before the big day.”—Estel Vilaseca, author ofRunway Uncovered
  20. 20. 64 | GUIDE TO PRODUCING A FASHION SHOWpart of the show producer’s responsibilities.Figure 3.2 shows Kelly Cutrone getting readyfor an upcoming show.Stylist“Since the turn of themillennium,theterm‘stylist’ has shot fromobscurity to everydaypop-usage without,so far, being pinneddown precisely in anydictionary,” accordingto Sarah Mower inStylist: The Interpret-ers of Fashion (2007,p. vii). There are atleast two types ofstylists, focusing oneditorial or celebrities, working today.The first type is the editorial stylist,who works for designers and for print andmultimedia publications. Editorial styl-ists may work freelance for a number ofdifferent designers and publications or asemployees of publications, such as Elle,Harper’s Bazaar, or T: The New York TimesStyle Magazine. It is the responsibilityof the editorial stylist to provide creativeinput to the fashiondesigner and showproducer, and topresent the clotheswith an eye forupcoming trends.The stylist is respon-sible for planninghow to highlight keypieces of the collec-tion through edit-ing and accessoriz-ing and supervisesthe merchandise anddressers for a fashion designer. Editorial styl-ists working for fashion magazines, suchas Grace Coddington for Vogue or Joe Zeefor Elle, turn fashion into visual stories.Editorial work is also part of the digitalFigure 3.2Kelly Cutrone is the founder of the fashion public relations, brand-ing, and marketing firm People’s Revolution.Courtesy of WWD/Talaya Centeno“The five key points are: theselection of garments that aregoing to be presented, theright number of looks, betweentwenty-four and thirty-six, theorganization at the start ofthe runway show, a balancedpace in the presentation ofthe clothes, and of course,the lighting.”—Laird Borelli,Fashion editor, Style.com
  21. 21. CHAPTER 3: THE PLAN | 65revolution, including filming fashion shootsor model castings and broadcasting these pro-grams on television or online, or featuringthem via social media.Thesecondtypeisthecelebritystylist,whofocuses on dressing his or her clients for specialevents. For example, Rachel Zoe has becomeknown for her work dressing such clients asAnne Hathaway for the Academy Awards. Herreality television show, The Rachel Zoe Proj-ect, makes the audience aware of her job. Shehas expanded her styling work into designingapparel and accessories. Although the celebritystylist is an important figure in current fashion,this chapter will focus primarily on the role ofthe editorial stylist.Journalist Teri Agins (2006) profiled fash-ion stylist Lori Goldstein as she worked withdesigner Vera Wang to develop her collection.Ms. Goldstein works as a freelance consultantto Ms. Wang in addition to other designers,such as Nina Ricci in Paris. As Ms. Wang beganworking on her collection, Ms. Goldstein sug-gested fabrics that would emphasize the inspi-ration for the collection. Later she helped editthe number of runway looks from 70 to about45, helped select the 20 models that wouldwalk the runway, and helped create the mod-els’ “look” with just the right shade of lipstickand a soft hairstyle to complement the fashionera and the theme. Ms. Goldstein also helpeddetermine the order in which the garmentswere presented and the timing of the show.A big part of the stylist’s job is to antici-pate the way the fashion winds are blow-ing and advise the designer about emergingtrends. The best stylists, who can earn $8,000or more a day, help designers create the imagefor the designer’s product lines, which inmany cases have extended beyond garmentsinto accessories, handbags, home furnishings,fine jewelry, and other merchandise categories(Agins, 2006). The stylist must understand thedesigner’s target audience and help to interpretthe look with attention to detail, appropri-ate model fit, and use of suitable accessories.Stylists also work on the garment order andwhich individual garments are coordinated toform an outfit, strongly influencing the overallimpact of the merchandise. These fine detailsgive the collection its feel, from classy to sexyor formal to casual. Reah Norman, a well-known fashion stylist working in Los Angelesand New York, transports us into her world inNotes from the Runway: So, You Want to Be aFashion Stylist? . . .Leadership for Consumerand Education ShowsRetail stores, fashion schools, and charitableorganizations may be able to hire a fashionshow producer, but more frequently they usetheir own personnel. A retail store has an in-house fashion, special events, or public rela-tions director. A school typically utilizes afaculty member, who teaches a fashion showproduction course, whereas a charitable orga-nization may select its fashion show directorfrom the group’s membership.A retail store fashion director, publicrelations director, or special events director isan individual responsible for creating thefashion image for that particular retailer.The fashion director, in cooperation withthe store’s buyers, is responsible for select-ing silhouettes, colors, and fabrics for theupcoming season and establishing a sense offashion leadership for the store to present tothe public. Fashion show and special eventproduction plays a major role in the job of afashion director.A school production or charitable orga-nization may have a fashion show directoror co-directors, especially if the show isproduced by volunteers. A fashion showdirector is the individual charged with the
  22. 22. 66 | GUIDE TO PRODUCING A FASHION SHOWresponsibility of producing the school orcharitable organization fashion show, plan-ning all arrangements, delegating respon-sibilities, and accepting accountability forall details. In school or charitable organiza-tion productions, the fashion show direc-tor may be a faculty member or a personselected or appointed by the group mem-bers. Figure 3.3 is an organization chartthat represents fashion show leadership fora school show.A fashion show director must have severaltraits. The director must be able to commu-nicate with all parties involved, both verballyand in writing. Verbal communication mustusually be accompanied by written com-munication. Information should be put inwriting so that all individuals are aware ofdetails. People often give directions verballyin a hurried manner, only to have the hear-ers forget later what was said exactly; writtencommunication allows both parties to referFigure 3.3An organization chart illustrates fashion show leadership and responsi-bilities of each team. Key: Boxes are used to designate the people involved with a fashion show activity; ovals repre-sent an action executed with written evidence. Fashion ShowDirectorBudgetCoordinatorPromotionCoordinatorMerchandiseCoordinatorModelCoordinatorStageManagerPlan BudgetPlan EventDesignPlan IdealChartPlan Walks Model LooksSecureVenueTrack Income ExpensesPlan Advertising,Public Relations Social MediaSelectMerchandise AccessoriesCastModelsPlan Music Stage DesignPrepare IncomeStatementImplementPromotionPlanCreateTentativeLineupTrainModelsSelectAnnouncer Write ScriptEvaluate Profits LossesEvaluatePromotionActivitiesDo FittingsEvaluateModelsEvaluate Venue,Set MusicCreateFinalLineupEvaluateMerchandiseIllustration by Carly Grafstein
  23. 23. CHAPTER 3: THE PLAN | 67back to what details were assigned. E-mailand texting are great tools for keeping every-one informed in an instant. In addition, thedirector must keep a written diary or recordof all plans for the show. This diary servesas a reminder to the director of tasks to becompleted, follow-up dates, and future needsof the show. The diary may also be a help-ful tool if an organization decides to produceanother show in the future.The show director must communicateplanning activities to all concerned indi-viduals. A retail fashion show director shouldkeep all salespeople informed far enough inadvance about the details of the show so thatthey may promote the event to their custom-ers. A school group or civic organizationmust pass information to all members sothat they may invite their friends, families,or other people who might be interested inattending the show.A fashion show director must be ableto foresee show problems and be flexible towork around these problems and/or inconve-niences. Many problems occur during criticalmoments of the show and must be dealt within a professional and timely manner. Com-mon problems include models not showingup or merchandise exchanges right beforethe show, causing changes in the lineup.The fashion show director must continu-ally review the progress of the show, makingsure the show is running smoothly and dead-lines are met. Many people are involved in theshow and it is important for the show directorto know everything that the others are doing.The show director must also delegate tasksto other coordinators. Each fashion showdirector will divide responsibilities differentlydepending on the size and complexity of theshow. Production shows may require manyarea coordinators with specialized responsi-bilities, whereas a trunk show may requireonly one or two area coordinators with manydifferent responsibilities.Model CoordinatorA model coordinator is responsible forselecting and training the models, and coor-dinating activities that involve the models.Additional areas of responsibilities for themodel coordinator may include supervis-ing a female and a male model coordinator;a model training workshop coordinator forinexperienced models; and makeup, hair, orother beauty technicians.Stage ManagerMost shows require the services of a stagemanager who oversees use of the venue. Thevenue includes the front of the house, whichinvolves the stage, runway, and seating. Thestage manager also organizes equipment andsupervises people providing services behindthe scenes, such as the properties manager,stagehands, and audio and lighting techni-cians. The stage manager also supervisesany announcers and verbal communicationpresented at the show. Some facilities, suchas city auditoriums, have a stage manager ontheir staff and may require that they be hiredby the group when the venue is rented.Promotion CoordinatorAlthough a retail store may delegate the pro-motion responsibilities to the advertising ormarketing department, a show produced bya school or a charitable organization selectsa promotion coordinator and a programeditor from its staff or students. The pro-motion coordinator is accountable for thecreation and distribution of all promotionalmaterials for the show, including newsreleases, photographs, posters, invitations,tickets, advertisements, signage, table deco-rations, and other forms of promotion. The
  24. 24. 68 | GUIDE TO PRODUCING A FASHION SHOWpromotion coordinator will also perform allpublic relations activities. This coordinatormay hire photographers and a video crew forservices before and during the show.If a program is used, a program editorshould be assigned. The program editor isresponsible for all activities related to cre-ating a program. This includes designingand printing the program, soliciting adver-tisements, and distributing the program atthe event. Advertising is sometimes used topay for fashion show production expensesor to benefit the charitable organizationproducing the show.Merchandise CoordinatorThe merchandise coordinator is in chargeof the selection of merchandise for eachscene and the entire show. As we learnedearlier, this is the responsibility of thedesigner with the assistance of the show pro-ducer and stylist, if the show launches thedesigner’s collection. Consumer-orientedfashion shows mounted by retail stores,schools, or charitable organizations allowthe merchandise coordinator to pick cloth-ing, accessories, and props to pull each seg-ment of the show into a harmonized whole.The merchandise coordinator may delegatemerchandise selection responsibilities forspecific scenes to committee members. Themerchandise coordinator also works veryclosely with the model coordinator to facili-tate fittings prior to the rehearsal.Budget CoordinatorThe budget coordinator is responsible forkeeping track of all the income (revenues)and costs (expenses). This coordinator helpsplan the estimated budget, keeps the fashionshow producer and director informed aboutexpenses as they occur, and puts togetherthe final budget once the show is over.Although some fashion shows involve sub-stantial expenses (as we learned in the open-ing of this chapter), not all fashion showshave million dollar budgets. However, evensmall shows can have substantial expenses.Cynthia Tripathi, the budget coordinatorfor Get Your Fashion Fix on Route 66, tellsabout her responsibilities in Notes from theRunway: Budgeting Is Vital for a SuccessfulFashion Show. We will discuss budget plan-ning in more detail later in this chapter.When delegating responsibilities, allavailable resources, personnel, and servicesshould be considered. A show director musthave a sense about people to determine howwell they will follow through with assignedwork. Sometimes the best available peopleare volunteers rather than individuals paid toperform a task. However, there will be thosevolunteers who will not take their responsi-bilities seriously. Enthusiasm must be provedin actions, not words. The fashion show staffshould meet regularly (Fig. 3.4) to make sureall elements come together.Responsibility DocumentationA responsibility sheet is a helpful tool inplanning a show and delegating responsi-bilities and deadlines to all participants(Fig. 3.5). The show director records eachdelegated task on the responsibility sheet,and then distributes copies of this form tocoordinators so that all individuals mayknow who is accountable for each task andwhen each task needs to be completed.Once the leadership team is established,the fashion show executive team can startdefining the show. The type and size of thetarget audience is determined. The team setsthe date, time, and location of the show andsecures the venue. The theme of the show iscreated, which will guide the type and quan-tity of merchandise to be presented.
  25. 25. CHAPTER 3: THE PLAN | 69TARGETING THE AUDIENCEPlanning a fashion show must include deter-mining who the audience will be. For thevarious fashion weeks, the target audienceincludes the traditional and digital mediarepresentatives, influential customers, friendsof the designer, and celebrities, as we learnedin Chapter 1. Figure 3.6 shows the audi-ence at a Chanel couture show. The stagewas designed so the audience members feltas though they were sitting on an airplaneas they watched the models walk down theaisle. For consumer shows, audience char-acteristics will shape all aspects of the event.The audience may consist of fashion-forwardtrendsetters, working women searchingfor new career-oriented looks, or individu-als on holiday wanting souvenir apparel toshow friends where they went on vacation.The merchandise selected for the show mustmatch the audience in order to promoteappropriate trends.Audience FormationThe audience may take two differentforms—guaranteed or created. An audiencethat is established before the show is orga-nized is considered a guaranteed audience,individuals who will attend the show regard-less of the fashions displayed. A show that ispresented at an annual meeting of an orga-nization with an existing membership list isconsidered a guaranteed audience.An audience that is established after theshow is planned, as a result of promotionalactivities, is considered a created audience.A retailer may use a fashion show to attractan audience for the premiere of a new depart-ment. The retailer is creating a new audienceby producing a show that meets the needsof the audience. This audience is very con-cerned with the type of fashions displayed.An audience may be gathered from manydifferent sources. Department stores may usecustomer mailing lists. Communities withFigure 3.4Lynn Tesoro, cofounder and partner of the PR firm HL Group, meets with her staff as they plan 15 shows and presentations that will take place during New York Fashion Week.Courtesy of WWD/John Aquino, Kyle Ericksen and Jenna Greene
  26. 26. 70 | GUIDE TO PRODUCING A FASHION SHOWRESPONSIBILITY SHEETShow ThemeShow DateSHOW DIRECTORName Phone EmailSTUDENT OR ORGANIZATION DIRECTORName Phone EmailBUDGET COMMITTEECoordinator Phone EmailPlanned budget due Date completedIncome Statement due Date completedMERCHANDISE COMMITTEECoordinator Phone EmailScene Themes1. COMMITTEECoordinator Phone EmailModel AgencyAgency Contact Phone EmailPROMOTION COMMITTEECoordinator Phone EmailGraphic Designer Phone EmailPrinter Phone EmailType of Promotion Contact Person Date completed1. COMMITTEEManager Phone EmailDate TimeVenue NameVenue AddressVenue Contact Phone EmailAnnouncer Phone EmailFigure 3.5The responsibility sheet is a documentation of each coordinator’s task and contacts, which also serves as a report about task completion.Illustration by Carly Grafstein
  27. 27. CHAPTER 3: THE PLAN | 71local business or social organizations mayshare their membership lists. Fashion stu-dents from universities, colleges, and highschools are always an eager audience. Fash-ion shows are generally more successful whenthey are promoted to a specific audience,rather than to the general public. The size,age, gender, income, and occupation of thetargeted audience must be appraised. Otherconsiderations are the interests and lifestylesof the audience, and the occasion and/orseason for which the show is being held.The size of the audience often determinesthe type of show, although sometimes the typeof show can determine the size of the audience.All members of the audience need to be ableto easily view the fashions from a comfort-able location. A production or runway showmay be required if the audience is large, fill-ing a grand ballroom or an auditorium. Smallaudiences allow a more intimate environ-ment between the models and the audience;therefore, an informal show setting within aretail store or restaurant may be appropriate.If it is necessary to limit the number of peopleattending a fashion show, reserved tickets orRSVPs may be required.Audience Demographicsand PsychographicsDemographics are the statistics (includingage, gender, education, income, occupation,race and ethnicity, and family size) used tostudy a population (Swanson Everett,2007). Psychographics profiles the lifestyleof consumers based upon activities, interests,and opinions. Measurable audience demo-graphic characteristics and psychographicinterests should be considered when plan-ning a show. Young audiences need to beentertained with plenty of action. It is alsonecessary to have louder, more contemporarymusic with a faster beat for a younger crowd.A mature crowd is usually more interestedin the specific merchandise presented, withmusic targeted to the taste of the audience. IfFigure 3.6Audience members, such as the ones at this Chanel Couture show, attend fashion shows for a variety of reasons, including finding new fashion inspiration, supporting a charitable cause, or purely for entertainment.Courtesy of WWD/Giovanni Giannoni
  28. 28. 72 | GUIDE TO PRODUCING A FASHION SHOWthe audience is mixed, the show theme andmusic should appeal to many age groups.If selling merchandise is the primary reasonfor producing a show, then it is important to beaware of the income of the audience. Throughdatabase management, retailers know theapproximate spending habits of their custom-ers, and this should be reviewed before select-ing the merchandise. Merchandise that is tooexpensive, or has the appearance of being tooexpensive, will intimidate customers, and theywill feel embarrassed that they cannot afford topurchase anything. Conversely, merchandisethat is too inexpensive in the eyes of the audi-ence will be overlooked as nonstatus items.Fashions ill matched to the audience will loseboth immediate sales and future sales becausethe audience will not return to the store.Consider whether the members of theaudience will purchase the featured mascu-line or feminine merchandise for themselvesor for someone of the opposite gender. Inti-mate apparel specialty stores may presenta fashion show for its male customers justbefore Christmas or Valentine’s Day. Thesefashion shows can be very successful promo-tional tools. Men, who may be uncomfort-able entering a lingerie store, might welcomean invitation to a preholiday intimate apparelfashion show. For example, the first Victoria’sSecret fashion show was a traditional runwayshow held at a New York hotel before Valen-tine’s Day to promote the brand.Fashion show planners should also reviewthe occupations and interests of the audiencemembers. Are members of the audience look-ing for career clothing or recreational cloth-ing? Some customers may feel they can spendmore money if the garments will be used forbusiness instead of pleasure, although othersmight be looking for apparel to wear on skiingor surfing vacations, or for a special occasion,such as a formal dance or wedding.Considering the age, income level, gen-der, occupation, interests, and lifestyle ofthe audience when planning a show helpsthe show producers meet the expectationsof the audience. Forgetting one elementcan change the atmosphere of the showand decrease the opportunity for ticket andmerchandise sales.TIMING THE SHOWWhile planning a fashion show, timing cer-tain activities of the show is crucial. Theschedules for fashion week shows are plannedyears in advance and the timing of theseshows has created many conflicts between theorganizers of the New York, London, Paris,and Milan shows, as discussed in Chapter 2.Poor scheduling and timing will cause stressand create havoc as the show time draws near.What can go wrong often does. Having acontingency plan alleviates some of the chaos.Show ScheduleFirst, the day, date, and time of the showmust be set. This must be established at thesame time that the venue is being booked soall efforts can be coordinated and the plan-ners will not be disappointed if the venue isnot available. Time of the show must be setso that all participants and audience mem-bers can allocate travel time to and from theshow. Check for possible conflicts with otherevents. Avoid selecting a day that is alreadyfilled with other community activities.Some shows are developed 6 months toa year in advance, although others, such astrade show presentations, are pulled togetherjust a few days in advance. Establishing atimeline, a way of displaying a list of tasks inchronological order, helps bring order to theprocess. Timelines are frequently recordedon planning calendars (Fig. 3.7) to help fash-ion show directors, coordinators, and staff to
  29. 29. CHAPTER 3: THE PLAN | 73FASHION SHOW TIMELINEEarliest LatestResponsibility Planning PlanningSelect Show Director and Coordinators 6-12 months 5 weeksDecide Show Date, Theme,Venue, Audience 6-12 months 5 weeksStrike Show day of showEvaluation 1 day after show 1 week after showBudget CommitteePlan Budget 5 months 5 weeksKeep Records continuousPrepare Income Statement 1 day after show 1 week after showModel CommitteeSelect Models 3 months 3 weeksPrepare Tentative Lineup 1 month 2 weeksSet Choreography 1 month week of showMerchandise CommitteePlan Merchandise Scenes 4 months 3 weeksReview Merchandise 3 months 2 weeksPrepare Tentative Lineup 1 month 2 weeksSchedule Fittings 2 weeks week of showPull Merchandise week of showPrepare Final Lineup week of showTransfer Merchandise 1 week day of showReturn Merchandise day of show 1 day after showStage CommitteeReserve Venue 6-12 months 5 weeksBegin Music Selection 3 months 2 weeksPlan Set 3 months 2 weeksWrite Script 1 month week of showPlan Seating Arrangement 1 month week of showTechnical Run-Through 1 week 1 dayDress Rehearsal 1 week day of showPromotion CommitteePlan Design 6 months 5 weeksSend to Printer:Poster, Invitation, Tickets 6 weeks 3 weeksPlan Advertising 3 months 2 weeksPlan PR 3 months 2 weeksWrite Press Release 2 months 3 weeksDistribute Press Release 6 weeks 2 weeksDistribute Posters 6 weeks 2 weeksRun In-Store Advertising 6 weeks week of showSend to Printer: Program 1 month 10 daysMail Invitations 1 month 2 weeksRun Print Advertising 1 month week of showStart Social Media Campaign 1 month week of showSend Thank You Notes 1 day after show 1 week after showFigure 3.7The timeline of responsi-bilities helps the fashion show director, coordina-tors and staff members stay on schedule with their various jobs.Illustration by Carly Grafstein
  30. 30. 74 | GUIDE TO PRODUCING A FASHION SHOWknow which milestones need to be achievedat specific predetermined times.Individuals within the fashion indus-try are familiar with the Fashion Calendar(Fig. 3.8), updated daily online with hardcopy issues mailed every other week, whichlists American and international fashionevents. It serves as a guide for retailers, man-ufacturers, and the media to keep industryinsiders aware of market weeks. It providesa clearinghouse for dates and relevant infor-mation regarding key fashion events, helpingto avoid potential conflicts.Length of the Fashion ShowThe length of the fashion show should alsobe established early in the planning process.Usually this helps to determine the num-ber of outfits featured in the show. A showwithin a retail store should last no longerthan 30 to 45 minutes to keep the audi-ence interested in the show. If the audienceis more fashion forward, then they may beable to view more clothes in a shorter periodof time, and absorb more fashion trends. Ayounger audience dictates a faster-paced andshorter show. As we learned at the beginningof this chapter, some fashion week shows lastless than 10 minutes.FINDING A VENUEOnce the date is established, where to holdthe show is considered. This is called thevenue, or the location where the show willtake place There are many options to con-sider. Will you hold the show in a hotel, res-taurant, or school auditorium? On the retailsales floor? In the manufacturer’s showroom?Is your choice available? The stage managerand members of the stage committee areFigure 3.8The Fashion Calendar lets fashion insiders know when fashion events are scheduled to take place. Courtesy of FashionCalendar.com
  31. 31. CHAPTER 3: THE PLAN | 75responsible for determining the location ofthe show if it is not already set by the sponsorof the show, by a school, or by the charitableorganization.Working with a HotelThe stage manager or someone delegatedby the fashion show director should makean appointment to speak with the hotelrepresentative as soon as the date is set.The individual in charge of hotel salesmay have such titles as Sales, Market-ing, or Event Manager. Depending uponthe size and type ofhotel there may beone or more peopledirectly involved inthe services relat-ing to banquets andcatering or sales andmarketing.It is best to havesome simple qualify-ing questions readypriortothefirstmeet-ing. Some qualifyingquestions include thefollowing:1. Is there a specific date when the show is tobe held or is the date somewhat flexible?2. What is the size of the audience?3. What type of seating arrangements willbe needed?4. Will food service take place in the samelocation as the fashion show?5. What sound and lighting systems,staging, and dressing area facilities areavailable?The sales director will assist fashion showproducers in every aspect of planning as itrelates to room rental and food and beverageservice. Other services may include settingup, serving, and cleaning up.There are additional concerns in rela-tion to the physical facilities. The number ofpeople that are able to attend may be limitedby the size of the room. However, show plan-ners should work with the type of hotel thatcan offer the services desired by the group.If a room for an audience of 250 is needed,but the hotel can handle only 100 people,it does not make sense to waste the time ofthe hotel personnel. The hotel should be ableto provide tables, tablecloths, serving dishes,plates, glasses, flat-ware, and napkins.Some hotels, par-ticularly in largercities, may be ableto provide variousseating arrange-ments from theaterstyle to luncheonstyle. Extra ameni-ties might includerunways and skirt-ing, stages, publicaddress systems,audio-visual pro-jection systems,and technicians to run the media. The showplanners should get a list of expenses for usingthe facility, hospitality, and personnel.Hotels rarely permit people to use outsidecaterers or to “self-cater” events. Outside foodservice preparation has generally been a hasslefor hotel personnel and health regulations orstate laws may prohibit this type of activity.Depending upon the target audience,alcoholic beverages may be served to a fash-ion show audience. If the hotel has a liquorlicense, the hotel can set up a cash or hostedbar. Show planners should investigate localrules about food and beverage service. For“But having a runway show insidethe Louvre has a meaning thatgoes beyond the simple conceptof fashion. . . . It is a statement, acontinuation of a long tradition ofbeauty and sensibility, of passionand a love of art. It’s a very posi-tive message. A way to reaffirmour Italian spirit and our culture.”—Massimiliano Giornetti,creative director, SalvatoreFerragamo
  32. 32. 76 | GUIDE TO PRODUCING A FASHION SHOWexample, some schools do not allow alcoholicbeverages to be served at school functions.When the arrangements are finalized,a contract should be written and signed byboth parties. Fashion show planners shouldbe suspicious if a contract is not required as itprotects both the hotel and the organizationusing their services.Working with a RestaurantMany of the concerns relevant to workingwith a restaurant are similar to those dis-cussed when working with a hotel. Restau-rants or cocktail lounges may allow fashionshow producers to use their facilities as longas the show does not interrupt normal busi-ness activities. Owners and managers of suchestablishments recognize that a fashion showmay increase traffic to their site.A common use for a restaurant is forinformal modeling provided by a localretailer during the lunch hour. This wouldnot require the use of specialized music or alarge technical staff.Problems to consider before using a res-taurant or lounge for a fashion show mightinclude health regulations and the age ofthe participants. Dressing rooms cannot beplaced in or near kitchen areas, as required bystate health officials. Fashion show staff underlegal drinking age may not be allowed at thefacility during certain business hours.Working with a Campus VenueMany high school or college campuseshave ballrooms and/or auditoriums thatcan be used for staging fashion shows.Arrangements to use these venues shouldbe made well in advance, particularlywhen the popular locations are sched-uled for many different school activities.Campus ballrooms and auditoriums aregenerally booked every night of the week,especially near the end of the fall semesterwith Thanksgiving and Christmas holidayevents. Such locations may require reserv-ing the space 6 to 12 months, or evenmore, in advance of the planned show.Fashion show planners can expect schoolvenues to have strict guidelines and restric-tions for use. These guidelines can regulateand limit hours of room availability, thetype of food and beverage service, a minor’sparticipation, and participants’ willingnessto sign liability waivers. Planners can alsoanticipate regulations regarding ticket sales.In some places, tickets may be sold onlythrough a campus ticket office or througha company such as Ticketmaster, increasingexpenses due to setup fees.Despite some of the limitations andregulations, there are many benefits tousing campus facilities. Benefits includea built-in sound system and stage light-ing, a portable runway, campus liabilityinsurance, licensed food service, and anexperienced staff to set up and take downthe seats and runway. The venue mightalso have the capability of advertising andpromoting the event through on-site videoscreens and signs.A contract established between the man-ager of the school venue and the fashionshow’s director and stage manager clearlystates the expectations and expenses for bothparties in the rental agreement. The contractapproval process can also provide an outlineof the steps required for student organiza-tions in their event planning.Serving Food and BeveragesFood served to the audience depends upon anumber of conditions, including the type ofshow being presented and the budget. Servicemay be as simple as providing beverages or aselaborate as a multiple course meal (Fig. 3.9).
  33. 33. CHAPTER 3: THE PLAN | 77Figure 3.9The audience members invited to the 40th anniversary fashion show by Ralph Lauren were treated to a luxurious dinner at the Conservatory Garden in Central Park, which made the event more social. Courtesy of WWD/Steve Eichner
  34. 34. 78 | GUIDE TO PRODUCING A FASHION SHOWRetail organizations trying to attract thecustomer interested in business apparel havepresented breakfast and lunch shows. Theseshows feature a simple and attractive break-fast or lunch during the time this customertraditionally shops or prior to going to theoffice. Tying mealtime to the entertainmentof the fashion show has proved to be a popu-lar approach to attracting this type of client.Charitable organizations like to includea social element with the formal fashionpresentation. A cocktail hour before and/or a meal after the presentations are typicalmethods of combining food and fashion.Most restaurants, hotels, or other facilitiesrequire using their food and beverage services.Thislimitationshouldbediscussedwhenselect-ing the fashion show location. If there are nosuch restraints from the location management,it may be appropriate to work with any caterer.Working with Catering ServicesA retail store or a vendor presenting a fash-ion show at its own location is more likely towork directly with a caterer. A runway maybe set up on the retail sales floor where themerchandise is located or in a special roomreserved for fashion shows. A vendor mayshow the collection right in the showroom. Acaterer should be able to provide the fashionshow planners with samples of their workand information about the type of clients andfood served in the past. Photographs of priorparties or events should be able to give thefashion show planners an idea of how previ-ous events were handled. Generally, catererswill provide the names of patrons who haveused their services. It is a good idea to checksome of the references or check with otherpeople who have used a particular caterer.A contract should be prepared to pro-tect both the caterer and the fashion showproducers. It should explain what will beserved, the costs, and any other obligationsof the caterer. Now that the date, time, andplace are set, the show planners are ready toconsider the theme of the show.CREATING FASHION SHOWTHEMESFashion shows should have a theme witha creative title, which will tell the audiencethe nature of the fashion show. These shouldbe selected during the planning stages. Thetheme can be developed around the targetedaudience, about the merchandise designedor selected, or based upon current events.It allows the promotion plan, merchandiseselection, and other planning elements to bejoined to provide show continuity.Show ThemesAs we learned at the beginning of the chap-ter, the creative director or designer sets thevision for fashion week or other industryfashion shows. For a retail store, the thememay be established by a fashion trend storythat the retail store’s public relations or pro-motion director expects will be attractiveto the store’s target customers. A fashionschool’s faculty members, students enrolledin a class, or students involved in a fashionclub will select the theme for their show.Probably the easiest show theme will comefrom a season or a holiday. Lingerie shows arealways popular around Valentine’s Day, just asback-to-school shows are expected in Augustand September. Special occasion, holiday, andresort wear shows are common in October,November, and December. Changing sea-sons always bring about fashion show ideas,prompting show titles such as A Holiday Affair,Springsational, or Summer Fashion Countdown.If a holiday theme has been overdone,then current events can be used to createa theme. Current music or art trends maylend themselves to a theme, particularly ifthe music or art is popular with the selected
  35. 35. CHAPTER 3: THE PLAN | 79audience. For example, Rock the Runwayincorporates music trends as well as cloth-ing themes, whereas Lights, Camera, Fashion!involves the excitement of the entertainmentindustry with that of fashion.A special interest of the audience may alsobe an easy theme to develop. Travel inspiressuch theme ideas as Wear to Go and Get YourFashion Fix on Route 66. The outdoor atmo-sphere may be perfect for a sporting goodsfashion show, such as Safari in Style, attractingan outdoor audience to the event. The Profes-sional You! is a theme appropriate for a careerclothing fashion show. Runway to Wonderlandand Model Behavior are examples of fashionshows with popular entertainment themes.Fashion show themes relating to the typeof merchandise or sponsor being presentedmight include Bridal Gala, Symphony FashionJubilee, or the Junior League Soiree. Themescould also be related to the designer present-ing the fashions. The Oscar de la Renta Collec-tions, The World of Ralph Lauren, or Breakfastwith Donna Karan reflect designer themes.When a fashion show is sponsored by a ven-dor, publication, or organization, it is often agiven that the sponsor’s name will be includedin the theme. It not only promotes the vendorbut can also pull in a larger audience if thevendor is well known. The cover headlinesfrom Women’s Wear Daily are always creative,often a play on words, and may provide inspi-ration for your fashion show theme.Scene ThemesProduction fashion shows are divided intoscenes or segments depending on the typeof merchandise selected. After a show themehas been developed, each scene can be cre-ated to coordinate with the chosen title.The Victoria’s Secret production fashionshows are typically divided into several dif-ferent scenes. Kristin Dian Mariano (2011)reported the scene themes for a Victoria’sSecret fashion show, which opened withBallet, showing dancers performing inred costumes followed by models wearingballet-influenced lingerie. Another theme,SuperAngels, featured models with super-hero costumes complete with flowing capes.The show also included lace and jewel-encrusted garments with a Latin inspirationin a scene called Passion, a turn-of-the-cen-tury New Orleans scene called I Put a Spellon You, and an underwater effect identifiedas Angels Aquatic and it ended with a spar-kly homage to the brand’s loungewear line,titled Club Pink.Runway to Wonderland, a fashion showproduced by merchandising students atNorthern Arizona University, featured thefusion of fashion trends with images basedupon Alice in Wonderland. The show wasdivided into six scenes, each with a distinctiveapparel category and complementary theme.The show opened with Stuck in a Dream—sleepwear was featured. The second scene,Chasing the White Rabbit, highlighted active-and outdoor wear, while casual clothing waspresented in Afternoon with the Caterpillar,the third scene. A Mad Tea Party offered alook at clothing worn after five or on dates,and business apparel was shown in the fifthscene, Meeting the Queen of Hearts. The finalscene, A Twisted Fantasy, featured originaldesigns from collegiate fashion designersfrom the university and nearby communitycolleges. Musical selections, dance routines,and skits helped emphasize the various mer-chandise and Wonderland themes. A discus-sion of the stage design and music selected tocoordinate with the fashion show theme andscene themes is found in Chapter 7.ESTIMATING THE BUDGETMany inexperienced fashion show produc-ers think fashion shows cost little or noth-ing to produce. Even informal shows can
  36. 36. 80 | GUIDE TO PRODUCING A FASHION SHOWinvolve some substantial costs. As the showbecomes more elaborate and complex, thecosts increase. The budget is an estimate ofthe revenues and expenses necessary to pro-duce the fashion show. It is the best guess ofwhat the income will be from ticket sales,silent auctions, donations, sponsorship, orvendor cooperative financial support. Thecosts include everything from model fees toset design and venue rental. The budget mustremain flexible, an essential part of the fore-casting and planning process, because theremay be some unexpected or hidden costs.Budget revisions need to take place as cir-cumstances change.The type of show being produced, itsaudience, location, and special features aredirectly dependent upon the amount offunds available in the budget. The leastexpensive type of show to produce is aninformal show presented right at the pointof sale, in the manufacturer’s showroom oron the retail sales floor. The most expensiveshows are large benefit programs or special-ized couture shows for private customers andthe fashion trade. These shows require largenumbers of support staff as well as hotel andequipment rentals. Some of the top designerfashion shows have been reported to costover a million dollars. The Victoria’s Secretfashion show discussed earlier was estimatedto cost $12 million, making it one of themost expensive shows ever produced (Fer-nandez, 2011). The diamond-encrusted fan-tasy bra worn by Miranda Kerr, the event’siconic symbol, was priced at $2.5 million.Regardless of a show’s extravagance, fash-ion show planners must evaluate all of thevarious expenses involved in producing theshow during the initial stages of planning.To achieve the goals set for the production,the budget process must be approached in amethodical manner.The Fashion Show PlanningBudgetThe fashion show planning budget is a pro-jection of all of the anticipated revenues andexpenses for each fashion show. Some shows,which are staged to raise money for charity orscholarships, keep a close eye on both sidesof the budget sheet. Other shows, staged pri-marily for public relations or fashion image,may not plan to make a profit. Whatever thereason for the show, an accurate accountingof expenses and revenues is necessary.Betsey Johnson started staging herfashion shows at 7th on Sixth in 1993,when the New York Fashion Week showsbegan at Bryant Park (Wilson, McCants,Fung, Kletter, 2000). Johnson spentanywhere from $80,000 to $400,000 eachseason, depending upon the theme of hercollection and her budget. She felt one ofthe best things about showing at 7th onSixth was her ability to stick to her budget.The first step in planning the budget fora fashion show is to consider all of the pos-sible expenditures. Figure 3.10 is a fashionshow planning tool that identifies all of thepossible fashion show expenses. The fashionshow budget coordinator, in cooperation withthe fashion show director and coordinators,should get estimates for the various costs.Written estimates should be provided forlarge expenses, such as venue rental fees andcatering. Each show will incur a specific setof expenses. For example, there is generallyno venue fee if the show is held in the retailstore or vendor’s showroom. The plan forexpenditures should be updated as the actualexpenses are incurred. These records shouldbe kept for a final assessment of the currentshow, and they should be available for evalu-ation and reference when planning for futureshows. Figure 3.11 is an example of a fashionshow planning budget, which is formatted as
  37. 37. CHAPTER 3: THE PLAN | 81POSSIBLE EXPENSESVenue RentalChairsDecorationsLightingPublic address systemRunwayStage designTablesFood or CateringEntertainmentFood serviceHospitality for celebrities and guest designersHotel roomsTransportationShow PersonnelCue personnelDressersHair stylistsHosts/ushersMakeup artistsModelsTransportation staffPromotionAdvertising productionAdvertising time and spaceBrand imageInvitationsNews releases/media kitPostersProgramsPublicity materialsSocial mediaTicketsPhotography, video, and technologyBloggersPhotographersVideo crewWebsite designerTechnical and support staffElectricianSound designerMiscellaneous or general expensesAlterations, damages, or replacement of merchandiseEmergency reserveGratuitiesInsuranceSecurityTaxesTransportationFigure 3.10Identifying possible fashion show expenses is one of the first steps in creating a fashion show planning budget.Illustration by Carly Grafstein
  38. 38. 82 | GUIDE TO PRODUCING A FASHION SHOWFigure 3.11The fashion show plan-ning budget shows the planned revenues and expenses as well as space for the final actual finan-cial results after the event is completed.Illustration by Carly GrafsteinACTUAL REVENUETicket SalesDonationsAuction SalesSponsorshipsTotal RevenueACTUAL EXPENDITURESBudget CommitteeTicket PrintingFoodMiscellaneousTotalMerchandise CommitteeGarment DamagesGarment Bags/TagsSuppliesThank You CardsMiscellaneousTotalModel CommitteeFoodHairMake-upModel GiftsMiscellaneousTotalPromotion CommitteeAdvertisingNews ReleasesMedia KitsSilent AuctionDesign ServicesPrograms (Printing)Posters (Printing)Invitations (Printing)TotalStage CommitteeVenue RentalSound DesignerCustom LightingConcessionsProjectorPropsPlywood/Craft SuppliesMiscellaneousTotalTotal Actual Expenditures $0.00ACTUAL PROFIT/LOSSTotal RevenueTotal ExpensesActualProfit/LossFashion Show Planning and Final BudgetPLANNED REVENUETicket SalesDonationsAuction SalesSponsorshipsTotal Planned RevenuePLANNED EXPENDITURESBudget CommitteeTicket PrintingFoodMiscellaneousTotalMerchandise CommitteeGarment DamagesGarment Bags/TagsSuppliesThank You CardsMiscellaneousTotalModel CommitteeFoodHairMake-upModel GiftsMiscellaneousTotalPromotion CommitteeAdvertisingNews ReleasesMedia KitsSilent AuctionDesign ServicesPrograms (Printing)Posters (Printing)Invitations (Printing)TotalStage CommitteeVenue RentalSound DesignerCustom LightingConcessionsProjectorPropsPlywood/Craft SuppliesMiscellaneousTotalTotal Planned Expenditures $0.00PLANNED PROFIT/LOSSPlanned RevenuePlanned ExpensesPlannedProfit/Loss
  39. 39. CHAPTER 3: THE PLAN | 83an accounting statement with space for theplanned revenues and expenses as well as spacefor the final financial figures after the eventhas been completed. It is a living document,updated as new information is available.The fashion show director and staffshould be aware of the following categoriesof anticipated expenses:• Venue rental• Food or catering• Models• Hair stylists and makeup artists• Promotion, including advertising,public relations, and social mediadevelopment• Photography, video, and technology• Technical and support staff• Miscellaneous expenses such asdecorations, transportation, hospitality,depreciation of merchandise, insurance,and taxesVenue RentalOne of the largest expenses associated withthe cost of presenting a fashion show is rent-ing the venue. A charitable organization mayask for reduced or waived rental rates, butmembers of such groups must realize thathotels, restaurants, and caterers are oftenasked for such gratuities. These companiesare in business to make a profit, but somemay be willing to throw in amenities to ben-efit the cause or charity.Realistically, most groups, whether theyare nonprofit or profit making, will have tolease the space for the event. A nonprofitorganization has 501(c)(3) status as desig-nated by the Internal Revenue Service. Theorganization has published articles of incor-poration and a board of directors. All profitsearned by the organization are returned tothe organization. A nonprofit organizationmay sell tickets and/or ask for donations,using money raised for operational expensesand/or charitable causes.Costs for the site rental should includethe time to set up the facility, rehearse, pres-ent the fashion show, serve refreshments, andclean up. Some of the activities, such as roomsetup and cleanup, may be handled by theemployees at the venue. Depending uponthe room and facilities, these activities mayrequire outside help.If a rehearsal is required, the estimatedcost of using a rehearsal room or rentingthe site of the actual fashion show must beincluded in the expenses. If it is not possibleto use the contracted space for a rehearsal,another room may be needed for planningchoreography and practicing the show. Costsfor renting all rehearsal rooms must be addedto the budget.One of the first questions the hotel’s salesor marketing director will ask about is thedate of the show. The season, day of week,and time of day will affect the price for theroom. During the busy seasons, especiallyThanksgiving through New Year’s Eve andthe traditional wedding period, hotel ban-quet rooms are solidly booked, as much asa year in advance. Saturday nights are moreexpensive than weeknights. Evenings aremore costly than times during the day. Theshow planners should keep in mind that ahotel sales director may not be able to accom-modate you if an event on the date you wantfor your show is already reserved. It is best toreserve the venue you want to use as early aspossible.If a meal is served in one room while theshow is presented in another, there will beadditional charges for the use of two rooms.The hotel representative and show producersmust consider where the models will change.One possibility is to use an adjacent meeting
  40. 40. 84 | GUIDE TO PRODUCING A FASHION SHOWroom. Another prospect is to use nearbyhotel rooms. Costs for these spaces must befactored into the budget. Some hotels maybe willing to waive or negotiate reduced ratesfor the rental of the rooms if specified foodand beverage expenditures are met. The fash-ion show planners should expect to pay adeposit for the hotel services.Food or Catering ExpensesThere are two factors to be evaluated in rela-tionship to food service budgets. Food andbeverages to be served to the audience mustbe a foremost concern. However, it mayalso be necessary to provide refreshments tothe crew during rehearsal, setup, and stagestrike. Feeding the behind-the-scenes crewand models is an appropriate gesture. Unionrules may require serving food to unionmembers dependent upon the amount oftime involved.Although an actual contract most likelywill be negotiated, at minimum the fash-ion show staff should expect a written esti-mate regarding food and catering services.Most likely a deposit or prepayment may berequired.Model ExpensesThe expense of hiring professional modelsvaries from one city to another. Customarily,models are paid on an hourly basis, and thisfee will include their time at fittings, rehears-als, and the show. Top international modelsmay demand very high salaries.Each year Women’s Wear Daily, Vogue, andthe NewYorkTimes report the astronomical sal-aries paid to supermodels. Readers are dazzledto hear that a model is paid $5 million to posefor an advertising campaign or $25,000 perday to walk the catwalk shows. Although theworld’s highest paid model, Gisele Bündchen,earned $45 million in a year (Blankfeld Bertoni, 2011), other models may earn as littleas $75 per hour or nothing.Designer shows have the potential to paythe highest runway rates. For name models atthe top of their career, agencies negotiate thehighest possible rates. Modeling fees for topmodels at designer shows may run as high as$1,000 to $5,000 or more, whereas new mod-els are paid in dresses (Mears, 2011). Hun-dreds of new young models, such as the girlsglamorized on television reality shows, workfreelance, without benefits, and are oftenindebted to their agencies for apartment rent-als, plane tickets, and various other expenses.Because amateur models are often used forretail or charity shows, it may be appropriateto offer them a gift, such as a discount or a giftcertificate. The discount will be included aspart of the store’s markdown allocation and isnot considered part of the fashion show bud-get. Costs for any gifts or flowers presented toamateur models, however, should be consid-ered a part of the fashion show budget.Hair Stylists and Makeup ArtistsIf professional hair and makeup personnelare used to create the “look” for models,their fees must be included as expenses. Evenif members of the model committee take onthe task of doing hair and makeup as partof their committee responsibilities, the costof supplies, such as hairspray and makeup, ispart of the budget.Promotion ExpensesActivities relating to advertising and publicrelations should also be included in the bud-get, including all duties from designing andproducing to distributing the materials thatare created. Invitations, posters, programs,and tickets need to be designed and printed;invitations need to be mailed, printed in anewspaper or magazine, or posted on the
  41. 41. CHAPTER 3: THE PLAN | 85Internet. If tickets are used, there is a cost forbuying printed coupons or designing specialpersonalized tickets. The costs for all of thesematerials must be included in the budget.To project a consistent look and preventduplication of the printer’s setup costs, oneprinter can print invitations, posters, pro-grams, and tickets. Also, a printer may preferto bid on a package rather than individualitems. Printing costs are determined bythe types of services required. Each serviceincreases the cost. There is a cost involved ifthe size of any artwork needs to be enlargedor reduced to fit on the different sized prod-ucts. Basic black ink is the least expensivecolor to reproduce. Colored inks and the useof multiple colors are more costly. The type,weight, and color of paper will also affect theoverall printing cost.Promotional expenses must include thecost of creative production, which involvesany artwork, graphic design, or layout forprint or digital materials. It also involvesany photography, models, filming or videorecording, or studio rental. The creation ofmedia releases and media kits may be theresponsibility of someone working for thefirm producing the show, an outside mediaagent, or a student on the promotion com-mittee. Those costs of developing mediareleases, photographs used in the mediamaterials, and any additional materials usedto publicize the event must be incorporatedinto the budget.If advertising plans include buying spotson radio or television, the cost of producingthe commercial becomes a budget item. Buy-ing space in the newspaper or magazine mustalso be added to costs.Photography and Video ExpensesPhotography expenses will need to be con-sidered as part of the budget. The fashionshow staff will need to determine the typeof photography required. The staff may wishto include a photograph rather than artworkfor invitations and advertising purposes.This would require hiring a photographerand model far in advance of the show toallow time for printing or posting to theInternet.A photographic record of the show mayalso be desired. Expenses relating to hiringthe photographer and his or her supplies willneed to be figured into the budget. Mediaphotographers from a newspaper or maga-zine are sent by their employers to record theevent for their medium. Because media pho-tographers are guests and often are the targetfor fashion show publicity, their expenses arenot included in the budget.A DVD of the show is frequently desiredand commonly recorded. The productionmay be a simple start-to-finish documentaryof the event or an elaborately edited produc-tion. Manufacturers regularly record theirfashion shows to use as an employee trainingtool, teaching sales personnel about the itemsin the latest line, or as a promotional strategy,playing a recording of the show in the retailsales area to educate customers about thestyles being offered. Educational institutionsuse fashion show videos as recruiting mate-rials to attract new students to the schoolwhere the show is produced, or as a histori-cal record. Students enrolled in fashion showproduction classes like to view the showsproduced by previous classes and to use themas a guide for creating their own assignments.Students also like to keep a DVD as part oftheir portfolio for future employment.Technical Staff and Support Staff ExpensesSalaries for any people hired to performtechnical aspects of the show are also part ofthe budget. Examples of such technical staff
  42. 42. 86 | GUIDE TO PRODUCING A FASHION SHOWinclude the carpenters hired to build, set up,and paint the stage, runway, backdrops, orprops. The services of electricians who workon the lighting and public address systemmay be needed. Musicians, recording per-sonnel, or D.J.s may be hired to provide theessential musical mood.The support staff includes all behind-the-scenes personnel who facilitate thesmooth and professional appearance of theshow. These people are typically the unsungheroes of the show. The budget must coverthe expenses for the dressers, alterations andpressing people, and security. For charityshows, many of these indispensable partici-pants may be volunteers.The need for hosts and ushers, peoplein charge of greeting people, handing outprograms, and directing the audience mem-bers to their seats, increases as the show getslarger and more complex. Members of pro-fessional or charitable organizations mayserve as volunteer hosts for charity shows.Commercial events may need to hire peo-ple or use company employees or interns,as we learned in Chapter 1, to help seat theaudience.Members of the audience will beimpressed with the organization presentingthe show when guests are handled courte-ously and professionally. Hosts or ushersmay act as greeters. The hosts should have adetailed list of guests for shows that requirereservations and/or special seating. Hostsand ushers then direct guests to their seats.Having prearranged seating charts makes thejob easier for the hosts and ushers and makesthe guests feel welcome.Gratuities are the cash tips given to ser-vice people such as wait staff and attendantsin the coat check area and restrooms. Tipsmay be included in the cost to the hotel,restaurant, or caterer and are negotiatedat the time the location and services arereserved.Miscellaneous ExpensesAny expenses not previously discussed areconsidered miscellaneous expenses. Deco-rations and transportation are two exam-ples. Decorations for the physical facilitiesmay be limited to the stage and runwaysetup. More elaborate scenes may includefloral arrangements or special table settings.Adornment of the room is determined bythe type of show, location, audience, andbudget allocation. A fashion show with anautical theme could include miniatureships and red, white, and blue table acces-sories. A southwestern theme could be dec-orated with coyotes, cactuses, conchas, andbrightly colored textiles.Ideas for ornamentation are limitless. Thetheme of the show can be greatly enhancedby using decorative elements. Charitableorganizations may use table centerpieces asadditional fund-raisers by holding a raffle forthese elements. The only constraint for deco-rating is budgetary limitations.Transportation costs must be considered.Clothing may have to be moved from thestore or vendor’s showroom to the locationof the show. Equipment such as runways,rolling racks, steamers, and furniture mayhave to be moved. Transportation of celeb-rities from another city or within the citymay also have to be considered, so hiring alimousine for ground transportation may benecessary.Hospitality includes arrangements forhousing, food, or entertainment for specialguests. A celebrity designer may be broughtto a city to meet potential customers at a retailstore or for a benefit show. The designer may
  43. 43. CHAPTER 3: THE PLAN | 87request the participation of his or her favoritemodels. Additional personnel, such as a fash-ion show coordinator or stylist from thedesigner’s staff, may travel with the designerto coordinate activities with the local retailstore promoting the designer’s appearance.Senior executives of the retail company mayarrive from other parts of the country. Hotelrooms, meals, and transit must be providedfor out-of-town participants. Any specialactivities before or after the fashion show forpatrons of an organization must be includedin the budget.Merchandise can become damaged orlost even though great care is taken in pre-serving the condition of the garments andaccessories. Sometimes items break, seamsfail, or merchandise is missing after theshow. The cost of replacing or recondition-ing merchandise to its original condition isanother item that should be added into thebudget.The value of the merchandise may requirepurchasing special insurance to guaranteethe product in case of theft or damage. Insur-ance may be needed for such high-cost itemsas fine jewelry, furs, or designer clothes. Thecost of the insurance or security becomespart of the budget.Depending upon the geographic loca-tion, taxes for various services may be lev-ied. Taxes can greatly add to the expenses ofdoing a fashion show.PROTECTING PEOPLEAND THINGSThe security of merchandise and equip-ment is a big concern when producinga fashion show and should not be over-looked during show preparation. The secu-rity of the audience and show personnelmust also be investigated to ensure safetyof the participants and to protect the showagainst legal damages. Protection of peopleand materials should be reviewed as theshow is finalized. To protect all individualsinvolved in transportation of merchandise,equipment, locations, or any other materi-als, agreements should be put in writingand signed by both show personnel andthe leasing agent for the venue and themerchandise.Merchandise SecurityMerchandise on loan from retailers for therehearsals and the show is the responsibilityof the show staff. It must be protected fromdamage while it is being transported andworn, and from theft or vandalism.Consumer shows on location away froma retail store have special concerns regard-ing theft. The nature of fashion shows per-mits many individuals to have access to thestage and dressing areas where merchandiseis located during the show preparation andperformance. Consequently, merchandiseshould be protected from potential theft.Show personnel should always be aware ofall necessary staff and question any unfamil-iar bystanders. Hiring professional modelsand technicians may cause less concern thanusing amateurs.The entire merchandise committeeshould be assigned the responsibility fororganizing, labeling, transferring, andsecuring the merchandise from the retailstore to the show location. This commit-tee should also know what personnel mayhave direct contact with the merchandise.Shows using amateur models or amateurdressers may ask these individuals to signwaivers making them responsible for miss-ing or damaged merchandise. This con-tract encourages and strengthens a sense
  44. 44. 88 | GUIDE TO PRODUCING A FASHION SHOWof responsibility. Figure 3.12 is an exam-ple of a personal responsibility contractfor amateur models.Beyond merchandise security against theftor damage, couture or prestige merchandisemust be protected against design piracy.Stealing designs and creating knockoffs, orcopies of designer originals at lower prices,are so commonplace in the fashion industrythat European designers hire security agentsduring collection openings. The agents donot allow any individuals to see the collectionuntil it is presented on the runway. Timingis crucial in the presentation of these designideas. They are so secret that a show can beruined if the design ideas are leaked beforethe proper time. Some designers, includingTom Ford, have kept their designs secret foras long as possible. They hold private fashionshows for a limited number of magazine edi-tors and celebrity clients so that their designsare not immediately displayed on the Inter-net and duplicated before they even reachthe retail stores.Venue and Equipment SecurityShow staff also has the responsibility of secur-ing the location and any borrowed or leasedequipment. Lease agreements, contractsbetween leasing agency and users, should bewritten before the show. If necessary, securitypersonnel should be hired to keep watch overthe equipment.Hotels, auditoriums, restaurants, andother locations may provide insurancepolicies to cover show liabilities. The showcoordinator should know where the respon-sibility for fashion show insurance lies, withPERSONAL RESPONSIBILITY CONTRACTAs a participant in (fill in the name and date[s] of the show) presented by (fill in name ofgroup) at (fill in the name of the venue). The show will display merchandise from localmerchants and student designers to benefit (fill in the name of the group/organization).I agree to the following rules:• I accept responsibility for caring for each garment and accessory item that I willbe in contact with in a professional manner, during fittings, the dress rehearsal,and the show.• It is my responsibility to report any damaged or missing items to the merchandisecoordinator immediately. I will be held accountable for any damaged or missingmerchandise for which I was responsible. I will be asked to pay for damages if Iwas irresponsible or negligent.• I agree to act in a professional and reputable manner while participating in thisshow.• I agree to attend all of the practices, fittings, and rehearsals to which I amassigned during the 6 weeks prior to the show. If I have more than 2 absences, Iwill not be allowed to participate in the show.SIGNATURE DATEPRINT NAMEPHONE NUMBEREMAILFigure 3.12A personal responsibil-ity contract may be developed to assure the dependability and accountability of all of the fashion show models.Illustration by Carly Grafstein
  45. 45. CHAPTER 3: THE PLAN | 89the show personnel or with the venue. Ifinsurance is provided, show planners shouldmake sure it covers the period of time whenthe merchandise is transported from theretail store or showroom to the show loca-tion. The policy should also cover the audi-ence and personnel of the show againstaccidents or injury as a result of attendingthe fashion show. If the location does notprovide insurance, the fashion show com-mittee may wish to take out a policy to pro-tect merchandise, equipment, personnel,and guests of the show. It is better to havecoverage than leave the show organizationopen to lawsuits, which may be very costly.Audience SecurityThe audience must also feel safe at thelocation and be protected from equipmentused during the show. Electrical cords,used for sound equipment or lighting, thatcross audience walkways should be tapedsecurely to the floor. It is necessary for showpersonnel to make sure fire codes have beenmet at the location. Fire extinguishers andother safety equipment should be available.Entrances and exits should be marked forthe audience in case of emergency. Aislesshould be spaced properly to allow for easyaccess.Staff SecurityIn addition to being concerned about audi-ence safety, fashion show planners needto assure the safekeeping of all the mod-els, announcers, technicians, makeup andhair personnel, dressers, show coordinatorsand staff, and backstage guests. Care mustbe taken with garment steamers, electricalcords, merchandise fixtures, hair appliances,trash, and any equipment that might bedangerous.Security should never be overlookedin show preparation. The show director isresponsible for accidents or injuries of theaudience and staff; professionally, the direc-tor must assure the safety of the garmentsand accessories; personally, the director mustshow confidence to the staff and crew thatsafety will be assured.FINALIZING THE FASHIONSHOW PLANThe fashion show plan (Fig. 3.13) is adocument that describes all of the prelimi-nary decisions made to produce the fashionshow. It serves as a guide to setting up a moredetailed action plan. The fashion show planincludes the following information:• Name (theme) of the show• Themes of each scene (if used)• Names and titles of the fashion showleadership team• Type of show• Type of merchandise• Schedule, including date and time ofrehearsals as well as of the actual show• Venue• Planning calendars (Fig. 3.14)• Target audience for fashion showattendance• Planning budgetIt is a mistake to overlook the importanceof planning and budgeting; therefore, effortneeds to be put into the preliminary stagesof the fashion show to make the process gosmoothly. Often, excitement and enthusiasmovershadow the details necessary to producea successful fashion show. One such detailthat cannot be ignored is the budget. Con-trolling costs will add to the profit if theshow is intended to make a profit. Accurately
  46. 46. 90 | GUIDE TO PRODUCING A FASHION SHOWFigure 3.13A fashion show plan will guide all of the people involved in producing a successful fashion show.Illustration by Carly GrafsteinFASHION SHOW PLANName (theme) of the showDateTime of ShowThemes of each scene (if used)Names, titles, and contact information of the fashion show leadership teamDirectorStudent or Organization DirectorBudget CoordinatorMerchandise CoordinatorModel CoordinatorPromotion CoordinatorStage ManagerType of showType of merchandiseNames and contact information of retailers and/or designersSchedule, including dates and time of rehearsals and the actual showVenueVenue nameVenue addressVenue Contact Phone EmailPlanning calendars and timeline (attach)Target audience for fashion show attendancePlanning budget (attach)
  47. 47. CHAPTER 3: THE PLAN | 91Model CastingContact retailersModel Practice8pmContact retailersContact retailersInvitations,posters ticketrough draftsready to proofContact retailersScene titles dueVisit confirmvenueContact retailersPlanned budgetdueConfirmRetailers DesignersInvitations,tickets postersgo to printerInvitations,tickets postersdelivered fromprintedMusicselections dueModelPractice 8pmTickets go on saleNews releasesdrafted Photosfor takenStudentdesigns dueMake-up modelpracticeModel Practice8pmInvitations sentModel Practice8pmIdeal Charts Due Make-up modelpracticeMake-up modelpracticeModel CastingContact studentdesignersOCTOBERSunday Monday Tuesday Wednesday Thursday Friday Saturday213 4 5 6 7 8 910 14 15 1611 1224 3117 21 22 2318 19 2028 29 3025 26 2713Make-up modelpracticeModel Practice8 pmFacebook page,blog othersocial mediagoes liveSHOW DAY!Set the stageRehearsal 9 amDoors open5:30pmMake-up modelpracticeModel fittingsHair makeup looksdemonstratedPosters printedScriptscompletedModel fittingsModel fittings Model fittingsPick up SilentAuction itemsWrite thank-younotesCommitteebudgets dueFinal IncomeStatement dueCommitteeDiaries DueThanksgivingBreakThanksgivingBreakThanksgivingBreakModel Practice8 pm Pick upclothesPick up clothesOrganize clothesby modelSHOW DAY!Doors open11:30 amReturn clothingafter showNews releasesdistributedModel Practice8 pmNOVEMBERSunday Monday Tuesday Wednesday Thursday Friday Saturday657 8 9 10 111 2 3 412 1314 18 19 2015 162821 25 26 2722 23 2429 3017Figure 3.14Planning calendars help everyone working on the show to know what activities are taking place and when the deadlines will occur. Illustration by Carly Grafstein