Chapter 6: Getting it Right on the Night

DEFINITIONS:-

RUN SHEET

RUN BOOK
        A book containing all the scripts and notes of segments that require any technical support ie Presenters with         speaker support

        Intros to video segments

        Intros to presenters

        Announcements that have technical ramifications like a chairman instructing those attending a shareholders         meeting how to use the microphones during question time.

        If the run book is prepared well then the relevant instructions from the run sheet are placed in event order         between the scripts so the producers, directors and operators can just keep turning pages rather than having to         jump from one sheet to another. A ring book where pages can easily be added, removed or their order changed         is an ideal way to have the run book papers stored.

        It’s important that everyone including the presenters, and crew have the same version of scripts and notes prior         to the technical run through.

LAY OUT

        When the equipment is laid out enough room should be made for the run book and an adequate work light         placed so the operator can read the notes and operate in a comfortable environment.

PREPARATION

        Some producers prefer to , or are forced to because of lack of preparation time, keep most of the information on         the show to themselves or in their own run book. The operators are given a headset and told when to perform         various functions like put up the presenters light or start the video or bring down the house lights as the voice in         the headset commands. If the link to the operators was cut nobody would have any idea what to do.

        In my view anyone who has anything to do with making the event happen should have a run sheet or run book         before rehearsals so that during rehearsals this is the document used to mark updates changes. The sound         operator should know who is using what microphone. Which sound comes though which loudspeakers and a         note of what pre recorded sound is to be played at what point, the  note should include how the
        sound starts and ends.

        Slide operators should not only have a note of when to change images but what image should be on the screen         once the change is made.

        Video operators also need to know how each segment starts and ends. This should be noted in the runbook at         the position where the video starts and ends..

        All pre recorded material should be marked in the same way on the run sheet as they are on the label of the         tape or CD. If a tape is cued to a certain start point when handed to the operator it’s far safer to rewind the tape         to the head, mark a ‘000’ point and then run froward again to the start point noting the approximate number on         the counter that the tape starts. In a busy rehearsal the start point the tape was cued to originally can be lost         and the quickest way for the operator to find it again may be to go the head of the tape and back to the noted         start point, especially if there are lots of tapes to be played in the show.

        Once all the appropriate notes are made then Technical Run Throughs and Rehearsals OF THE RUN         SHEET OR RUN BOOK can take place.

REHEARSAL - REHEARSAL - REHEARSAL

PETE'S LAW STATES -

BEFORE AN EVENT TAKES PLACE THE RUN SHEET/RUN BOOK SHOULD BE REHEARSED CUE TO CUE WITH ALL TECHNICAL INSTRUCTIONS BEING PERFORMED AS THEY WOULD BE DURING THE EVENT - THIS PROCESS IS KNOWN AS THE TECHNICAL RUN THROUGH

PENALTIES FOR DISOBEYING THIS LAW BY STARTING AN EVENT WITHOUT FIRST HAVING PERFECTED A TECHNICAL RUN THROUGH RANGE FROM MILD EMBARRASSMENT TO TOTAL DISASTER.

There are various stages of preparation and rehearsal, each with a specific purpose as laid out below.

CONTENT REHEARSAL

When each segment arrives on site it’s ideal if the content of that segment has already been prepared and rehearsed Presenters with visual support should already have checked they are happy with their support. I have seen too many events where the time allocated for either a full rehearsal or Technical Run through has been taken up with one or more presenters changing either the content or order of their speaker support material.

If the presenter has done the presentation before, there is speaker support within the presentation and the technical crew or venue is different then being part of the technical run through should suffice.

RUN SHEET - TECHNICAL FINALISATION

Prior to the Technical Run Through the operations side of the run sheet should be completed with all sound, lighting, audiovisual and stage management cues marked. If this can be done prior to the event going on site so much the better, if not time has to be allocated prior to the technical run through to complete the task. If there are technical cues during one or more segment then the script or notes containing those cues should be incorporated.
The run sheet now becomes THE RUN BOOK

TECHNICAL RUN THROUGH

This Means that the RUN SHEET/RUN BOOK is rehearsed from Cue to Cue starting from the time the doors are opened to let the audience in to the time the event ends and the guests depart.

Presenters should walk on, rehearse their opening and any segments that require technical operation such as video, data, slide, sound, lighting or physical changes ending with the end of their presentation or segment. If the actual presenter is not present then a stand in can be used for the Technical Run Through but this is not preferred as the technical run through is often the only time the technical team and presenter interact before they go on in front of the audience. The Technical run through is often the last chance for the technical people to check the logistics of performing their changes smoothly and in the time required.

There is another reason for a Technical Run Through. The build up for each event is different no matter how similar it is from the one before. There is a potential problem in all technical areas and physical changes that occur in site of the audience like walk ons or reveals.

The microphone or data control lead can be loose, a certain socket or circuit can be overloaded, there can be a dry joint or loose connection in a piece of equipment that has just been moved even to a slightly different position, a certain combination of lights and sound can cause buzz or overloading. There can be misunderstandings between the presenters and technical staff which can effect the smooth running of the event. I know it shouldn’t happen but in a fast build up it often does. The technical Run Through is the course net that should catch most of these faults and The Full Rehearsal is the fine net that is likely to stop all faults from becoming part of the event in front of the guests

FULL REHEARSAL

For many important events the Technical Run Through is not enough.

Managers, producers or organiser of an event that has to be right should insist on time being allocated for a full rehearsal. This means that every word, every piece of music, every action each sound, lighting and AV cue to be performed in the event is fully rehearsed. In theatrical terms this would be known as a Dress Rehearsal.

An amateur may rehearse till he or she gets it right a professional will rehearse till he or
she never gets it wrong.

To sum up staging. Good, creative staging can’t make an event successful it can only enhance good content and production. But bad staging can ruin an event however much thought and effort has gone into the content and production.

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