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Festive Event Management
             Subject Code: CEM4103

                 Lecture 7
   Manpower, talent & stage
   management for festivals
Developed & Presented by :
        Roy Ying              Note: Pictures used in this
                              power point file is for academic
                              Purpose only
Agenda
• Process in identifying festive performing
  participants – The Beijing Olympic Example
• Role of a production manager
• Casting, audition, and rehearsals
• Planning talent workshop
• Manpower resource planning
• Stage management
Beijing Olympics Opening
The Production (4 acts)
How was it born?

                                Beijing Organizing Committee
                                    of the Olympic Games
The creative team                        (北京奥组委)



• BOCOG* started soliciting programs worldwide
  for the Opening Ceremony in 2005. In 2006, 13
  winning proposals started on their second round
  of competition. Based on the final results, a five-
  member directors' group was appointed from the
  three best teams. Zhang Yimou was chosen as
  artistic director.
Creating artistic harmony

• The concept of a "painting
  scroll" emerged and most
  of the original program
  ideas unfolded around it,
  forming the artistic concept
  of "displaying the world on
  a small square,"
  demonstrating the progress
  of blending Chinese culture
  with world culture.
One World One Dream
• All members of the creative team
  believed that the Earth should
  appear in the Opening Ceremony,
  which thus conformed to the
  slogan "One World One Dream."
  Chinese painting was also one of
  the elements that the creative
  team emphasized. The concept of
  paper could combine perfectly
  with Chinese paintings and thus
  become the master link that ran
  through the performances of the
  Opening Ceremony.
Two parts to make the whole
By the end of April 2007, the creative team finally
  decided to divide the artistic performances into
  two parts:

• the first half, "Brilliant Civilization," would highlight
  the past 5,000 years of Chinese civilization, and

• the second half, "Glorious Era," would exhibit the
  great achievements and the new look of modern
  China, portraying the Chinese nation's dream of
  building harmoniously with the people of the world.
Two parts to make the whole
• On this stage, "moveable type
  printing," "Confucius' 3,000
  disciples," "The Analects of
  Confucius," "Zheng He's ocean
  voyages" and "Chinese ritual
  music" would all be showcased,
  depicting a weighty painting of
  the flow of Chinese civilization.

• The long scroll would also
  incorporate China's more recent
  achievements, including the
  "Bird's Nest."
29th Olympiad - 29 footprints
• The creative team worked
  out a design that combined a
  display of the Olympic rings
  with "footprints of fireworks."
  29 colossal "footprints,"
  representing the Games of
  the XXIX Olympiad, would
  make their way into the
  stadium with the last
  "footprint" exploding in the air
  over the Bird's Nest.
From creation to production
• Highly skilled performers had
  to work through aches and
  pains to fulfill the
  requirements of dancing on
  the abstract backgrounds;
  this is especially true for the
  60 artists that were chosen
  to surround the model Earth.
  During training, they were
  required to run, jump and
  somersault with their bodies
  leaning in fantastically
  different angles.
Keys to identifying festive
       performing participants
• Event’s brand in attracting talented
  directors and performing artists

• A well designed theme

• A well organized festive event structure

• Budget is important, but it’s secondary
Casting, audition, and rehearsals
• Training centre or even academy is often
  required. In the case of Beijing Olympics,
  there was the BOCOG Ceremony
  Operation Centre
Special Talent
• BOCOG had to host a competition to
  solicit “children’s smile”
Rehearsals up to 1 year ahead
With a massive crew of over 15,000 cast members,
rehearsals had to take place in different venues:

•   Choreography,
•   Costume,
•   Décor,
•   Scenery,
•   Lights,
•   Sound,
•   Fireworks

As a key process of the production stage, the rehearsal of
the program started in August at a designated place in
Beijing's suburbs.
Planning talent workshop
• While choreographers will train their cast
  members, it’s important for everyone to know the
  theme and the full picture of the ceremony
  through workshops and briefings
Manpower resource planning
• For festive events, it’s not financially
  feasible to pay for every performer

• 15,000 performers

• World class artists and celebrities

• Top notch production crew
If you can’t pay $, you pay face




Consultant to Opening Ceremony            Appointment of Artistic Director

BOCOG started public solicitation of the creative schemes for the opening
and closing ceremonies of the Beijing 2008 Olympic Games in March 2005.
After 3 rounds of evaluation out of 409 submissions, the team headed by
Zhang Yimou was selected.
Or….vanity
Or…. national pride
Municipal government support
• With 15,000 crew, the government needs
  to support in:
  – Venue
  – Accommodation
  – Training facilities
  – Food
  – Transportation
The role of a Production Manager
Production Work Allocation
•   Venue spaces
•   Sound and music
•   Costume
•   Stage management
•   Lighting and special effects
•   Set and props
•   Acting and directing
•   Script writing and creating scenes
Stage Management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
7 Objectives in Production Meeting
• Define your vision. What is the primary
  message you want your audience to take
  away?

• Set a date for rehearsal. Invite stage
  manager, AV production, props designer,
  costumer, technical director and music
  director (if applicable)
7 Objectives in Production Meeting
• Get to know your crew and cast members

• Develop communication channels with
  your crew and cast members with an
  agreed schedule of rehearsals and
  performance deadlines

• Brief the crew of the overall concept of the
  festival event with your vision
7 Objectives in Production Meeting
• Convey expectation to each crew member
  (i.e., lighting scheme, color and style of
  costumes, major props, scene changes,
  mood, music and F&B)

• Budget discussion
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
Audition Requirements
• Create a comfortable setting for cast
  members
• Copies of scripts
• Fact sheets
• Photographers
• Cameramen
• Facilities in order (i.e., air-con, lighting,
  F&B, waiting room, WC)
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
Rehearsals
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
HKBU Festive Lecture 7 - manpower talent and stage management
Festive Exhibitions


How an exhibition is born?

“HKTDC Exhibition Video”
7 steps in an effective trade fair
Step 1: Securing a booth
• Most good exhibitions have long waiting list. It’s
  not easy to get a booth
• HKTDC has a point system based on:
   –   Application history
   –   Quality of products and designs
   –   Awards
   –   Production quality assurance certifications
   –   Branding effort (i.e., not just OEM)
   –   Relationship with HKTDC
7 steps in an effective trade fair
Step 2: Know what you want to sell and
  produce the marketing collaterals (i.e., a
  flyer, a brochure or a CD)
7 steps in an effective trade fair
Step 3: Develop a sales presentation and
  look for opportunities to reach clients
7 steps in an effective trade fair
Step 4: Pre-event marketing
• Database sourcing for direct marketing
• Onsite promotional platform bookings
• Advertising planning
• Pre-arranged sales meetings
• Staff recruitment and training
7 steps in an effective trade fair
Step 5: Pre-event PR
• Publicity event planning for media
  – Awards competition
  – Fashion show or parade
  – Seminar
  – Book signing
  – Special occassion ceremony
HKBU Festive Lecture 7 - manpower talent and stage management
How to get into this?
7 steps in an effective trade fair
Step 6: Booth design
• Find out how you want to interact with your
  clients and what you want to be selling
Booth Design
7 steps in an effective trade fair
Step 7: Follow up with leads
• Follow up meetings
• Issue standard corporate or product
  templates
• Put leads on CRM or at least on regular e-
  news update
• Customer loyalty program
Class Exercise
• Suppose you are hiring a manager in
  managing your exhibition booth at MIF,
  please draft a job description

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HELENE HECKROTTE'S PROFESSIONAL PORTFOLIO.pptx
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HELENE HECKROTTE'S PROFESSIONAL PORTFOLIO.pptx
 

HKBU Festive Lecture 7 - manpower talent and stage management

  • 1. Festive Event Management Subject Code: CEM4103 Lecture 7 Manpower, talent & stage management for festivals Developed & Presented by : Roy Ying Note: Pictures used in this power point file is for academic Purpose only
  • 2. Agenda • Process in identifying festive performing participants – The Beijing Olympic Example • Role of a production manager • Casting, audition, and rehearsals • Planning talent workshop • Manpower resource planning • Stage management
  • 5. How was it born? Beijing Organizing Committee of the Olympic Games The creative team (北京奥组委) • BOCOG* started soliciting programs worldwide for the Opening Ceremony in 2005. In 2006, 13 winning proposals started on their second round of competition. Based on the final results, a five- member directors' group was appointed from the three best teams. Zhang Yimou was chosen as artistic director.
  • 6. Creating artistic harmony • The concept of a "painting scroll" emerged and most of the original program ideas unfolded around it, forming the artistic concept of "displaying the world on a small square," demonstrating the progress of blending Chinese culture with world culture.
  • 7. One World One Dream • All members of the creative team believed that the Earth should appear in the Opening Ceremony, which thus conformed to the slogan "One World One Dream." Chinese painting was also one of the elements that the creative team emphasized. The concept of paper could combine perfectly with Chinese paintings and thus become the master link that ran through the performances of the Opening Ceremony.
  • 8. Two parts to make the whole By the end of April 2007, the creative team finally decided to divide the artistic performances into two parts: • the first half, "Brilliant Civilization," would highlight the past 5,000 years of Chinese civilization, and • the second half, "Glorious Era," would exhibit the great achievements and the new look of modern China, portraying the Chinese nation's dream of building harmoniously with the people of the world.
  • 9. Two parts to make the whole • On this stage, "moveable type printing," "Confucius' 3,000 disciples," "The Analects of Confucius," "Zheng He's ocean voyages" and "Chinese ritual music" would all be showcased, depicting a weighty painting of the flow of Chinese civilization. • The long scroll would also incorporate China's more recent achievements, including the "Bird's Nest."
  • 10. 29th Olympiad - 29 footprints • The creative team worked out a design that combined a display of the Olympic rings with "footprints of fireworks." 29 colossal "footprints," representing the Games of the XXIX Olympiad, would make their way into the stadium with the last "footprint" exploding in the air over the Bird's Nest.
  • 11. From creation to production • Highly skilled performers had to work through aches and pains to fulfill the requirements of dancing on the abstract backgrounds; this is especially true for the 60 artists that were chosen to surround the model Earth. During training, they were required to run, jump and somersault with their bodies leaning in fantastically different angles.
  • 12. Keys to identifying festive performing participants • Event’s brand in attracting talented directors and performing artists • A well designed theme • A well organized festive event structure • Budget is important, but it’s secondary
  • 13. Casting, audition, and rehearsals • Training centre or even academy is often required. In the case of Beijing Olympics, there was the BOCOG Ceremony Operation Centre
  • 14. Special Talent • BOCOG had to host a competition to solicit “children’s smile”
  • 15. Rehearsals up to 1 year ahead With a massive crew of over 15,000 cast members, rehearsals had to take place in different venues: • Choreography, • Costume, • Décor, • Scenery, • Lights, • Sound, • Fireworks As a key process of the production stage, the rehearsal of the program started in August at a designated place in Beijing's suburbs.
  • 16. Planning talent workshop • While choreographers will train their cast members, it’s important for everyone to know the theme and the full picture of the ceremony through workshops and briefings
  • 17. Manpower resource planning • For festive events, it’s not financially feasible to pay for every performer • 15,000 performers • World class artists and celebrities • Top notch production crew
  • 18. If you can’t pay $, you pay face Consultant to Opening Ceremony Appointment of Artistic Director BOCOG started public solicitation of the creative schemes for the opening and closing ceremonies of the Beijing 2008 Olympic Games in March 2005. After 3 rounds of evaluation out of 409 submissions, the team headed by Zhang Yimou was selected.
  • 21. Municipal government support • With 15,000 crew, the government needs to support in: – Venue – Accommodation – Training facilities – Food – Transportation
  • 22. The role of a Production Manager
  • 23. Production Work Allocation • Venue spaces • Sound and music • Costume • Stage management • Lighting and special effects • Set and props • Acting and directing • Script writing and creating scenes
  • 27. 7 Objectives in Production Meeting • Define your vision. What is the primary message you want your audience to take away? • Set a date for rehearsal. Invite stage manager, AV production, props designer, costumer, technical director and music director (if applicable)
  • 28. 7 Objectives in Production Meeting • Get to know your crew and cast members • Develop communication channels with your crew and cast members with an agreed schedule of rehearsals and performance deadlines • Brief the crew of the overall concept of the festival event with your vision
  • 29. 7 Objectives in Production Meeting • Convey expectation to each crew member (i.e., lighting scheme, color and style of costumes, major props, scene changes, mood, music and F&B) • Budget discussion
  • 46. Audition Requirements • Create a comfortable setting for cast members • Copies of scripts • Fact sheets • Photographers • Cameramen • Facilities in order (i.e., air-con, lighting, F&B, waiting room, WC)
  • 65. Festive Exhibitions How an exhibition is born? “HKTDC Exhibition Video”
  • 66. 7 steps in an effective trade fair Step 1: Securing a booth • Most good exhibitions have long waiting list. It’s not easy to get a booth • HKTDC has a point system based on: – Application history – Quality of products and designs – Awards – Production quality assurance certifications – Branding effort (i.e., not just OEM) – Relationship with HKTDC
  • 67. 7 steps in an effective trade fair Step 2: Know what you want to sell and produce the marketing collaterals (i.e., a flyer, a brochure or a CD)
  • 68. 7 steps in an effective trade fair Step 3: Develop a sales presentation and look for opportunities to reach clients
  • 69. 7 steps in an effective trade fair Step 4: Pre-event marketing • Database sourcing for direct marketing • Onsite promotional platform bookings • Advertising planning • Pre-arranged sales meetings • Staff recruitment and training
  • 70. 7 steps in an effective trade fair Step 5: Pre-event PR • Publicity event planning for media – Awards competition – Fashion show or parade – Seminar – Book signing – Special occassion ceremony
  • 72. How to get into this?
  • 73. 7 steps in an effective trade fair Step 6: Booth design • Find out how you want to interact with your clients and what you want to be selling
  • 75. 7 steps in an effective trade fair Step 7: Follow up with leads • Follow up meetings • Issue standard corporate or product templates • Put leads on CRM or at least on regular e- news update • Customer loyalty program
  • 76. Class Exercise • Suppose you are hiring a manager in managing your exhibition booth at MIF, please draft a job description