A Look at the Collaborative Efforts of Producing Special Events
Taught by: Jay Sheehan (619) 594-4990
JSheehan@Mail.SDSU.edu
Carolyn Satter (619) 615-4151
Carolyn.Satter@sandiegotheatres.org
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Do you ever go to a concert or special event and wonder, “How do they make all this happen?” Theatre 476 will take a look into the nuts and bolts of producing such an event.
From the front of house operations and ticketing, to the backstage world of production management, this class will delve into the major aspects of working collaboratively to produce large scale events.
Week One Introduction of Faculty
Jan 26 Hand Out / Discuss Syllabus
Talk about Expectations of Students- Collaboration
What is a “Special Event”?
Assign Groups – Discuss Management Positions in Event Project
Week Two Continue Further Discussion From Week One
Feb 2 Discuss The Operations Manager
How to Layout a Temporary Concert Venue
Look at Past Projects – Pros and Cons
Handout/Discuss: Operations Checklists
Week Three Scale Drawings – Computer Assisted Drafting of Site Plans
Feb 9 Groups to Discuss/ Produce Written Statement by End of Class
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What the Event Is

Where the Event Is Produced

Who Gets the Event Profits
Quiz: Site Plans / Operations Manager Checklist
Week Four The Production Manager in Special Events
Feb 16 The Venue Production Checklist

Time Lines – Load in and Event Schedules
Look at Examples
Handout: Production Checklists
Week 5
Feb 23
Week 6
Mar 2
Budgets – Finance of Special Events
Income / Expenses /
Post on Blackboard: Finance Checklist / Budget Format for project
Production Manager Quiz
Marketing and Ticketing
Guest Lecturer- Kira Kinkenberg / Owner-“The Kira Co”
Guest Lecturer – June Barrarras – Head of Ticketing –All SDSU Events
Handout- Marketing Checklists – Definitions
Budget Quiz
Week 7
Mar 9
Week 8
Mar 16
Guest Lecturer
TBD
Group Work (Jay and Carolyn in Cincinnati at USITT)
Week 9
Mar 23
Week 10
Mar 30
Spring Break
NO CLASS
Group work in class
Week 11 Group work in class
Apr 6
Week 12 Group Work in class
Apr 13
Apr 20
ALL PROJECTS DUE !!
Group Presentation
#1 3:40-4:00
#2 4:10-4:30
#3 4:40-5:00
#4 5:10-5:30

Apr 27
Group Presentation
#5 3:40-4:00
#6 4:10-4:30
#7 4:40-5:00
#8 5:10-5:30
May 4
Group Presentations
#9 3:40-4:00
#10 4:10-4:30
#11 4:40-5:00
#12 5:10-5:30
Class will meet during Finals week if needed for additional group presentations

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Responsible for all aspects of Event from the stage forward
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Site Plans

Permits
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Security / Crowd Control / Ushers

Medical

Clean up

Overall Staffing

Works Closely with Production Manager

Works Closely with Box Office Manager
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On Site Radio station and Promotions
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Budgets

Responsible for all aspects of Event from the stage backwards
 “Advances the Show” o Lighting / Sound
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Crew Calls

Schedules
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Dressing Rooms Requirements

Catering

Works Closely with Operations Manager

Budgets

Artist Transportation


Responsible for all marketing and promotional aspects of
Event

Works with Artist / Record Company on show promotions
 Sets Ticket prices / “Scales the House”

Creates Ad Packs

Works with Graphic Designers on Ad Creation

Works with radio stations for give aways and promotions

Buys radio air time

Buy Television Air time

Works with creative staff of commercial production company

Budgets

Responsible for all financial matters of the event

Creates budgets / Spreadsheets

Feasibility work on Event potential profit

Minimizes loss / producer exposure to risk
 “Settles” the show
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Payroll

Pays the Bills

Cash Needs

Works Closely with All other department