Event Coordination in the Entertainment Industry
A Look at the Collaborative Efforts of Producing Special Events
v2
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
Aug 25
Introduction of Faculty
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
Sept 1
Labor Day NO CLASS
Week Three
Sept 8
Discuss Group Project in More Detail
The Financials of Taking a Rock Band on the Road
GUEST SPEAKER: John Sanders-DirectorLive Nation Global Touring
Discuss Site Selection / Site Plans
Look at Site Plan Examples
Week Four
Sept 15
GUEST SPEAKER:
Jim Lennox – General Manager - Pacific Event Productions
From Concept to Conclusion- “Keeping the Client Happy”
Groups to Discuss/ Produce Written Statement by End of Class
 What the Event Is
 Where the Event Is Produced
 Who Gets the Event Profits
Quiz: Site Plans
Week Five
Sept 22
Projects Determined
Discuss the Role of the Facility / Operations Manager
How Does an Operations Manager Design / Build a Concert Venue?
Handout/Discuss: Operations Checklists
Look at Scale Drawings and The Use of a Scale Rule
Week Six
Sept 29
The Role of the Marketing Manager and Box Office Manager
Putting a Show Onsale-Methods / Theories
Guest Speakers: Kira Finkenberg – Owner “The Kira Co”
June Bararass – Director of Ticketing – SDSU
Viejas Arena/ Open Air Theatre
Operations Quiz- Scale Drawing Quiz
Handout- Marketing Checklists
Week Seven Discuss the Role of the Production Manager
Oct 6
Production Checklists for First Walk Thru / Client Meeting
Create / Handout: Production Checklists
Grade Update
Look at Sample Projects
Week Eight
Oct 13
Discuss Budgets / Operations / Production / Marketing / Overall
Sources of Revenue / Expenses
Create / Handout: Finance Checklist / Budget Format for project
Production Manager Quiz
Week Nine
Oct 20
Production and Operations Timelines – What Goes First?
Area Timelines/ Overall Timelines
Expand Project Concepts – Full Class Discussion
Budget Quiz
Week Ten
Oct 27
Guest TBA
Week 11
Nov 3
Group Work in Class (3:50-4:50)
Q & A On All Project Details FULL CLASS
Week 12
Nov 10
Group Work in Class
Q & A On All Project Details FULL CLASS
Week 13
Nov 17
Group Work in Class
Q & A On All Project Details FULL CLASS
Week 14
Nov 24
Group Presentation
#1
3:40-4:00
#2
4:10-4:30
#3
4:40-5:00
#4
5:10-5:30
Week 15
Dec 1
Group Presentation
#5
3:40-4:00
#6
4:10-4:30
#7
4:40-5:00
#8
5:10-5:30
Week 16
Dec 8
Group Presentations
#9
3:40-4:00
#10
4:10-4:30
#11
4:40-5:00
#12
5:10-5:30
ALL PROJECTS DUE !!
Class will meet during Finals week if needed for additional group presentations
Grading: 60%
20%
20%
Final Project –
35%
Content of Event Plan
65%
Concept and Presentation
Quizzes
Participation
Group Project Job Descriptions
The Operations Manager:
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Responsible for all aspects of Event from the stage forward
Site Plans
Permits
Security / Crowd Control / Ushers
Medical
Clean up
Overall Staffing
Works Closely with Production Manager
Works Closely with Box Office Manager
On Site Radio station and Promotions
Budgets
The Production Manager
 Responsible for all aspects of Event from the stage backwards
 “Advances the Show”
o Lighting / Sound
 Crew Calls
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Schedules
Dressing Rooms Requirements
Catering
Works Closely with Operations Manager
Budgets
Artist Transportation
The Marketing Director
 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
The Finance Manager
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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
Payroll
 Pays the Bills
 Cash Needs
 Works Closely with All other department