Event Coordination in the Entertainment Industry
A Look at the Collaborative Efforts of Producing Special Events
Taught by:
Jay Sheehan (619)-594-4990
JSheehan@Mail.SDSU.edu
Carolyn Satter
Carolyn.Satter@sandiegotheatres.org
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Week One
Aug 26
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 2
Labor Day NO CLASS
Week Three
Sept 9
Discuss Group Project in More Detail
GUEST SPEAKER:
Jim Lennox – General Manager - Pacific Event Productions
From Concept to Conclusion- “Keeping the Client Happy”
Discuss Site Selection / Site Plans
Look at Site Plan Examples
Week Four
Sept 16
The Financials of Taking a Rock Band on the Road
GUEST SPEAKER: John Sanders-Director- Live Nation Global Touring
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 23
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 Sample Projects
Week Six
Sept 30
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
Handout- Marketing Checklists
Week Seven Discuss the Role of the Production Manager
Oct 7
Production Checklists for First Walk Thru / Client Meeting
Create / Handout: Production Checklists
Grade Update
Look at Sample Projects
Week Eight
Oct 14
Discuss Budgets / Operations / Production / Marketing / Overall
Sources of Revenue / Expenses
Create / Handout: Finance Checklist / Budget Format for project
Production Manager Quiz
Week Nine
Oct 21
Production and Operations Timelines – What Goes First?
Area Timelines/ Overall Timelines
Expand Project Concepts – Full Class Discussion
Budget Quiz
Week Ten
Oct 28
Guest TBA
Week 11
Nov 4
Group Work in Class (3:50-4:50)
Q & A On All Project Details FULL CLASS
Week 12
Nov 11
Group Work in Class
Q & A On All Project Details FULL CLASS
Week 13
Nov 18
Group Work in Class
Q & A On All Project Details FULL CLASS
Week 14
Nov 25
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 2
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 9
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
 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