13/01/14
ATTENDEES
Paul Pope (Chair)
Anna Brown
Ashleigh Gow
Mark Edgington
Nicky Davis
Matthew Elliot
Jordan Potsig Simpson
Jordan Simpson
Sophie Brown
Lucy Andrew
John McDermott
Jordi Williams
Joel Murray
Anna Brown
Ashleigh Gow
Mark Edgington
Nicky Davis
Matthew Elliot
Jordan Potsig Simpson
Jordan Simpson
Sophie Brown
Lucy Andrew
John McDermott
Jordi Williams
Joel Murray
SCRIBE
Ashleigh Gow
Ashleigh Gow
MINUTES
In terms of Marketing, as the team are not skilled with suitable software they will look into either being trained on it, but as this could be time consuming they will look at employing someone who is willing to help. Mark suggested Karl from Reprographics be asked to assist. The marketing team agreed to find this out by tomorrow before any deadlines are set.
In terms of Marketing, as the team are not skilled with suitable software they will look into either being trained on it, but as this could be time consuming they will look at employing someone who is willing to help. Mark suggested Karl from Reprographics be asked to assist. The marketing team agreed to find this out by tomorrow before any deadlines are set.
There is no name for the event, something that has to be
decided in the next meting when the client is present.
By the 21st of January, the Front of House team
will issue a number of staff they need so that they can be arranged. Also on
the 21st, initial ideas will be presented about how
catering/decorating will run.
Jordan from the Technical Team and the Stage Management team
will also produce a list of ‘Amount of Staff needed’ by the 21st.
A Basic Lighting concept will be produced by Thursday 16th so the team are kept up to speed with how the
performance will look.
Colour scheme for performance will be discussed tomorrow.
Paul suggested that each team also meet outside the larger
meetings in order to discuss small things
e.g. The Colour so time is not wasted in larger meetings.
Jordan agreed that the lighting will be finalised by 27th
of January.
Anna asked if there are any costumes that need to be ordered,
and if so she would like this done by Thursday, however this will be discussed
further when the Client is present.
She will need 4-5 people as dressers on the night.
And by the 7th February she will need an
iron/ironing board and sewing Kit to make final alterations and amendments to
costumes.
The stage management team will have a set list by Friday and
will issue a copy of this to everyone else.
Paul warned that should a deadline be missed the work will be
take from the person responsible and given to someone else so organisation is
key with this unit following others on the course.
Jordan made a drop Box so that any documents made could be
shared via this.
The team discussed the agenda for next meeting
Meeting Adjourned.....
at this point in the process front of house did not have much involvement as the emphasis was on marketing and technical
15/01/14
ATTENDEES
Paul Pope (Chair)
Anna Brown
Ashleigh Gow
Mark Edgington
Nicky Davis
Matthew Elliot
Jordan Potsig Simpson
Jordan Simpson
Sophie Brown
Lucy Andrew
John McDermott
Jordi Williams
Joel Murray
Rachel Windle
Anna Brown
Ashleigh Gow
Mark Edgington
Nicky Davis
Matthew Elliot
Jordan Potsig Simpson
Jordan Simpson
Sophie Brown
Lucy Andrew
John McDermott
Jordi Williams
Joel Murray
Rachel Windle
SCRIBE
Ashleigh Gow
Ashleigh Gow
MINUTES
Paul suggested that as appose to the drop box, if the team use the Priestley Drive, this would be quicker and easier as everyone is already signed up to this and no new accounts need be made. This way it is also easier for staff to access should they need to. The team agreed to this.
Paul suggested that as appose to the drop box, if the team use the Priestley Drive, this would be quicker and easier as everyone is already signed up to this and no new accounts need be made. This way it is also easier for staff to access should they need to. The team agreed to this.
With regards to the name of the event, she doesn’t mind an
‘arty’ word as long as the tagline reads
‘a celebration of Contemporary dance’.
Marketing stated that Karl from reprographics will be
creating the posters/flyers etc. From a design that they will discuss with him
Friday 17th will be the day they show us initial
concepts for the team to choose from. This way Posters can be produced at the
beginning of next week.
Rachel suggested that the open evening on Monday 30th
should be an opportunity to advertise. Paul will speak to Mike Southworth’s PA
about adding that on the set list for his speech.
Rachel also suggested that the marketing team work closely
with Andrew Moores, the College’s pr officer.
Anna suggested the name ‘Amalgamation’ for the event’s name.
Translating this into different languages will provide more options.
With regards to a colour scheme, Rachel says that the pieces
are so varied, it isn’t worth matching colour schemes, so marketing do not need
to compliment the lighting. However the colours for marketing should be
consistent.
Jordi suggested Black and White however the group unanimously
agreed this was not eye catching.
Paul suggested when Karl makes mock ups, if several be made
with different colour schemes, this way the group can make a decision.
It was stated that Anna will not have to purchase or source
any costumes as the dancers will be responsible for this.
Rachel stated that there is no set and props at this moment
in time. If this changes, she will inform us ASAP but the changes will be
minimal. We have been given 3 rooms so far. The Gallery, Drawing Room and
Generals room. Possibly more upstairs for dressing rooms this has to be
confirmed with Shelagh. There will also be a maximum of 50 audience in each of
the performance spaces. Yet the seating orientation has not been arranged, but
will most likely be end on in each room.
Rachel confirms that the set list will be done by Friday for
the Stage Management Team.
Due to sound complications, it was suggested that from a
technical point of view, have performers in one room facing one way, and
opposite in the other so there isn’t a battle for volume on the night.
Paul has a new calendar for deadlines to be put on, everyone
was still in agreement for the deadlines set yesterday.
With regards to programmes, Rachel informed Gemma what needs
to be on them and what should be left out, however this can not be planned
without the set list.
Also it was confirmed everything will be ran through Arley
with regards to ticket sales. The public must phone Arley if they wish to buy a
ticket.
Meeting adjourned.
again front of house didn't have much to discuss apart from the key colours and themes for articles such as tablecloths
21/01/14
ATTENDEES
Paul Pope (Chair)
Anna Brown
Ashleigh Gow
Matthew Elliot
Jordan Simpson
Lucy Andrew
John McDermott
Joel Murray
Anna Brown
Ashleigh Gow
Matthew Elliot
Jordan Simpson
Lucy Andrew
John McDermott
Joel Murray
SCRIBE
Ashleigh Gow
Ashleigh Gow
MINUTES
Posters design original concept was presented by Gemma. The group were unsure about the alignment of the text as it may be difficult to read. The Arley Hall picture looks amateur and the group discussed having the image watermarked or having a sketched image of the house.
Posters design original concept was presented by Gemma. The group were unsure about the alignment of the text as it may be difficult to read. The Arley Hall picture looks amateur and the group discussed having the image watermarked or having a sketched image of the house.
However after a vote, the group decided we would rather have
it silhouetted or nothing at all. On
Friday they will be presented and we will choose our favourite.
Paul stated that Rachel wanted a hand out to be given to the
dancers, detailing call times/the schedule for rehearsals and show night and
also how they can book tickets. The tech team and stage management team will
organise this by Monday 27th.
Managers handed in their typed up responsibilities and given
to Paul, Anna and Jordan did this, Lucy and Ashleigh will do this at the end of
the day.
The FOH layout/schedule/agenda will be organised by Monday 27th
by Ashleigh
Deadlines for Monday 27th were re-confirmed.
Paul will contact Shelagh at Arley Hall this week regarding
any queries. These queries were discussed
The group were reminded to add any documents made to the
Priestley Drive.
Meeting adjourned.
front of house again not much progress in this point in the production process
28/01/14
SCRIBE
Jordi Williams
Jordi Williams
MINUTES
Marketing and Technical team were thanked for completing
there deadlines to a high standard
Marketing will be attending open evening to advertise the
event with flyers and will discuss with Kath Hope about getting the image on
the plasma screens.
A meeting has been arranged with Andrew Moores to discuss
having the event advertised in the local paper.
Paul stated that all teams must provide a pre-show checklist
for their crews, and this can be signed by the manager of that team and the
Events Manager for evidence on our blogs.
Sound Operators should attend the rehearsal on the Monday
with the stage Management Team.
Font of House intend to serve Fruit Kebabs and melted
chocolate, they intend to get these from whole salers and will have estimates
by the next meeting.
The Kitchen can be used, however as this is in a separate
building to where FoH will set up this may be inconvenient. We may use the
kitchen in the Tudor barn, but only the sink and none of the appliances as this
belongs to an external caterer.
Paul will double check if Arley Hall are serving food.
Front of House have decided to set up the box office at the
tudor barn.
Rachel stated that a 3 piece band will provide entertainment
during the interval and pre show. Georgia Kilshaw from the band will send Paul
a set list and desired equipment, he will then share this on Priestley drive.
Programmes will now begin to be discussed once the set list
has been confirmed after the change.
Shelagh has confirmed 50 seats per room, however these may
need to be rearranged to fit lights in the room yet Shelagh has agreed that
this can be done.
It was discussed showing the Moldova video, however due to
the technical demands and the time constraints this was unanimously disagreed
with.
Charity buckets may be used however this is not a priority.
Marketing discussed promoting further, perhaps advertising
round town.
the day of my return ...as a front of house team we sat down and discussed food service ideas such as the fruit kebabs with chocolate a fresher and more original idea instead of the usual cakes we usually serve and we needed to confirm with the hall if they had any qualms with us using chocolate within the hall
this is the equiptment checklist for front of house collated as we collected the nessicary materials needed we built up an equiptment checklist to ensure everything we took with us was returned that needed to be.:
Front of House Equipment Checklist
Car Parking:
Radios (charged) x6
Torches
Luminous Jackets / ensure everyone brings suitable attire e.g. a coat.
Umbrellas
Sign posts
Box Office:
Clicker
Raffle ticket book
Programmes
Refreshments:
Frozen party food
Cordials
Plastic cups
Menus
Trays
Float
3 Piece Band (any requirements?)
Decoration:
Table cloths
Tea lights / lanterns
Confetti
food
the idea we had for front of house originally was fruit kebabs as we thought it would be a fresh healthier option to the usual cakes that we usually offered as a department, this and the people we usually rely upon for baking of cakes would already out of pocket already due to the recent event of the Moldova events etc.. looking again whilst comparing the pricing of the fruits needed to make the kebabs would add up to around £100 that's whilst using price comparison websites for groceries to find the cheapest possible price. Arley also told us during the process that we would not be allowed chocolate fountains in the barn as the barn is historic and may be damaged or stained by the molten chocolate dripping on them.
leading on from this we chose to look at mini frozen foods to save on costs so we hit Iceland and sourced a pack of frozen party desserts which was 75 pieces for the cost of 5 pounds which equated to a cost of 15p per piece...so as long as we sold them for over 15p each we would make a profit.
drinks wise we chose cordial straight off as a refreshment beverage this was mostly because arley staff would be serving tea and coffee during the interval so we decided to offer cold drinks to not clash and offer a wider range for peoples taste we shopped around and eventually purchased two bottles of Robinsons double strength cordial for £2.95 from asda which would cover the two nights
alcohol wise originally we decided that we wouldn't serve alcohol as we thought it would be too costly and most people wouldn't purchase it as they would be driving anyway... for variety reasons we were overridden and it was decided we would be serving alcohol so we purchased two boxes of wine which would have catered for both nights one red one white from Morrison's altogether costing £17
originally we were going to sell the food but in the end with the audience size we decided to do it for free in the centre of the tables on cake stands drink we chose to price at 50p for cordial and £1 for wine to cover costs
the float
on the day of the event we organised a float full of petty cash of the value of £40 for change if there was any ticket/drink sales that need to be given float from finance
food
leading on from this we chose to look at mini frozen foods to save on costs so we hit Iceland and sourced a pack of frozen party desserts which was 75 pieces for the cost of 5 pounds which equated to a cost of 15p per piece...so as long as we sold them for over 15p each we would make a profit.
drinks wise we chose cordial straight off as a refreshment beverage this was mostly because arley staff would be serving tea and coffee during the interval so we decided to offer cold drinks to not clash and offer a wider range for peoples taste we shopped around and eventually purchased two bottles of Robinsons double strength cordial for £2.95 from asda which would cover the two nights
alcohol wise originally we decided that we wouldn't serve alcohol as we thought it would be too costly and most people wouldn't purchase it as they would be driving anyway... for variety reasons we were overridden and it was decided we would be serving alcohol so we purchased two boxes of wine which would have catered for both nights one red one white from Morrison's altogether costing £17
originally we were going to sell the food but in the end with the audience size we decided to do it for free in the centre of the tables on cake stands drink we chose to price at 50p for cordial and £1 for wine to cover costs
the float
on the day of the event we organised a float full of petty cash of the value of £40 for change if there was any ticket/drink sales that need to be given float from finance
for the table designs we decided on red tablecloths with a lantern in the middle with confetti scattered on the table. As it was close to valentines day. Along with a smaller audience number than usual to create a more intimate feel.
costume
to present to the audience we decided on a theme on formal dress code as we were front of house and therefore on display to the audience at all time, along with this the hall itself is a stately home and therefore we would look out of place dressed informally. Colour wise we decided on the normal colour for production team of black with a flash of white...in my instance this was black trousers, waistcoat and tie with a white shirt.
costume
to present to the audience we decided on a theme on formal dress code as we were front of house and therefore on display to the audience at all time, along with this the hall itself is a stately home and therefore we would look out of place dressed informally. Colour wise we decided on the normal colour for production team of black with a flash of white...in my instance this was black trousers, waistcoat and tie with a white shirt.
department job roles
decoration
for the table designs we decided on red tablecloths with a lantern in the middle with confetti scattered on the table. As it was close to valentines day...along with a smaller audience number than usual to create a more intimate feel.
Job Roles :
Wednesday 12th February
Car Parking: Kara, Daniella, Toby & Ashleigh
Box Office (welcome / ticket collection): Leah, Andy & Drew
Ashleigh to supervise Car Parking & Drew supervise box office.
Interval: ALL help serve refreshments. (2 floats)
Post Interval: ALL help tidy up / guide audience as they switch rooms to ensure process is smooth.
Moldova charity collection buckets on exiting: Leah & Daniella
|
Thursday 13th February
Car Parking: Andy, Leah & Drew.
(Possibly more, depending on how smoothly Wednesday goes.) Box Office (welcome / ticket collection): Kara, Toby, Daniella
Ashleigh stays at the box office & Drew supervises Car Parking
Interval: ALL help serve refreshments. (2 floats)
(Again, possibly to be rearranged after the night before)
Post Interval: ALL help tidy up / guide audience as they switch rooms to ensure process is smooth.
Moldova charity collection buckets on exiting: Toby & Kara
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