How to Brief Suppliers and Contractors

Tom Ralston, Project Manager Eclipse Staging Services LLC

Tom Ralston, Project Manager

Established in 2003, Eclipse Staging Services LLC is a leading supplier of technical production services to the live events industry. Based in Dubai and active throughout the entire GCC, Eclipse’s inventory comprises of a variety of lighting, audio, video, laser, interactive and power distribution equipment Support a wide range live events such as conferences, product launches, major concerts, exhibitions, special events, awards ceremonies and large public festivals. For more information, please visit: www.eclipse.ae

Tom Ralston, Project Manager

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Tom Ralston, Project Manager

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Tom Ralston, Project Manager

Bruno Mars

Tom Ralston, Project Manager

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Contents of Seminar

Tom Ralston, Project Manager

• What is a production brief?

• Initial Discussions and Key Points

• Submission Deadlines from Suppliers, Approval Deadlines from you, the client

• Further Discussions and Sharing Information once a supplier has been appointed

• Questions and Answer

What is a Production Brief?

Tom Ralston, Project Manager

Taking clients goals, objectives, and concept and translating this into a detailed description of works

• The brief should give a complete overview of your event – venue, key timings and dates

• A document, or series of documents that will be submitted to your suppliers for quoting

• Split into different disciplines – technical ,logistics, structural etc

• Contain all important contact information and the roles of each person

• Concentrate on the best practices and the pitfalls to avoid

Initial Discussion with Suppliers and the key points to raise

Tom Ralston, Project Manager

• Make sure your brief contains all major elements, but ensure clarity and focus remains. • Date & Time• Venue• Capacity• Any Plans/Plots/Visuals

• Do not submit 1 paragraph to a supplier stating: “please quote on an event with some lights, some rigging, some audio and some video, venue TBC (not sure if it is in/outdoors), dates TBC, audience capacity TBC” • Who is responsible for what on site – crew accommodation, transport, catering and drinking water?

Initial Discussion with Suppliers and the key points to raise

Tom Ralston, Project Manager

• Face to face initial meetings with suppliers – combination of written and verbal briefing

• From a suppliers point of view it is good to speak with the client before submitting the quote so that any issues and ideas can be talked about. • Ensure you have to hand key, must know information about the event. When is it, proposed build schedules, venue curfew times etc • Develop greater awareness of the project on all levels.

• Briefing suppliers is not just about giving information.

• Use this as an opportunity to look at the overall event plan, not just that suppliers specific discipline.

Initial Discussion with Suppliers and the key points to raise

Tom Ralston, Project Manager

• At Eclipse, we believe in a partnership approach to event planning. Co-operation is a key component to success.

• From your point of view, it give you another perspective into how all of the different elements in the event will work together.

• Make note that the supplier has taken the time to go and see you, rather than just a fairly impersonal email with a price for services.

• Do not make the mistake of thinking that you know it all.

• Utilise the technical expertise of those you are briefing and also your other contacts in the industry.

Submission Deadlines from Suppliers, Approval Deadlines from you, the Client

Tom Ralston, Project Manager

• Set a clear and defined deadline for suppliers to get back to you in submitting costs.

• Outline specific dates and deadlines for yourself - when must you make certain decisions in confirming suppliers and contractors – do not leave it to the last minute. • It isn’t always the cheapest quote wins.

• Who is going to be the best for the job and for you?

• Remember that if is your company name and personal reputation on the line.

Further Discussions and Sharing Information

Tom Ralston, Project Manager

• Once you have a chosen a supplier, make it your first priority to put them in direct contact with any show production managers, touring or international crew etc.

• Set Designers• Lighting Designers• Sound Engineers• Technical Crew Chiefs• Logistics Supervisors

• Your suppliers can then go into the finer details of how the show will be set up and run.

• If you feel it is necessary, insist in being CCd in all conversations.

• Remove yourself as simply being the middle man in all conversations, passing on information – it will only delay all communication.

Further Discussions and Sharing Information

Tom Ralston, Project Manager

• Use the meetings and email chains as a forum for suppliers to discuss the points raised.

• Open a shared Dropbox account with all suppliers for general release information • Venue Plans • Site Visit Photos • Concept Visuals• Schedules

Summary

Tom Ralston, Project Manager

• In summary, the key elements to successfully brief suppliers and contractors are:

• A complete overview of your event

• Ensure the brief keeps its clarity and focus

• Who is responsible for what on site and during the planning stage

• Set a clear and defined deadline for suppliers

• Outline specific dates and deadlines for yourself

• Do not leave it all until the last minute

Questions and Answers?

Tom Ralston, Project Manager