How to Brief Suppliers and Contractors Tom Ralston, Project Manager Eclipse Staging Services LLC.
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Transcript of How to Brief Suppliers and Contractors Tom Ralston, Project Manager Eclipse Staging Services LLC.
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How to Brief Suppliers and Contractors
Tom Ralston, Project Manager Eclipse Staging Services LLC
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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
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Tom Ralston, Project Manager
Qasr Al Hosn Festival
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Tom Ralston, Project Manager
Justin Beiber
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Tom Ralston, Project Manager
Bruno Mars
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Tom Ralston, Project Manager
Dubai NYE 2013
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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
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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
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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?
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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.
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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.
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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.
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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.
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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
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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
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Questions and Answers?
Tom Ralston, Project Manager