Google review
Event Name: SSS Awards Dinner
Date: 01-6
Time: 10:00AM – 12:00PM
Meeting called by: Event Manager
Minutes to be taken by: Event Organizer
Attendees:
• Event Manager
• Event Organizer
• Lighting specialist
• Stage provider
• Florist
• Sound system provider
• Photographer
Key Roles
Responsibilities
Location
Equipment
Available
Protocols of use
Lighting specialist
-Work with the creative team to come up with ideas
-Design the lighting needed for the event
-Entrance
Stage -
Reception area
Electric
Wiring
Prepare an order send it to the event organizer one week before the event
Stage provider
-Make sure the stage is safe
-Make sure that all need it equipment are in their right place on the stage
Stage area
Screen
Projector
Podium
Prepare an order send it to the event organizer one week before the event
Florist
-Prepare and deliver of flowers
-Arrange flowers on table
Entrance-
Stage-
Dining table
Flower arrangement special tool
Flowers should be ready two hours before event time
Sound system provider
-Fix and test the sound System
-Make sure the sound System is safe
Stage
Sound System room
Dining area
Speakers
Mic
Wires
Sound proof
Install them taking into consideration safety issue
Photographer
Prepare camera-
-Prepare special lighting for photo shooting
Entrance
Dining area
Stage
Camera
Stand
Light
Take the permission before photo a guest
Other considerations:
Dealing with conflict:
• Before & After the event.
• Refer to the event production schedule.
• During the event.
• Refer to event organizer.
Dealing with minor incidents
• Reach a win-win situation
• Report to the event organizer
Sponsor's requirements
• Lighting: direct lighting to guest speaker
• Stage manager: place Saudi flag on the right side of the podium
• Sound system technician: play national anthem during the opening ceremony
Standards of personal presentation
• Shower should be taken before the event
• Hair should be short and tidy
• Uniform clean and ironed
Health, safety and security procedures
• Check floor plan
• Check fire system, extinguishers and fire alarm
• Make sure electric wring is covered
