The client usually communicates with the director, producer or technical director, rather than with the crew members. The technical director communicates with the crew supervisor e.g. Vision Director or in larger events, the Vision team supervisor. If there is a technical issue, a crew member should report directly to their supervisor, rather than the technical director (the technical director’s role is a more ‘big picture’ overseeing role, not dealing with a broken lead).

At all times, the client must be treated respectfully and made feel confident in the ability of the crew.

Prior to the production meeting, the client will have supplied a document outlining their requirements. A pre-production meeting with the client and the director, producer and technical director will occur where the client will discuss their requests and any issues pertaining to these requests will be discussed. In some events, the client is also the director.

During the live production, communication between crew is usually over comms or ‘cans’ as they are known in Entertainment Industry jargon.   During the live production, the stage manager is in charge and will give cues to lighting, audio and vision. In corporate events, the stage manager is called the ‘show caller’.

Post production, the client has a meeting with the director, producer and technical directors. This is where the production is evaluated and improvements for the next event are discussed. In corporate work, the client may not attend the meeting. They may provide feedback to the director instead.

Meetings are held within production areas pre-production and post-production. These are usually run by the Head Technician of each area, e.g. Vision Director.

When working with vision systems on your own event or with a client there is fundamental contextual information you need to know. 

■  Where is the vision system being used? (for example: venue type and size)

■  Who is the vision system being used for? (for example: audience demographic and size)

■  What is the nature of the vision presentation? (for example: video, computer, camera or slides)

■  What vision system equipment is needed?

■  Who will be operating the vision system?

■  Is the vision being used captured live or pre-recorded?

Ensure you get ALL the information you need - ask questions!

Below is an outline a client has emailed you about an event that they wish you to do vision for:

Scenario

A director for a local theatre company has approached you about leading the vision team for the play that will be hitting the stage in 3 months time. She has let you know that is will be being performed in the local Civic Theatre which holds approximately 500 people. She is hoping to project a lot of the sets on the cyclorama but there will also be a large monitor that will show pre-recorded footage of characters. 

Create a document that attempts to answer the questions above in the section on 'The Client Brief'. Create an email reply that communicates your intention to take on this event. It must also include three questions to ask the client about things that are not clear in the emailed outline. This could be to do with equipment, stage placement, other staging piece that need consideration, etc.