Lighting Design Process Appendix

Lighting Direction

Decide if lighting will be done in-house, with contractor, or a combination of both.

IN-HOUSE:

1. PM to create lighting design and installation schedule based on process below, in conversation with Media Integration Manger and 3D designer

2. Design Download Meeting

   • What: Meeting to establish lighting parameters for the exhibition, and walk through section by section. 3D Designer to bring printed floorplan. Media integration to mark up provided floorplan as-needed with light plan

   • Why: Convey to the lighting designer what the team needs and wants to accomplish through lighting in the exhibition, and make sure everyone understands the goals for each area of the design. This includes an understanding of conservation requirements as well as the type, quality, and quantity of the desired effects and moods.  

   • When: to be determined in initial scope meeting, but usually shortly after the contract has been signed.

   • Deliverables to bring to the Meeting

     • Light level parameters for all cases Provided by Registration or conservation.

     • Floorplan with light grid overlay--printout , elevations, and renderings

     • Description of mood, goals, ect (mood boards if appropriate)

     • Specialty areas called out

     • *ALL graphics should be represented, including run time, social hashtags, etc. Anything that will need to be lit.

   • Who: Production Manager/Supervisor, 3D Design, Design Director/Manager, PM(optional), Media Integration Manager

   • Followups: Media Integration reviews materials and flags if any approaches need specialized Contractor assistance 

3. Lighting Plan Review

   • What: Single meeting to walk through the show and confirm the plan. Scheduled by PM. Team goes section by section discussing approach. Media Integration team specifies where and what fixture will achieve the approach.

   • When: Following the review, X months in advance of opening (confirm with Media Integration minimum time needed to prep fixtures)

   • Who:  Production Manager/Supervisor, Production Director, 3D Design, Design Director/Manager, PM, Media Integration Manager, Media Integration staff as needed

OUT-OF-HOUSE:

1. Initial Scope Meeting with lighting designer

   • • When: After the floorplan is finalized or soon to be finalized. Likely after the review.

     • Who: Director/Manager of Design, 3D Designer, PM, Production Supervisor, Media Integration Manager

     • How: PM reaches out to Contractor to set up this meeting

     • From this meeting Contractor sends a proposal which includes schedule & fees

2. Design Meeting

   • What: Initial meeting to establish lighting parameters for the exhibition

   • Why: Convey to the lighting designer what the team needs and wants to accomplish through lighting in the exhibition, and make sure everyone understands the goals for each area of the design. This includes an understanding of conservation requirements as well as the type, quality, and quantity of the desired effects and moods.  

   • When: to be determined in initial scope meeting, but usually shortly after the contract has been signed.

   • Deliverables for the Meeting

   • Light level parameters for all cases Provided by Registration or conservation.

     • Floorplan, elevations, and renderings

     • Description of mood, goals, ect (mood boards if appropriate)

     • Specialty areas called out

     • *ALL graphics should be represented, including run time, social hashtags, etc. Anything that will need to be lit.

   • Who: Production Manager/Supervisor, 3D Design, Design Director/Manager, PM(optional), Morlights, Media Integration Manager

3. Design plan

3. • Morlights delivers design plan/hang plot based on design conversation

   • One meeting for Morlights to walk through the plan

Who: Production, 3D Design, Design Director/Manager, Morlights, Media Integration Manager

3. • Confirm/critique/finalize plan

   • Deliver plan to production to begin pulling & cleaning fixtures. (Minimum time required is 1 month, more is better)

Contracting

FM (Project Manager) creates a contract based on the proposal provided by contractor

Installation

Installation:

• Field Museum installs based on plan.

• If using contractors, Contractor participates in a few days of onsite work to:

  • Focus, aim, position and adjust all luminaires, set light levels and scenes, adjust programming for all lighting

  • Scheduled and coordinated by Production Supervisor/Manager, Media Integration Manager

Review:

• What: Walkthrough meeting (1-3hrs) to review all lighting and make adjustments (ahead of directors walkthrough)

• Why: Make sure that the lighting is achieving the desired goals

• Who: Design Director/Manager, 3D Designer, Contractor (if applicable), Media integration manager and/or technician

Punchlist

• Contractor (if applicable) to join Directors walkthrough meeting, make lighting adjustments based on notes

• Schedule follow-up time–one day of work post review

SMALL GALLERY HALLS (Comer, Brooker, Sci Hub)

Design and Installation is primarily handled in-house due to the limitations already in gallery. For exhibits in Comer that may need more advanced lighting setups, Morlights can be brought in on an as-needed basis.  ADD: In general, 3D design director/3D designer will communicate in advance (1 month to 2 weeks before the directors walkthrough) with media integration for a walkthrough.