ATMOSPHERE GUILD BOOK

EVENT TASKS

The following is a list of tasks and goals for Guild members who take on event positions. Ideally there is Guild representation at SetUp and at CleanUp.

AMBIENCE COORDINATOR

Pre-event

Budget – Working with Event Exchequer to determine budget for decor and/or event favors.

Staffing – Determining who will be Ambience Coordinator for the event, recruiting additional creative support as needed.

Lighting – Considering ambient lighting and ways to thematically enhance and area or light up dark areas of the site.

Sign In Sheet – Creating the Sign In Sheet for the event, ensuring there is plenty of room for signatures, and the base material will accept Sharpie ink. The Sign In Sheet gets brought to the Gatekeepers area preferably before the site opens.

Decor – Brainstorming scenic elements and considering low-cost ways to create them. Consider borrowing when possible.

Areas – Reviewing the locations/areas of the site and of the event and considering lighting and decor potentials for each. Consider if secondary music is appropriate.

Centerpieces – Brainstorming thematic centerpieces that include light.

Event Favors – Considering if there is some reasonable/practical event favor that could be easily crafted or purchased to enhance the ambience of the event (ie, animal ear headbands, viking braid headbands, valkyrie wing headbands).

Meetings – Coordinating Craft Nights to build centerpieces, props, event favors, etc.

Special Effects – Determining if there is any dramatic piece or occurrence that would enhance the theme of the event, and if so, coordinating it.

Signage – Determining what signage is needed, then either providing or arranging for it. Includes coordinating with Tavern Keepers & Gate areas for their signage. May include site signage (ie, Do Not Enter, Bathroom, etc). Ideally signage is thematically appropriate.

SetUp – Determining (and then coordinating) if early SetUp is needed, and arranging for staffing.

Staffing – Ensuring adequate staffing for SetUp and CleanUp (‘big decor’ events should have at least three people to help take down ambience).

At-event

Table Preparation – Put out table centerpieces (and light them), any food table decor, Gate table decor.

Signage – Ensure any signage is out.

Lighting – Ensure all lighting is on.

Decor – Put out any last-minute items.

Event Favors – Ensure any event favors are at the Gate, with instructions.

Special Effects – If there is a special effect, ensure it occurs, or keeps going.

Review – Throughout the event, review decor & lighting (etc) for maintenance issues.

Post-event

CleanUp – Taking down/removing decor as early as possible (ie, when Gate closes, or other areas shut down, or as seating tables are vacated, removing the centerpieces). If there is sufficient staffing, removing as much decor & lighting as the event winds down. Returning the day after the event during CleanUp to finish putting away decor.

Decor & Lighting – Ensuring any borrowed items are returned to owners.

Ambience Staff – Ensuring that all ambience staff are credited for working shifts.

ENTERTAINMENT

The Entertainment Department consists of Music, Game, and Performers. Music/Dancefloor happens at every “house party” event, and at some “convention party” events. Games are optional at “house party” events, and performers are uncommon at “house party” events.

MUSIC

Pre-event

Music – Choosing a playlist of songs, based on danceability, and/or thematic appropriateness. Special attention should be paid to the ‘Anthem Block’ and its timing -- should be geared to hit very close to midnight.

Video – Determining if supporting or alternate video should be displayed.

Lighting – Determining appropriate lighting, arranging for it to be brought to the site.

Equipment – Determining appropriate equipment, arranging for it to be brought to the site. Getting it set up and tested in advance. Considering feasibility of additional equipment to pipe music outdoors as well.

At-event

Music/Video – Play music and/or video during the event, monitor equipment for safety. Stop music during Announcements. Play ‘Anthem Block’ at the right time.

Post-event

CleanUp – Taking down/removing equipment, including lighting. Ensuring any borrowed items are returned to owners.

GAME

Pre-event

Budget – Working with Event Exchequer to determine budget for game creation.

Staffing – Determining who can create the Game, and what staffing may be needed at event.

Prizes – Considering if prizes are needed for game, then arranging for them (purchasing, etc).

Infrastructure – Identifying if there any special infrastructure needs for the game (ie, pavilion, electricity, lighting, tarps, tables, chairs, tablecloths, etc) and then coordinating that with SetUp.

Signage – Determining what signage is needed, then either providing or arranging for it.

SetUp – Ensuring game area (if needed) is set up appropriately.

At-event

Game Setup – Ensure game is ready to be played, provide instructions as needed.

Signage – Ensure any signage is out.

Staffing – If any staff is needed, ensure they are trained and managing the Game.

Post-event

CleanUp – Taking down/removing any game-related materials. Ensuring any borrowed items are returned to owners.

Staff – Ensuring that all gaming staff are credited for working shifts.

PERFORMERS

Pre-event

Identifying Needs – Determining if there are any appropriate performers to include in the event.

Arranging Talent – Locating and arranging appropriate performers.

Scheduling Talent – Coordinating timing, establishing a schedule for performers.

Infrastructure – Identifying if there any special infrastructure needs for the performers (ie, pavilion, electricity, lighting, tarps, tables, chairs, tablecloths, music, etc) and then coordinating that with SetUp.

Decor – If appropriate, brainstorming scenic elements with the Ambience Department.

Signage – Determining what signage is needed, then either providing or arranging for it.

At-event

Infrastructure & Decor – Ensure location is ready to go.

Supervising Talent – When talent arrives, help them get into their place and set up.

Signage – Ensure any signage is out.

Post-event

CleanUp – Taking down/removing any performer-related materials. Ensuring any borrowed items are returned to owners.

Appreciation – Send thank-you communications to performers.