VIP Protocols and Technical Riders

Welcome to another edition of the Event Pulse, your insider's guide to the beating heart of event management. This week, we're pulling back the curtain on two critical aspects of event planning that often operate behind the scenes but can make or break your event's success.

Yesterday’s New York Post article caught my eye, revealing that even President Biden receives detailed instructions on how to enter and exit a room with large print and pictures ahead of events. This glimpse into high-level event management compelled me to devote this week's newsletter to the often overlooked but crucial elements of VIP protocols and technical riders.

In our first feature, No Detail Too Small: Decoding the Science of VIP Event Excellence, we'll explore the intricacies of managing high-profile guests. Then, we'll dive into Mastering Technical Riders: Your Make-or-Break Guide to Event Success, unraveling the complexities of meeting performer and presenter requirements.

Whether you're a seasoned event pro or just starting out, these insights will elevate your understanding of what it takes to create truly exceptional events. So, let's dive in and discover how attention to detail can transform your next event from ordinary to extraordinary.

Was this forwarded to you? Sign up here as a charter subscriber.

In the world of event management, handling VIP attendees requires meticulous planning and execution. A New York Post article yesterday highlighted this necessity, reporting that even high-ranking officials like President Biden receive detailed instructions "on how to enter and exit a room" with large print and pictures ahead of events. This level of preparation underscores the importance of comprehensive VIP protocols. Whether you're organizing a corporate conference, a charity gala, or a political summit, here are ten crucial aspects to consider when managing VIP guests:

1. Arrival and Departure Procedures

Coordinate secure and efficient entry and exit points for VIPs. This includes arranging appropriate transportation, designating specific drop-off and pick-up areas, and ensuring smooth transitions between vehicles and the event venue. It can also mean working with their security detail to ensure the safety of the VIP.

2. Security Measures

Implement robust security protocols tailored to the VIP's status and the event's nature. This may involve advanced screening processes for attendees, coordination with personal security teams, and establishing secure zones within the venue.

3. Seating Arrangements

Provide VIPs with prime seating locations that offer both comfort and strategic positioning. Consider sight lines, proximity to stages or podiums, and ease of access when planning seating. Do their bodyguards need t be seated as well, if so where?

4. Itinerary Management

Develop clear, detailed schedules for each VIP, accounting for their role in the event, personal preferences, and any special requirements. Ensure timely movement between different event segments. Also confirm who may have access to this information. From a security standpoint, this information should be given out on a need to know basis. The more people know about it, the greater the risk.

5. Personal Assistance

Assign dedicated staff members to cater to VIPs' needs throughout the event. These assistants should be well-informed about the event schedule, venue layout, and the VIP's specific requirements.

6. Media Management

Control press access and photo opportunities in line with the VIP's preferences and event objectives. Coordinate with the VIP's personal PR team if necessary.

7. Networking Facilitation

Strategically plan and facilitate introductions between VIPs and other key attendees or stakeholders. This can enhance the event's value for all parties involved. Should this be conducted in private? If so, prepare an extra room for this event.

8. Dietary Accommodations

Ensure that any specific dietary requirements or preferences are meticulously addressed. This may involve coordinating with chefs or catering services to provide customized menu options.

9. Technology and Communication

Provide necessary technological support, including secure communication channels if required. Ensure VIPs have access to any event-specific apps or digital materials.

10. Privacy Considerations

Establish quiet areas or private rooms where VIPs can retreat during breaks or conduct confidential discussions. This demonstrates respect for their need for occasional privacy and downtime.

Successful VIP management at events requires attention to detail, foresight, and adaptability. However, one crucial aspect often overlooked is the importance of building a good working relationship with the VIP's team. Their personal assistant or equerry possesses intimate knowledge of the VIP's needs and preferences. By establishing a strong rapport with these key personnel, event organizers can save considerable time and effort in arranging accommodations and anticipating requirements. This collaborative approach ensures a smoother, more personalized experience for VIPs, ultimately contributing to the overall success of the event.

As an event planner, whether you work for a corporation or independently, understanding technical riders is crucial for successful event execution. This article will explain what a rider is, who provides them, and what to look out for when reviewing one.

What is a Technical Rider?

A technical rider is a document that outlines the specific requirements for a performer, speaker, or artist to successfully deliver their performance or presentation. It typically includes details about audio, lighting, staging, and other technical specifications.

Who Provides Technical Riders?

Technical riders are usually provided by:

1. Musicians and bands

2. Keynote speakers

3. Theatrical performers

4. DJs and other entertainers

5. High-profile executives or celebrities

What to Look Out For

When reviewing a technical rider, pay attention to:

1. Equipment specifications

For instance, a band might require specific backline equipment. Backline refers to the musical equipment provided by the event organizer or venue for the performing artists to use. This typically includes larger, harder-to-transport items such as drum kits, amplifiers, keyboard stands, guitar and bass cabinets, microphone stands, stage monitors, etc.

2. Stage layout and dimensions

A dance troupe might need a minimum stage size of 30x40 feet with a sprung dance floor.

3. Power requirements

A large production might require multiple 20-amp circuits or 3-phase power for lighting rigs.

4. Special effects or props

A magician might request a fog machine or rigging points for aerial tricks.

5. Backstage requirements

A celebrity speaker might ask for a private dressing room with specific snacks and beverages. Do not be surprised by unusual requests: green M&Ms, a bucket of KFC but thighs only, yes these are real requests that I have fielded in my career.

Impact on Event Organization and Budget

Technical riders can significantly affect your event planning:

1. Venue selection

If a performer requires a orchestra pit, you'll need to choose a theater-style venue rather than a standard conference hall.

2. Budget allocation

Renting a high-end projector specified in a keynote speaker's rider could cost additional thousands per day.

3. Timeline

Setting up complex lighting for a rock band might require an extra 4-6 hours if not days of setup and rehearsal time before the event.

4. Staffing

You might need to hire a specialized sound engineer to operate a complex audio setup.

5. Permits

If a performer uses pyrotechnics, you'll need to obtain special fire safety permits, which can take several weeks to process.

Tips for Handling Technical Riders

1. Read thoroughly

Don't skip over details. A rider might specify that a performer needs still water at room temperature, not chilled.

2. Negotiate

If a band requests a specific brand of guitar that's hard to obtain, discuss whether a similar model would be acceptable.

3. Communicate clearly

Share relevant rider information with your venue manager, such as the need for a dedicated quiet area for a meditation speaker. If technical aspects are not your area of expertise, bring in the experts. Involve your production company, or AV company. They can tell you right away what is relevant and what isn’t.

4. Plan ahead

If a performer requires a grand piano, book the rental months in advance to ensure availability.

5. Budget wisely

Include a 10-15% contingency in your budget for unexpected rider-related expenses, like last-minute equipment replacements.

Example Scenario:

Imagine you're organizing a corporate event with a well-known keynote speaker. Their rider specifies:

• A 4K projector with a minimum brightness of 20,000 lumens

• A wireless headset microphone (Countryman E6 or equivalent)

• A teleprompter system with operator

• A private green room with specific healthy snacks and beverages

• A personal assistant for the duration of their time on-site

To accommodate these requirements, you might need to:

1. Upgrade your AV package or rent additional equipment

2. Reconfigure your event space to include a suitable green room

3. Hire additional staff for the speaker's personal needs

4. Adjust your catering order to include the requested items

5. Factor in an additional $$$s to your budget for these accommodations

Understanding and properly managing technical riders is key to delivering a smooth, professional event that meets both your client's expectations and the performer's needs. However, it's crucial to remember that a technical rider is essentially a request list, it may not always be set in stone.

It's not uncommon for bands or performers to have a standard technical rider for concerts or large public events. When it comes to corporate or private events, they may be more flexible with their requirements. The only way to truly understand their needs and potential for flexibility is to engage in a conversation with their road manager or representative to qualify the requests.

Always involve your technical team in these discussions. Their expertise can be invaluable in determining what's necessary, what's possible, and what alternatives might be acceptable. By fostering open communication between your team, the venue, and the performer's representatives, you ensure that everyone is on the same page and working towards a successful event.

Remember, it doesn't hurt to ask about alternatives or compromises. Many performers understand budget constraints, especially for smaller events or non-profit organizations. By having an open dialogue, you might find ways to meet the essential needs while saving your event a significant amount of money - funds that you may not have budgeted for initially. A simple conversation could lead to creative solutions that satisfy both parties without breaking the bank.

The goal is to create the best possible environment for the performance while balancing the practical realities of your event's budget, venue, and overall objectives. With careful planning, clear communication, a willingness to problem-solve, and the courage to ask questions, you can navigate even the most complex technical riders to produce exceptional events without unnecessary financial strain.

Ready to dive into exclusive content? Don't miss out! Click here to become a free subscriber today.