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A Snowy Story

As many of you know, I live in Minnesota. Right now, this year at least, we have what seems to be a blizzard every other day. Over 30 inches of snow in February alone and as I write this blog everything is shut down due to 50 mph winds causing the roads to be covered with huge snow drifts. Yes, this is the time of the year I regularly ask myself why I live here and desperately hope for sun and temperatures 30 degrees warmer.  However, as Minnesotans, we also embrace our winter wonderland with events like the winter carnival, or the national pond hockey tournament. This year, I found myself out in the cold and snow setting up for something completely different.

I got to experience an event of a lifetime. Not an event due to its pomp and circumstance or the people on stage, but an event that challenged everyone in many and new ways. One of those ‘We did that’ moments and to top it off this event had all leadership positions steered by women, and it was all for a woman! This post isn’t about the content of the event, or who it was even for. It’s a story of the accomplishment of women leading the way and overcoming the snow and cold obstacles of a Minnesota winter.

I was the production manager for this event, and it happened to make it into the national spotlight. Of course, the spotlight was what happened on stage, but it’s still pretty awesome to do an event that keeps living on after the moment. I also get to look back on it and say – wow, we did that! While also saying wow, why did we do that?

Day one was the location mapping. It was cold, windy, and cloudy, but the overnight snow had stopped, and it was just a matter of commuting through the fresh 6 inches to get to the site to clear the spaces for the staging and tents.  This was a short quick meeting, where we marked out the primary locations and then directed the plow drivers where to clear the snow. The entire setup was based on the backdrop the location provided — a stunning image of the landscape and the city skyline.

Day two offered a whole different outlook. The sun was out! But anyone who lives in the Midwest knows this means even though it looks nice outside, it’s really, really cold.  This day just happened to be -9 degrees with a wind chill making it feel like -34. We layered on the clothes, drove our cars as close to the setup as possible and got to work. This day our goals were to get all the stages up, a couple of truss structures completed, and some heating units ready for the event. Well with the weather and cold temperatures we only completed 2/3rds of what we desired, but it was time to call it a day to make sure everyone stayed safe. No frostbite on my watch!

Day three was the best day we had out of the four when it came to the weather. Although still chilly, it had warmed up a few degrees, and the wind had died down.  We caught up with our schedule for the most part. The power was run, the PA was in place, lights ready to go, and the tents finally had heat! Although we would still have a lot to do the next morning, this day felt really accomplished. No matter what this event was going to happen!

Day four, event day, brought a bit of a surprise — 6 to 8 more inches of snow. From the moment we stepped into the park it was snowing and did not stop until we closed the last truck at the end of the night and let me tell you, road cases don’t roll anywhere in the snow!

The morning started with a bit of a rush as people were showing up extremely early! We were in a park so there was no way to keep the crowd away and we just watched and laughed as people cross country skied through the event area. At least some people were enjoying the fresh snow! With the early crowd came the urgency to get everything remaining done that much faster.  We had over 500 feet of matting to lay, stage decks to make sure weren’t slippery, a PA to finalize, and lighting to focus. So, we got to it, but as the hours passed, we started to notice our stunning backdrop was fading behind low clouds and snow.

We achieved the goals for the day, but not without having to adjust or tactics to keep everything working.  The L2 became a local celebrity with his acquired leaf blower to keep the snow off the stage. The A2 sound checked face first into the stage to help us ensure limited damage to the podium, and the stage tech became the person laying sand down everywhere to minimize the slippery conditions, all while the A1 was doing everything in their power to make sure the PA kept running.

Things were so busy at the time; I didn’t even consider the level of the feat we had accomplished.  As I look back on the event I couldn’t have asked for a better team. Everyone just jumped in when they saw something that needed to be done. The duties became something miles away from technology, but that didn’t matter as we all worked together to ensure the best event we could for our client. It was amazing!

It was time for the big moment, the reason we had all been out there working for four days in the snow, wind, and cold. And even though the event didn’t go off without it hitches. Only one person (me) slipped in the national spotlight; luckily only the front row watched me slide down the stairs!

In the end, the event took place, with the location and weather turning into a major contribution to the event. The speech was delivered and broadcasted to the world with over 3,000 people in the park with us all while it snowed the heaviest it had all day.

Our mission was complete, the crowd began to disperse, we began attempting to wrap the frozen cables, and to get the snow out of the lights and PA. Everyone was happy with the results and we were all ready to go home to get warm.  It was around 8 p.m. when we closed the last truck and bid farewell to our snowy patch of land. The snow had stopped falling and our stunning backdrop was finally visible! The event was a success, the weather didn’t defeat us, however, I hope my next outdoor event happens in the Bahamas!

It was really amazing to accomplish this event. Something I had never done before and all with some wonderful women leading the way!

 

Maintaining Business Relationships – Part 2

Last month I wrote the first part of this two-part series on business relationships. I focused on the seller or company side of the relationship offering my perspective on a few things companies can do to strengthen and maintain customer relationships. I mentioned that I disagreed with the ideology that the customer is always right because relationships are a two-way street. Just as businesses need to keep up their end, customers need to as well.

Customers shopping for audio services have an extensive selection of companies and service providers they can choose to hire. To be able to secure the best resources for the show it’s important for the client to build a relationship with companies, to create a successful event. Customers need to remember companies have several clients and projects they are working on and that the business will continuously be changing.

The customer needs to understand a company exists to make a profit by selling a service or product. For that company to stay relevant, the company will need to try new things, increase inventory, and pay staff properly.

If the company met or exceeded the exceptions that were set in the past and you the customer plan to use their services again, let them know. Purchase or reserve the services as soon as allowed. Companies can’t wait around hoping for work to come in.  To maintain the relationship let the company know about any plans for reoccurring business.

As with any relationship, the customer should expect that things will change. Prices, staff, and inventory. As professionals, be open to trying new things the company suggests because they are the experts you have hired and trust.  Take advice on new equipment and trust that the staff hired will uphold the company’s values and professionalism that has been experienced in the past.

Don’t shortchange the company.  Companies are successful due to multiple customers; allow time to work out details, remain flexible, listen to advice offered, and most of all communicate. This relationship is based on what the client’s needs are, but companies cannot meet those expectations when the expectations are unknown. No one is a mind reader. Communication is vital in any relationship, and in this instance, the client needs to drive the conversation, so the company can help create a successful event and offer the proper support to the client.

As with any relationship if it is not working it is ok to move on and try something new; which both entities have the right to do, but don’t set up this relationship up to fail from the start. Develop a two-way business relationship so both the client and company can be successful.

Some Great Gear

Over the last year, with a brand-new facility, I’ve been able to purchase a lot. Here are some of what I would consider being the best small to medium-sized purchases of the year.

First, the most lifesaving (ok, more time and ease saving) items would be road cases! Going from a building where everything was within 30ft to a building where everything is two floors away is a change. I purchased road cases and created packs to go to each area. This made everything much simpler, and likely shaves off more setup time then when everything was stored closer. There are hundreds of case companies out there. My recommendation is to check out the case companies closest to you. This can save you time and money in shipping, plus you are also supporting a local or regional business. Just make sure the cases will hold up to abuse and fit your need for size and height.

Second, functional clothing, which is needed all the time but worth highlighting here. For me, there are two key items for functional clothing: pants with pockets and well-supporting shoes. Another SoundGirl posted some leggings with pockets a while back. Now, I’m not a legging person myself but it shows that someone is finally getting it: Pockets are needed! I usually get jeans that are a little cheaper and have well-built pockets. This way I can carry essential tools and then, if something happens to the jeans, they aren’t expensive to replace. For shoes, I prefer closed-toed with good support. Generally, I pick a hiking shoe for long days and keep some steel-toed shoes around for load-ins/outs. I find that hiking shoes provide support for longer than a general tennis shoe.

Third, a fun piece of equipment to get to know: a Shure ULXD wireless mic setup. (Just in time for the bandwidth chaos too!) We went the digital route and I couldn’t be happier with them for our meeting rooms. They work great with a lot of the other wireless mic setups throughout the campus and building. Batteries seem to last long enough and the pickup is awesome, even for those who don’t hold the mic properly. I’m hoping to add more of these to the inventory soon.

Finally, fourth, a hand-held little tool that is easy to take everywhere: The Gerber Shard keychain. This tool has been great to keep attached to my keys as I have encountered different power panels and boxes that needed opening. It’s lightweight and sturdy making it much nicer to carry all the time than a full multi-tool. It will never replace a good multi-tool, but it’s great to always have around.

What are some of the best purchases you’ve made this year?

 

Shout-Out to our Lighting Friends

I know we are all audio friends here, but I have to take a moment to talk about one of our counterparts, a counterpart who is always involved in live shows. The setup can be very simple or incredibly detailed, but they are often considered competitive or our frenemy in the field. Many times we are on the same timetable, with a lot to do and in a small space, working on top of each other to accomplish a show.

As part of opening a new building, I have had to face this counterpart head on. My least favorite activity to do in tech: lighting. I mean, seriously, I’m good with just hearing the show and not seeing it!

From recent firsthand experience, I can tell you lighting is a lot of work! For the first time, I had to work through spec-ing, ordering and, now, installing a full lighting system for two venues. To give you an idea of how much work this is, it took three loads just to get all that trash out!

In all seriousness though, I learned that our counterparts in lighting work just as hard to master their craft as we do. The diversity in lighting tasks resembles the variety in audio – except, instead of mic variations, different styles of speakers and tuning, it’s lamp differences, hundreds of fixture options and focusing.

As I have been working on this install, I have realized that I can’t imagine what it would be like to set it all up, wire, address, and program a rig like this every day on a large-scale tour. Let alone troubleshooting, with so many fail points and everything at least 20 ft. over my head, once it’s up. Just like audio, the details matter. There are endless options on how to do it, what it looks like, and how to please the audience. I’m happy to dead-hang some lights, make sure they work, and then let my students go to town.

Now that the products have begun arriving, it’s expected to take two weeks to complete the install, followed by spending time learning the new lighting board (which could take months to master). Major props to our counterparts, the lighting folk! I’m glad someone likes to do it.

P.S. I really did work with some lights – not just with a bunch of boxes.

Building Business Relationships

Building relationships within our industry are important. Networking is vital to finding support among our peers that can help with problem-solving tips, career progression, and, sometimes, just venting about various situations. However, building business relationships in our field is vitally important, such as the relationship between a vendor and a customer. We buy our gear from someone, and we sell our skills to someone else; we are regularly both vendors and customers. With that lens, it is important for us to remember strong relationships are vital to our success, as well as our reputations.

In a customer-vendor relationship, it is important to have clear and transparent communication. For the customer, it is important to be able to communicate their expectations and wants in an understandable way that allows the vendor to meet their needs. At a minimum, the customer must be able to communicate a starting point for the project or event that includes the theme of the event, along with a general idea of the budget, priorities, and a timeline. It is important for the vendor to help the customer understand what can be provided, as well as what not to expect. The vendor should be careful not to overwhelm the customer with excessive jargon, which can cause disconnects, as well as to not take advantage of a customer who is new to the business. They should keep in mind that the customer may have difficulty articulating what they want and shouldn’t expect or use terms that may be used among employees.

One of the key tools for facilitating this communication is for the vendor to keep their bids easy to read and make sure they are supplying enough information so the customer knows what to expect, while not offering excessive information that a customer couldn’t care less about. This is an important communication step that places both parties on the same page. The bid can often be the best tool in developing the customer’s ability to understand their event in more detail. What it takes to meet their expectations (both in equipment and costs), and discuss the ability to meet the customer’s needs within the restrictions of the customer’s resources – everyone wants the Rolex for the price of a Timex. In a customer-vendor relationship, it is important to work together and be transparent; it doesn’t help anyone to play games. Clear information can make a transaction between the two so much simpler.

It is also important in a customer-vendor relationship for both parties to remain timely, as well as working towards limiting any surprises. These two items also stem from providing clear information and communication. As projects, such as installs, move forward, it is important for both parties to communicate timelines and changes. Another example is an event load-in: If the space is contracted to be ready for setup at 8 am, make sure it truly is ready at 8 am. If the rental delivery time is 8:30 am, be there at 8:30 am.

In addition to maintaining a timeline, we need to be prepared for that situation we all know when everything doesn’t go according to plan and often times is due to some sort of surprise. So, as a customer, if you learn information that may affect the vendor, let them know; such as unplanned construction in front of the loading dock, or resource availability changes like a broken equipment lift. The same goes for a vendor; if the customer has asked for a specific monitor model and two nights ago someone cleaned it with beer, let them know and provide information about the replacement that will be provided.  Communicating in advance those things that many of us can’t control, but have happened, can help everyone to begin troubleshooting as soon as possible and adjust accordingly.

Another aspect of the customer-vendor relationship is to maintain integrity, as well as to remain grateful for the services each role offers the other. Both parties need to follow through on the commitments that have been made; complete projects well, provide an environment where the projects can be completed to meet expectations, provide invoices on time, as well as paying invoices in a timely manner, etc. Also, ‘thanks you’s, and ‘good job’ statements go a long way. If a vendor does a remarkable job, let them know. If a customer offers the vendor great hospitality, let them know. That way both parties know they have upheld their end of the bargain and can maintain that in the future. It’s a win-win for everyone involved and will continue to be as the business relationship continues.

Don’t get too comfortable in the customer-vendor relationship. This partnership is for business, not best friends hanging around the bonfire. Becoming laissez-faire about this relationship could end up in costly mistakes, lost profits, lost customers, and loss of business. Both parties need to continue to communicate, set clear expectations, hold up their end of the bargain, and follow-through. Shared experiences involving good communication, transparency, and satisfying outcomes are what establish trust and demonstrate integrity, honesty, and reliability. All are critical elements to a great customer-vendor relationship.

Navigating the New Building

Keeping up with tradition, but changing with the new space

I regularly encounter reoccurring events on campus; yearly activities that different departments host to raise funds, celebrate their achievements, or to just have fun. Working with a variety of people, trying to meet the needs of their event, can offer up quite the challenge sometimes. Several of these organizations have, in their own ways, established traditions for their events: how the room is set up, the position of the lighting, the stage setup, methods of projection, staging options, or other fine details. With a new building, many of these traditions need alterations due to the many changes within the new space and its different technology – this throws both customers and staff into a new learning curve.

In my time in this position, many of these recurring events have become familiar and normal. In the past, all that’s been required is a quick check-in to see if there are any changes, confirm the date, and move on. This semester has been extremely different. It has been important to not take the norms of the past for granted. As a service provider with a new facility, it has been important to take a moment to consider all the events and the changes the venue’s offering and then adjust accordingly to all the changes. It has become important to slow down, to reconnect with everyone, both staff and customers, to make sure they understand the changes that have occurred and how they might affect their events.

For instance, the new facility has improved customer-controlled projection, which accommodates most customers’ desire to be able to run individual PowerPoints without the added cost of having staff there to help. However, there is no professional video switching at the moment so some groups have to rethink their presentation to have seamless viewing of PowerPoints and DVDs. To work through these changes it has been important to provide customer training on the newly installed technology, taking into consideration how this challenges any of their long-standing practices. The more of these challenges you can identify and work in advance, the better; customers need time to learn all the new stuff and to make adjustments.

Another example is the lighting in the venue. Previously, we had over thirty lights, now we have eight (at least until we have worked through some budgeting and contracting issues). Eight lights by no means produce the coverage needed for the stage, let alone the traditional look dance groups strive for. Connecting with each dance group is important to explain the limitations of the space, including offering them the best options possible to support their event, so they can plan accordingly.

The biggest hurdle within the venue at the moment is the size and shape of the room. It is such a change from the old space that everyone that uses the venue has to take the time to really learn the space and hear the differences. Even with the assistance of technology and some acoustical treatment, there is still a significant slap-back off the back wall which reaches the front of the stage just in time to muddle in with the monitor sound. There is some acoustic treatment but it’s not enough, and it is going to take time to purchase and install more. In the meantime, we have to strategically plan to assist groups, warning them about the slap-back, and trying new setups to alleviate some of the effects until improvements are possible.

Overall, the venue is still a work in progress, and it will take time to meet all of our customers’ desires. There seems to be an idea that this change was going to make everything perfect, solving all the problems of the past, but that has not been the case so it is important to connect with everyone to work together to create some amazing events.

In my case, the new building brought the need to look at old practices and make new ones. It has highlighted how easy it is to get caught in the norms or traditions of regular events. Sometimes it is important to reconnect and truly talk through details, explaining the new opportunities a venue or equipment has to offer. This way, as service providers, we can meet the resources and skills to create even more spectacular events.

Failing Smart

Recently, I have been super excited to see many women sharing their stories and joining us as part of SoundGirls. Many of the recent posts on our Facebook page have been new members of our organization in school, about to graduate, or just starting their first position in this amazing field.  It reminds me of conversations about what’s next as student staff members and student event organizers around me begin their last steps toward graduation and their next steps toward their desired careers.

Working within an educational system, we frequently discuss with graduating students what they have learned if they feel prepared, and how to find support once out in their field. Outside of the educational system, I hope everyone can learn something through all of their life experiences. I would like to share some things that I have learned over time through failure in hopes you can learn from them.

How to Fail Smart

There are many things outside of our control that can lead to failure. Those we are rarely able to change, but there are things as an individual we can do to prevent our failures.  The first being, always blaming others.  It’s a fact, mistakes will be made, things will go wrong, and sometimes it is our fault. Something was missed, forgotten about, or we just simply misunderstood something. When this happens, and you know that you could have prevented it or you messed it up – take ownership of it. Own the mistake, apologize for it, and work toward fixing it.  It can be as simple as, “I’m sorry, I messed up on this – I am going to fix it by…..”

I had a situation just like this happen the other day.  I was making a room reservation for a client when I was pulled away for something else, and by the time I got back to my desk, I completely forgot about it. Then the next day I was reminded that I needed to finish the reservation. When I did so, I found that the hotel was sold out. I had messed up for not completing the reservation when I should have – but I owned it. I went to my team, let them know what had happened, and asked for help. I asked if there was any way we could fix the problem. We worked together, and we were able to solve the issue quickly.

A second way to avoid failure is to not complain about everything all the time. Yes, there can be negative times, but if all that comes from you as an employee, team member, and leader is negative, you have failed.  To get out of this rut, look at what went well and what didn’t and fix it. Take steps to turn the negative into positive outcomes. I grew up with an ideology of – if you don’t like it, then you fix it. Now that can sound a bit intense, but when you break it down this way take ownership, change what you don’t like, and if you can’t change it make decisions to make it better. As individuals within the sound world we will end up working with negative people, and if we continuously act the same as those negative people as well we will all live miserable lives – so let’s not do that, because life is too short to be negative all the time.

Finally, it will always be important, no matter if you are a rookie or a veteran to learn from your mistakes. As I mentioned above, we have all made mistakes. Taking ownership of those mistakes is important; learning from them is even more important.  They say the definition of insanity is doing the same thing over and over again and expecting a different result.  The same goes for mistakes.  If you are making the same mistakes over and over again, you are failing. Learn from those mistakes, and adjust your game plan from show to show. In the long run, this will make you a productive and valuable employee and leader, plus you may not have to spend so much time troubleshooting.

At the end of the day, no one is perfect when it comes to failing, but owning and learning from mistakes will help you succeed in your career path and remaining active will help you move through failure one step at a time by failing smart.

 

Venue Management and the Multipurpose Room

Everyone in our industry has a venue – either their favorite place to stop on a tour, their favorite place to attend a show or the place they like to work every day. These venues range from small club spaces, studio or recording spaces, to 100,000 seat stadiums and more.

Currently, my venue is a multipurpose room – virtually a swear word when I talk to some tour managers on the phone because they never know what they are going to get when that term is spoken. The multipurpose room could be an empty box with cement flooring and a portable stage made out of 2x4s and plywood, or it could be a ballroom with carpeted floor, acoustic treatments, and functional furniture adapted to any need. In other words, multipurpose rooms could be defined as compromises made to cover all the priorities determined at the time, and hopefully good enough for anything else. It’s kind of like saying McDonald’s is better than Burger King: It may be true, but it all depends on what each location is like the service you get, and your preference on which has the best French fry. My point is, the multipurpose room is a dynamic of unknowns and will never be perfect for everyone, but will be enough to get by for many.

As, with any space with architecture, you get what you get. You’re in the hands of the design and the mechanics of cement, wood, drywall, and rebar. Sometimes spaces are wonderfully designed with our industry in mind, and sometimes they’re ice hockey rinks first and shows are a way to produce more income in the off-season. Thankfully, our industry has come up with amazing tools to assist us in our goals when we end up in a space that isn’t meant for the activity occurring. Tools like pipe and drape assist with creating softer surfaces and hide an outdated look. Line arrays allow us to send the sound in the exact direction we want, and tools like Smaart assist with tuning. Heck, if the budget is there, talented people like us can make any square box into a mystical gem for a night!

Besides the tools we have, there is also a responsibility to know the room and provide hospitality to groups coming through. As a venue manager, it is part of my job to know the room well; what works well, what doesn’t, and to take steps to create the best situation for all. People swinging through for a one-night show rely on venue staff to provide insights on the space, but the venue staff must also maintain a balance of letting the group renting the space get their tasks completed without excessive interruption. A venue manager can help a touring group by having information about the space ready to share in advance of the show; things like directions to the venue, parking options, stage measurements, curtain setups, and recent pictures to name a few. I use a snapshot document to share information quickly. Many questions can be answered this way and allow groups to ask follow-up questions that may pertain to them. Bluffs snapshot

In addition to knowing the room, it will also be important for the venue manager to share the strengths and weaknesses of the space. If structural support for rigging is limited, share that information before the booking is finalized, and have supporting documentation available as well. If the venue can only hold 100 people safely, make sure this information is clear and stick with the capacity rating. If the space is extremely reverberant, share that so a tour can decide if it might be best to use IEMs instead of wedges. Sometimes information can be the key to a successful event. As a venue manager, I share what I can so the group can make educated decisions for themselves. Many times, groups will want to come back to a room that might not be perfect but they enjoy, because of great hospitality and knowing what to expect.

Navigating the Build – Moving Day and More

I can’t believe it’s time. Five years ago I sat in a room with my coworkers and an architect and had a discussion about dreaming big; designing and planning a new student center that would have everything we wanted – everything we could dream of.  Of course shortly after that reality hit. The new student center is a state project with red tape and a limited budget. There’s always a limited budget.  Time to get realistic and decide what we need and list our wants in hopes there will be money left over for them.  Fast forward to the week before Christmas. The building is up, the meeting room programming is almost complete, and it’s time to get ready to move. Sounds pretty simple, however mobilizing such a big operation has been quite the ordeal.

As I am writing this blog, the equipment has been packed for two weeks but has not been picked up or delivered. The moving project turned out to be significantly more of an undertaking than anyone could have expected.

Preparation for the move meant a lot of packing.  Overall, it went pretty smoothly, which is why my stuff has been ready to go for the past two weeks.  Road cases are a marvelous invention! They are unique to our business and gave me an advantage over some of the other areas which also had to prepare for their move.  My department alone has 30 road cases, 55 pieces of equipment of various sizes, and 60 boxes of stuff to move.  

What slowed the process down were the memories; the historical representation of items found in the far back of closets; things that haven’t seen the light of day in years. For instance, as we were cleaning we found a projector from the ’80s and flyers from concerts held in the early ’90s.  With each item came conversation about “the old days.” Then there is the equipment we are retiring old and outdated equipment, including; a full lighting rig that hasn’t been updated since 1984, PAs that have been parted and pieced apart for years, and many other items that should have been retired years ago.  I finally get to move on from a light board that used a floppy disk for storage!  

light-board-floppy-disksThere are two parts of the move that have been hard.  One has been having the patience to wait for someone to move our stuff.  My team and I transport this equipment all the time for events.  But the labor has been contracted, and we have to wait and watch as others complete the task. The second is that some of the required equipment and other logistical necessities were not finished as we took occupancy. Some of these things are quick fixes like changing out light connections; others are going to take weeks and months to get finished.

The most frustrating part for me is that so many of these items are out of my hands, as they are considered part of the construction and punch-list items that other people are responsible for. I can’t change the situation so I will make the best of what I have and the resources given to me to create workarounds. For example, I will do what I can with my QSC’s on sticks and lights on stands. I’ll work toward solving some of the problems and must let others work on the problems I can’t fix. It is hard not to be able to get things done, but my job at this point it to find temporary fixes for my customers until the permanent fixes are in place.

new-multipurpose-roomIt’s exciting to think about working in a brand new facility.  Our soft opening was on January 3rd, and I am grateful that there is some time before the larger events. Perhaps by then the equipment we are missing will be available.  If not, I will be renting from some local companies until we can get our purchases figured out and installed.

You can read more on Heather’s Adventures in the Design and Build of the new Student Center.

Navigating a New Building – Planning the Build.

Navigating the Build – 100 Days to Show Time.

 

 

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