In this module, you will be shown the steps necessary for troubleshooting equipment and handling other problems at your events. You will also learn what an event with Spark looks like from start to finish. Everything from accepting an event, contacting your clients, traveling to an event, performing an event, and everything necessary for wrapping up your event, and so much more. Listen to the videos closely and read the information provided in detail. Look back on the previous modules if needed!
PERFORMING AN EVENT WITH SPARK FROM START TO FINISH
- Accepting an event
- Your planning meeting
- Following up
- Preparing for your event
- Gathering information
- Traveling to your event
- Executing your event
- Wrapping up your event
This breakdown is packed with information you will need to know. Everything from accepting your event to wrapping up your event will be covered here. If you ever have a question about how your event process works, please refer to this information sheet. Pay close attention to the detail here; this process will be exceedingly important to know throughout your carrier at Spark Events.
#ProTip: Save this image to your phone or computer so that you can reference it as a guide.
Now that you've had a chance to look this over and get a feel for the event process, let's break down each of these points and talk about them.
1. Client books an event - The client will be making the initial contact with Spark and setting up the services that they would like to purchase. We will get them their account information and show them how to fill out their planning forms once they have booked.
2. Sparklancer is offered event 45 days before event - We will give the invitation to accept the event 45 days prior to the event. You will be able to choose if you would like to accept the event or decline it. You will receive this invitation via email—urging you to accept or decline through DJ Event Planner. If you decline an event that has been offered to you, the event will be offered to a different Sparklancer.
3. Sparklancer has 24 hours to accept event - You will be given 24 hours to accept the event before it will be offered to another Sparklancer.
4. Sparklancer accepts event! - Once you have decided that you would like to accept the event, you can easily log in to your DJ Event Planner account and accept that event. Once you have accepted the event, the Spark office team will be notified.
5. Sparklancer is locked into event at 30 days - Once you hit the 30 day mark before your accepted event, you will be locked into performing that event. This means that you are committed to performing this event unless an emergency arises. If you notify a Spark office team member that you will not be performing the event on or within those 30 days, you will be changed a $500 damage fee. This fee will be used to find and compensate a replacement for the event.
6. Sparklancer makes planning call at designated time - Between the 30 day point and the event, you will have a specific day that you must perform a planning call with your client. If you have been with Spark for a while, this is replacing the planning meeting. When you make the planning call, you will go over the clients planning forms and ask them any questions you may have about their event. You will make your planning calls on the times listed below.
DJ & MC: Monday, 3 weeks before event
Photo Booth: Tuesday, 3 weeks before event
Photography: Monday, 2 weeks before event
Cinematography: Tuesday, 2 weeks before event
It is your responsibility to make these calls to the client on these times. Check your clients planning forms in order to determine what time of the day they would like for you to call (e.g. morning, afternoon, evening).
After finishing your planning call, you must fill out the post-meeting reflection form. It will only take a few minutes, but it's a necessity for the client and the office team.
7. Sparklancer follows up with client via text - Sometime within the week before your event, you will text your client with any steps you've taken on any action items discussed in the planning call.
Example: "Hi Pam, I wanted to text you and let you know I'm really excited about your event this weekend. I added that extra hour to your event, so I will now be there until 11:00 PM. I will see you soon!"
If you do not have any action items to follow up on with your client, just text them and let them know you are excited for their event (the first half of that example text above). Be sure and check with your client during the planning call and make sure texting them is acceptable. If it's not acceptable with them, then stick to calling them back if needed.
8. Sparklancer prepares for event - During this time, you will prepare any documents needed for the event, print off planning forms, print the event schedule, and pick up/check out any equipment that you will need to perform the event. Use the proper checkout system (listed in Module 1) when checking out Spark equipment to use for your event.
9. The Event Day! - This is the day you will be performing your service at your client's event.
10. Sparklancer drops off equipment/media - At this point, your event has been performed and you are now ready to drop off/check in your equipment that you rented from Spark for your event. Use the proper check-in system (listed in Module 1) when checking in Spark equipment used at your event.
You will also drop off any media that needs to be dropped off at this time. This would include any photos or videos that were taken at the event (if you're a photographer or a cinematographer).
Equipment and media must be dropped off/checked in the first business day after your event. If equipment and media is not brought back at this time, you may be charged a late fee. If equipment is ever double booked over a weekend, you will be notified and most likely expected to return the equipment following the conclusion of your event.
11. Sparklancer rakes in the cash - That's it! Now it is time for you to get paid! If you followed all these steps, you should have had an outstanding event, and the only thing left is for you to get paid! Refer to Understanding Your Pay from Module 1 if you have questions regarding pay.
Take a moment to read through the client process. This is a step-by-step graphic that our clients reference in order to know the process they will go through for an event. Know this process by heart so that if your clients have a question about this process, you will be able to answer it correctly.
- Performing a black/white tie event
- What's considered casual?
- Dressing options
- Levels of attire
Click through these slides and read up on how Spark expects you to present yourself while at an event. Before your event, check your planning forms to ensure you are prepared to dress the way the client has requested. When a client books with us, they are able to pick from a few different options. The choices on those options will determine what you need to wear and how you need to dress at your event. Look over these slides carefully and understand everything that goes into each different event attire—especially the higher levels of dress code!
Troubleshooting at Your Event
- Troubleshooting the Lighting System
- Event Troubleshooting
- Troubleshooting the Sound System
- Troubleshooting the Microphone System