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
Text-to-phone can be touchy sometimes. If its not working, here are the steps that usually work:
- Check to see if the computer is even connecting to WiFi. If not, look into why that is. Maybe something isn't turned on or plugged in.
- Restart the WiFi Hotspot
- Restart Social Booth
- Look in the SMS tab in Social Booth. Is everything filled out? Most likely, everything will be because the settings save and only have to be inputted again when the software updates. If something is missing, give the Spark Point of Contact a call.
- If absolutely nothing works, keep encouraging guests to do text-to-phone and tell them that the photos will send next time the booth connects to WiFi.
If something is going to go wrong with the photo booth, 8/10 times it's going to be because of the printer. If you need a reference, you can always look at the manual online! The type of printer used in the booth is a DNP DS40. The sure way to break the printer is to drop it, so avoid doing that. Before we dive in, know that everything should be aligned straight (e.g. the paper feeding into the machine, the paper housing, and the ribbon). Here is the most important excerpt from the online manual:
The most common problem with the printer is a jam. This can be due to several reasons. First things first, check that scrap box that you're supposed to empty before each event and every so often during an event (especially high traffic events). If it's full, you may have a scrap of paper that is lodged in the paper cutting mechanism. Try looking for scraps in there. If you do see one, you've likely found the problem, and you have tools to help you with this. Use the pick kit for scraps that are out of finger reach. If there are scraps deep within the cutting mechanism, you'll have a screwdriver to help take things apart. Don't worry—there are only 4 screws to undo! Use the pictures below as a guide:
What do you do if scraps aren't the problem? Check and see if the paper is firmly on the holder. As per the manual, here's what this means:
If the problem persists, you may have mismatching paper and ribbon. There are two main types of paper that this printer accepts, and the ribbon or paper might have gotten mixed up. They always get changed out in a set! Symptoms of this primarily include a cut ribbon and/or crumpled paper. You also have tools for this! You will be supplied with a roll of tape and scissors for this problem. Before replacing the paper or ribbon, try to use the same media one more time. To repair the ribbon, use tape to connect the torn sides. You will then roll the ribbon (as nice and neat as you can) several times until you cannot see the tape. Make sure that ribbon is firm before putting it back in place. Here's what this looks like (referencing the manual):
Note: The platen roller is the dime-sized diameter, rubber-like roll behind the paper. It grabs the paper and pulls it into the mechanism.
If the paper is all scrunched up and stuck in the mechanism, you'll need to pull that out and cut off the scrunched up paper. Cut like this:
Once you've got all this put back together, give it another test print. If the scrunching and tearing still occurs, then you'll need to change both the paper and ribbon with brand new media (most likely a mismatched paper/ribbon set). If all of these steps fail to fix your problem, and you've changed media more than once, you'll have to call the Spark Point of Contact to see if they can think of anything else that could be wrong. Unless one of the solutions work, you'll have to resort to text-to-phone print delivery even if its not included in the package.
Note: Do not make any promises to refund the client! Those decisions need to be made by the office staff. Do your best to calm a rough situation and move to the next best solution.
Authentication Failed: This is an error screen when trying to boot up the program. Try restarting the program several times until it works. This is most likely an error due to registration. If the problem will not go away, try connecting and/or reconnecting to the WiFi Hotspot. Try restarting the WiFi Hotspot. Follow these steps and you will be able to access the program. Notate this issue on the Post Event Form.
The program runs slow: While there could be several reasons why, the program is trying to process too much information. You should deselect some settings that may be taking too much processing power. Large animated GIF background files are notorious for this. Otherwise, you will likely not encounter this problem.
The program freezes on a photo: There's not much you can do here. You'll have to restart the program. Check and see if there is a program setting that is requiring a lot of processing power. This is also a rare issue.
The live photo preview is really dark: This is not a major issue because the print itself is not affected. Go to the settings and activate "External Flash Mode." This boosts the exposure during the live view.
The Flash Ring is not working: Check to see if the hot shoe sync cable is connected firmly to the camera. Also, check to see if the hot shoe camera adapter is connecting to the camera correctly (metal to metal connection). If these don't solve the problem, you may have two broken bulbs inside the flash (unlikely, but possible), or you may have a bad hot shoe sync cable. Grab the backup cable. If the backup cable is not there, move the booth closer to the backdrop and turn on the constant light on the Flash Ring when there are guests coming through the booth (that constant light gets hot fast). You'll want to increase the ISO on the camera and lower the shutter speed. Contact the Spark Point of Contact if you have issues with this.
If you have any other issues with the equipment, contact your Spark Point of Contact. They might be able to walk you through the solution to a less common problem!
When you're ready, take the quiz below and find out how well you know the information covered in this module