Photo courtesy of Brandon Marx and Gateway Church
Nothing can stress out a tech team like an equipment failure or a system incompatibility that's discovered on the day a concert tour arrives at your church. “The show must go on,” so they say. So when the tour truck backs into your loading dock, things need to happen in lock step or the day can quickly spiral out of control.
Regardless of the size of your venue, being prepared and organized are the keys to preventing mishaps. Whether you are a novice or seasoned veteran, reviewing these vital practices should be a staple part of your concert hosting process.
Communicate, Communicate, Communicate
Hosting a concert tour is no simple task. There are many details that pertain to the production, in addition to other logistics that can include: meals, security, space allocation, green room requests and more. Understanding each person's role and keeping in regular communication are crucial.
John Tweed, who oversees radio, sound, and broadcast media for Valley Bible Fellowship in Bakersfield, California, says relationships and communication are the highest priorities when planning for a concert. “Be sure you are clear on absolutely everything that is needed the day of the show. Develop a good relationship with both the promoter and the tour manager in the weeks leading up to the event. Let them know that you are there to serve their needs and you will do whatever you can to meet those needs.”
Tweed recounts an early experience from his career that highlights the need for clear communication. He says the local show promoter, intending to save money, told the tour manager the hosting church's PA system met the production manager's specs. Although the tour was carrying a PA system, they were not planning to unload it on show day and had planned and budgeted accordingly. Low and behold, the information given by the promoter was not correct and the entire system from the tour had be unloaded and set up last minute. As the church tech director, Tweed was caught in the middle of a stressed out production manager, an anxious band and an aloof promoter.
The lesson here: always be absolutely clear on everything that is needed and talk directly with those responsible. Despite good intentions, information can filter through multiple channels and details, including technical specifications become lost or misconstrued in the process. Never assume the tour personnel are aware of your venue's resources or specs. Even though it may seem tedious, it's important to talk through everything clearly and thoroughly.
Test, Check, Test Again
Many touring shows travel with production, meaning they are self-contained and carry all the equipment needed to make the show happen. However, in venues with installed equipment, such as houses of worship, the tour may want to either use the in-house systems or supplement the house systems with features such as subwoofers, side- or front-fill audio coverage, additional lighting, and video.
As church techs, it's easy to become complacent from week to week by simply assuming all of the systems are working as expected. Just because it was fine on Sunday does not mean everything will be working properly later in the week. While this should be a practice you perform regularly, be sure you test all your speaker components, lighting fixtures, projectors, and so on. Ensuring the full working capacity of your equipment is essential, especially when a tour is counting on them.
Another high priority need for any show is having sufficient electrical power. Tweed says several factors need to be considered in this area. “Be very clear on what power requirements are needed. Every tour is different and many churches are not built with high-voltage tie-ins for events like this.” Tweed also stresses the need to know how long the power runs will need to be for the feeder cable.
In many cases, you will need to rent a generator. “We always make sure the generator is delivered first thing in the morning on show day, so there is time to test it before it's actually needed,” says Tweed. “We have had to send generators back that did not work properly.”
The same rings true with fire alarm systems. Haze and fog are staples of most any show and you'd be surprised how many mid-show fire alarms have ruined concerts, not to mention the undue stress and safety concerns of attendees, performers, and the fire department. A full check of smoke alarm systems should be run during the day. If systems will be bypassed, a local fire marshall must be onsite to monitor the venue throughout the evening.
Don't Be Afraid to Be Thorough
The best question to ask near the end of any project or planning period might be, “Is that everything?” This is a simple question, yet one that will force us to look carefully at each detail. Every possible detail should be considered in the weeks leading up to the day of the event. Be sure to speak directly, and if needed, frequently with tour representatives, local promoters, and other church staff involved in the event. You won't be bothering them. They would rather be over-prepared than be surprised on show day with something that wasn't considered.
Creating a detailed information packet about your church and your concert preparations can help insure everyone is on the same page. Tweed says this has proved to be beneficial on numerous occasions. “I have scale drawings of our stage with measurements and the overall venue drawing as well. I usually provide drawings, photos, and video and put them into a Dropbox file and make it available to the tour manager. I also provide a detailed list of our in-house equipment, specs, power drops, and anything else you can think of.”
While assembling materials and checklists may seem overwhelming, the headaches and miscommunications will begin to disappear, leading to a much better show and a positive relationship with promoters and tour personnel. Tweed says, “If the band, production manager, and tour manager can leave with smiles on their faces; if they can say they really enjoyed being there and let you know they appreciated all that you did for them, then you did a good job.”
