[Anticipation-Hugo-ceremony] Denvention Hugo Ceremony Mega-Schedule.
ldtmann at dpsinfo.com
Sun Apr 26 18:52:13 PDT 2009
Here's how I tracked what we did for Denver, in terms of time and items
we had to be sure we had.
Denvention Hugo Ceremony Meta-Schedule
Other than ensuring the Hugo info packets are distributed to each
nominee, Hugo Ceremony really don't have lots to do during the early
part of the convention. I expect to meet with Wil McCarthy at some
point early in the week so, one hopes, he can have a little extra stage
time before the Masquerade rehearsals start. I'll talk to Bill and Alex
to work this out.
Saturday morning, Hugos starts working with the stage. We want to make
sure the podium, mics and stairs are ready. I'm not sure if we are
charged for any of these items.
I need to work with Seth to set-up reserved seating for the nominees,
presenters, DHs and press. I'll prepare a lot of "RESERVED" signs for
the front. Will Events/Technical have some of the big tape to drape
around the reserved area? (Anticipation - be sure to find the diagram
of the stage and the auditorium seating to share with your staff.)
Other technical items:
On stage: two large screens - are already onstage by default.
o One podium/lectern, mic attached
o Three free-standing mics
In technical area:
o 2-3 personal data projects (Technical provides)
o 2 flash drives with pre-show photos, nominee PowerPoint slides,
In Memoriam Slides, and other show slides
o Gobo projector -- Technical (lighting)
o 8 folding chairs
o Water set-up
o 2 6' tables to store Hugo statues
o Radio for stage manager (Randy Smith)
Hugo Ceremony and the Stage
Saturday 11am: Meet with Bill, Gay Ellen, Randy, Alex: Make sure we
have access to all the backstage rooms.
Saturday noon-3 All presenters and nominees (in and out at their
Saturday 3-4 Rehearsal with Wil McCarthy (MC)
Saturday 4-4:30 Kathy Mar rehearsal
Saturday 4:30-5:00 Review all technical issuesSaturday 6:30 Hall
opens for audience, Powerpoint photoshow starts
Saturday 7:30 Show Starts
Saturday 9-9:30 Show ends/winner photography onstage
Saturday 10:00 all Hugo Ceremony people/materials cleared from backstage
Mary Kay and I have started to correspond about when/how to move the
Hugo statues over to the Hall. Since an office is lockable, we will
lock the statues in the Events office (AKA "Star Dressing Room 3" on the
CCC map). We need to figure out where the unpicked-up statues go after
Complete set-up by 5:45pm.
Doors open promptly at 6:00pm (probably a little earlier, but no
Nominee photography starts at 6:30pm.
Nominees are seated at 7:20pm in audience.
Set-up photography area before 6:00pm (probably the area marked Wells
Fargo Theatre Docks)
Backdrop: Is there going to be some sort of portable Denvention
If there is, and it's portable, we'd like that moved to the
pre-Hugo reception for photography.
Cash bar: 5:30-7:30 (no drink chits this year, warn people in advance)
The center requires a 4 hour minimum for
bartender service; however they will only be open for two hours.
(it looks like the cash
bar would be $500 at the worst, and may be less since one
bartender is free for each $400 of sales).
6:30 - photography show starts (will be
a randomized Windows photo show, so it will just need to
be started, with the "sleep" setting set to 70 minutes) doors
to hall open
7:30 - show starts, Laurie and Gay introduce Wil McCarthy,
who handles everything, show ends by 9:30 at
the very latest, 9:00 is the goal.
I think the ceremony ended at about 9:10.
More information about the Hugo-ceremony