Plan an outdoor launch event

What is going on

Halcyon Property Group is launching its Riverside development on 20 November with an outdoor event for 400 guests on a riverbank site, job J26-0410. The design includes a stage, a lighting truss on ground support, a large LED screen, a sound system and a haze effect for the reveal. The client has asked for a fireworks finale. The site has soft ground near the river, a public walking path through it, no permanent power and a weather exposure that has already blown over a light stand on a nearby shoot this month. Nine crew are pencilled in the Production and Venue Schedule and the risk assessment is not started. The Production Manager wants the plan by 30 September.

Your brief

Produce a full production schedule from load in to load out, a crew roster with licensed operators named, and a signed-ready Production Risk Assessment that addresses rigging, temporary power, weather, public access, haze and the proposed fireworks, with a clear written recommendation to the Production Manager and client on whether fireworks can be delivered safely and lawfully.

Work through it

You do not need to do it all. Doing a few of these will show you what the work is like. Your ticks and notes stay on this device.

• Read the Bump In and Bump Out Procedure, the Work Health and Safety Policy and the Equipment Test and Tag Register and note the constraints for outdoor ground-support rigging and temporary power.
• Build a production schedule from site establishment through rigging, power, screen, sound, rehearsal, event and load out, with times, crew numbers and hold points.
• Prepare a crew roster for the event naming licensed operators for the elevated work platform, rigging and electrical work, and checking hours against the fatigue limits.
• Complete the Production Risk Assessment covering ground support on soft ground, wind ratings, generator power, the public path, haze and crowd movement, with the hierarchy of controls applied.
• Research the permit, licensed pyrotechnician, exclusion zone and notification requirements for fireworks near a river and write a recommendation with alternatives.
• Draft a weather contingency plan with decision points, wind speed triggers and who has authority to stop the event.
• Update the Production and Venue Schedule and the Project and Job Board and prepare a one-page summary for the client meeting.

What someone in this role would produce

• Production schedule with hold points
• Crew roster with licensed operators
• Completed Production Risk Assessment and weather contingency plan
• Fireworks recommendation and client summary