Show and Event Production / Lesson 3 / Getting Gig Ready

Lesson Overview

The final stage of event production is the event itself! This lesson is a comprehensive guide to both the professional and practical steps required to turn your creative skills into a successful live performance. First, we'll cover the business essentials of getting a gig: creating a compelling demo reel, understanding contracts, pricing your work, and networking. Then, we will dive into the technical logistics of the performance itself. We'll look at how to prepare your equipment to be taken out of the studio, set up in a new location, and packed up efficiently. We will cover packing checklists, software backups, on-site problem-solving, and other essential tips that seasoned VJs use to ensure a flawless show.

Resources

Getting Gig Ready: From Portfolio to Performance

So you're about to get a gig? Or maybe you are desperately looking for one. Well, either way, it's time to prepare. You may have heard it before, but most professional opportunities are a combination of who you know, being in the right place at the right time, and being prepared. It never helps to say you're a VJ and not have anything to show for it. Your VJ playtime should become your portfolio. Even if you are only posting to an Instagram or YouTube with 10 followers, if you are making something cool, share it publicly, or at least have a link you can access quickly for when you are in the right place at the right time. It's also the future, and we have softwares such as Unreal Engine, Capture Visualizer, Syncronorm Depence R3, and more 3D programs that can help you to create a "dream portfolio show" without leaving your house. These softwares take time, but as you build yourself up as an artist, you have to have something to show, or at least be cool enough that a band wants to take you on tour just because they like you. That's right, who you know can be just as important as what you do (if not more in some cases).

Now, let's say you've practiced in your house for a big show, how easy is it for you to move your setup from home to event? In a pinch, can you squeeze everything you've got onto a tiny tabletop? Are you ready to run visuals without a MIDI controller? Do you have the right dongle? A portable router? Art-Net or DMX devices? Do you have an umbrella, rain cover, or pop-up tent?

In many ways, getting "Gig ready" is preparing for the worst and feeling confident that you can make a show happen even if everything goes wrong. Have backups to your backups, store crucial things in the cloud, and make sure your phone can act as a hotspot if you don't have internet access. Make sure all your software is registered, and god forbid, do not, I repeat, do not update any of your software or operating system the day, or night before your event. The golden rule of computers: if it's not broke, don't update it. If you are a month away from your event, feel free to update, but give yourself time to make sure everything is working smoothly, and if not, use an app like Carbon Copy Cloner or TimeMachine to roll back to a stable version of your existing setup.

Part 1: The Professional Package (Getting the Gig)

Your Calling Card – The Demo Reel

Before you can get a gig, you need to show what you can do. A compelling demo reel is your most important marketing tool.

  • Content is King: Showcase a variety of styles, moods, and techniques. Always use high-quality recordings of your work.
  • The Right Cut: Create a short, high-impact version for social media (~60 seconds) and a longer version for your website or direct inquiries (2-3 minutes).
  • Sound On: The music you choose is crucial. It sets the tone for your reel and demonstrates your ability to work with audio.

The Paperwork – Riders & Contracts

These documents ensure a smooth and professional engagement for both you and the client.

  • The Technical Rider: Clearly communicate your hardware, space, and power needs to a venue.
  • The Artist Contract: Define the scope of work, payment schedule, and deliverables to protect yourself and the client.
  • The Work-for-Hire Agreement: Understand when and why you might sign away copyright for commissioned content.

Know Your Worth – Pricing & Payments

This lesson demystifies the process of pricing your services.

  • Common Pricing Models: Learn to use day rates (for live performance), per-project fees (for content creation), and hourly rates.
  • Factors to Consider: Adjust your price based on the event scale, client budget, and complexity of the work.
  • Getting Paid: Best practices for invoicing and ensuring you are paid on time.

Making Connections – Networking & Outreach

Great work needs to be seen by the right people.

  • Building Your Online Presence: Use platforms like Instagram, Vimeo, and a personal website to create a professional portfolio.
  • Real-World Networking: Connect with event promoters, venue managers, and other artists in your local scene.
  • The Outreach Email: Learn how to write a professional email to introduce yourself and your work to potential clients.

Part 2: The Technical Package (Preparing for the Show)

Gigs and Gear: Packing & Travel

There's more about this in the resources links, but be ready to travel with a hard case or high-quality laptop bag to ensure that your equipment is protected. Also see the articles on rigging a projector, recommended gear guides, and VJ travel kits.

  • The Checklist: Create and use a detailed packing guide for all your gear, including cables, adapters, and backups. Never leave anything to chance.
  • Travel Cases: Invest in durable cases (like those from Pelican) to protect your equipment on the road.
  • The VJ Travel Kit: Beyond the main gear, always pack a "go bag" with essentials like gaffer tape, zip ties, a multi-tool, and extra adapters.

Digital Preparedness – Backups & Failsafes

Technology can and will fail. Be ready for it.

  • Local Backups: Use a tool like Carbon Copy Cloner to make a bootable duplicate of your show drive. Keep a backup of all media files on a separate USB drive.
  • Cloud Storage: Use services like Google Drive or Backblaze for an off-site backup of your most critical project files and content.
  • Version Control: For any code or complex project files, use a system like GitHub to track changes and revert if needed.

Part 3: The Final Mile (Execution)

Rehearsals & Revisions

This is where you sync with other performers and the technical crew.

  • Preparing for Rehearsal: Arrive early and be ready to test connections with the sound and lighting teams.
  • Constructive Feedback: Be open to feedback from the show director or other artists and have a plan for how you can make quick revisions.

The Performance: Setup, Show, Teardown

It's showtime!

  • Setup: Give yourself ample time. Run through your full setup process, from rigging projectors to testing every cable and software cue.
  • Show: Stay focused, communicate with the stage manager, and be prepared to improvise if something unexpected happens.
  • Teardown: Pack up your gear methodically using your checklist. Ensure you leave the space as clean as you found it.

Part 4: Who’s Who on Site (A Guide to the Production Crew)

On any professional gig, you'll be working with a team of specialists. Knowing who does what will help you solve problems efficiently and be a better collaborator.

Management & Production

  • Tour Manager (TM)
    • What it means: The chief executive of the tour.
    • What they do: Manages the tour's budget, scheduling, travel, accommodations, and communication between the artist and the promoter or venue. They are your primary contact for any issues related to scheduling, payment, or travel logistics.
  • Production Manager (PM)
    • What it means: The chief of all technical departments.
    • What they do: Coordinates all technical aspects of the show (audio, lighting, video, staging). They create the master technical schedule for load-in and load-out. They are your main contact for where your equipment will be set up and when you can get on stage to work.
  • Stage Manager (SM)
    • What it means: The "mission control" of the live show.
    • What they do: Manages the stage during the performance. They call cues for lighting, sound, video, and artist movements to ensure the show runs as rehearsed. You will likely be on a headset (comms) listening to the Stage Manager for your cues to start, stop, or change scenes.

Audio Department

  • A1 / FOH Engineer
    • What it means: "Audio 1" or "Front of House" Engineer.
    • What they do: Mixes the sound that the audience hears. They are the person to ask if you need an audio feed for any audio-reactive visuals.
  • A2 / Monitor Engineer or Audio Tech
    • What it means: "Audio 2" or general audio technician.
    • What they do: Manages all sound on the stage itself, including the monitor speakers or in-ear monitors for the performers. They also handle microphones, cables, and wireless systems.

Lighting Department

  • Lighting Designer (LD)
    • What it means: The creative head of the lighting department.
    • What they do: Designs the overall look, color palettes, and feel of the show's lighting. As a VJ, the LD is your most important creative collaborator.
  • Lighting Director / Operator (L1)
    • What it means: The hands-on operator of the lights during the show.
    • What they do: Executes the LD's vision by programming and running the lighting console during the performance.

Video Department

  • Video Director (V1)
    • What it means: The person in charge of the live video feed.
    • What they do: On shows with live cameras, the V1 calls the camera shots and directs the camera operators. If your visuals are being mixed with live camera feeds, the V1 is your director.
  • Video Tech / LED Tech (V2)
    • What it means: The specialist responsible for the video hardware.
    • What they do: Builds, configures, and maintains the projectors, video screens, or LED walls. This person is your best friend if you have any issues with your video signal.

Staging & Rigging

  • Rigger
    • What it means: The specialist responsible for safely suspending equipment from the ceiling or support structures.
    • What they do: They calculate weight loads and hang the motors and trussing that support lights, speakers, and video screens.
  • Stagehands / Deckhands
    • What it means: The general labor crew for the event.
    • What they do: They are responsible for loading cases in and out of the venue, building the stage, and assisting all technical departments.

Venue Staff

  • Venue Manager
    • What it means: The person in charge of the building itself.
    • What they do: Manages the venue's staff, security, and policies. The Tour Manager is their primary point of contact.
  • House Electrician
    • What it means: The venue's certified power specialist.
    • What they do: Provides and connects the main power for the entire production, known as the "tie-in."

Homework

  1. Create Your Pro Package:
    • Assemble a 60-second demo reel using footage from your projects.
    • Create a personal technical rider template.
    • Make a detailed packing checklist for your specific gear setup.
  2. Backup Your Work: Make a complete backup of all your show production files using both a physical USB drive and an online storage service.
  3. Complete Final Project: Deliver your final, performance-ready project.