EVENT LEAD INFO

​​

Lead Contact Information:

Ayla Brown: (615)267-8795

Ellen Pelerossi: (615)815-4420

Grace Whelan: (615)636-4561

David Humbertson: (301)268-3732

Abbey Lyon: (615)618-7375

​

Missing things for events?

• First check that everything on the packout list is either checked off or crossed out.

• If something is unclear, and you can’t locate it in the studio, please see which production coordinator is attached to the event and notify them to help troubleshoot. If you can’t get a hold of any production coordinator, contact Abbey.

​​​

​Call with Abbey for Pre-Event

• This is a brief 15-minute call, Facetime, or meeting to go over paperwork and address any unusual details before the event. This is your opportunity to ask any questions you may have, so please come prepared. 

​

Pacing & Flow

• Soft Min Definition

  • Clients may or may not want all items at the end of the event. Common practice is to print as many as possible with guests and 30 minutes before end of print time, ask the client (or DMC contact) if they would like any post prints. Recommend 12-24 items and ask for size/design preference. 

  • **soft min CAN turn into hard min if client decides they want all items 

• If not hitting pace due to flow, what to do

  • If guest flow is slow: Contact client during down time to ask if they would like us to get started on post prints

  • If printer pace is slow: Observe the printer for a few minutes and make adjustments if needed 

• Hard Min Definition

  • Clients will be receiving ALL items by the end of the event. Ask the client for design/size  preference. May require starting post prints earlier than 30 min before end print time. Do not tell client exact numbers, give a rough estimate for remaining items when they are deciding on post prints.

• Overages - need to get a signature at the bottom of the blurb printout.

  • Must contact client 10 before hitting max: 

  • “I wanted to let you know that we are about 10 products away from the maximum amount of products that you have paid for; we are able to add on more products at a rate of $____ per product. The amount is prorated and added to your invoice after the event. I will need your signature to approve these overages!” 

• If the client wants to add more time, check with event staff to be sure they are able to stay longer. 

 

Training & Operations

• Training & Check-ins with Event Staff

  • Slow Printer

  • New dryers - check temp more often

  • New greeter - pull & replace for them while teaching them and look out for bad handwriting or putting stickers overtop of t-shirt tags.

  • Extra long event 

    • Switch event staff positions every few hours or so

    • Get extra training when time allows for new printers

    • Utilize slow times for breaks

  • Non standard product

    • If the event includes a non standard product, expect Tracy or the operations manager to be there. 

    • If they cannot be in attendance, an in-depth meeting will be scheduled to go over everything/provide any needed training and skills. 

 

Client Interaction

• Hovering Clients

  • Using your best judgment, gently but firmly decline any changes that would impact our quality or time goals.

  • Reset expectations by overexplaining our process.

  • Do not give them exact numbers regarding product when they first ask, instead recheck remaining product and ask if they are interested in postprints.

 

Equipment & Materials

• Make sure custom die is wrapped

  • Place customs dies in your clipboard. Make sure that the die is wrapped and secure to prevent damage in transit. 

• If there are any issues with a piece of equipment at an event:

  • Always place a description on masking tape and attach to equipment in addition to writing it down in the post event note form. 

    • Ex. “The screen shifts on this press” or “This dryer is running hot”

Misprints

• In your post event note form, write down each misprint and what type of misprint (use vocabulary from Troubleshooting guide) 

• List why

  • Noting number of misprints and why helps us determine what training needs to happen or troubleshoot live event printing. 

​​​

Clock In/Out Procedures

• No need to ask for clock out times unless it is a carpool event. Record down the time the post meets ends and verbally let the team know to clock out at that time.

 

Food Stipends [Travel]

• Venmo food stipends will be listed in ESA with instructions so have the team look there 

• Contractor - different pay potentially, so do NOT put food stipends in the group text. Just tell the whole team (staff & contractors) to refer to ESA or their email with Abbey

  • Reshare food stipend policy so Leads know if asked​

​

We Value Our Team!