In this module, we will discuss potential challenges that may arise immediately before, during, and after a fashion show. Using this knowledge, you will be able to develop and adhere to a safety and event protocol that supports an accessible, safe, and enjoyable show for personnel and audience members.

1. Emergent Challenges

Many of the worst things that happen at events are unexpected. The failure to implement proper protocols for an academic fashion event can result in injuries, reputational damage, legal liability, loss of participants (as in, students will no longer want to participate or attendees go to the show), and reduced productivity and morale, inhibiting the success and sustainability of the show^[1].

2. Protocol Example

3. Day of Show

Ticketing

Ticketing is the primary revenue source for many academic fashion shows. It provides tracking for attendee numbers which is important for fire safety as well as exclusivity for higher-priced tickets with add-on options. When planning the ticketing strategy, consider the following:

• Pricing: Decide how many ticket types to offer and consider what the tickets will be named.
  • Examples: Higher-priced tickets may be called VIP, Priority, First Class, Front Row, etc.
• Sales Channels: Consider how tickets will be sold and distributed. Online registration platforms provide digital repositories that are easy to access but can pose other logistical challenges. On-site tickets require more personnel but guarantee spots and numbers.
• Reservations: You may choose to reserve a portion of tickets for industry professionals, academic collaborators, and other prominent guests to contribute to the reputation of the show.
• Advertising: Consider how you might notify that tickets are available and provide clear and multiple options to access the purchase site.

Personnel Mapping

Effective personnel management is essential for the smooth operation of a fashion show. You might develop a comprehensive personnel map that includes the following roles and responsibilities:

• Leadership: Oversee the event, coordinate with various teams, and make high-level decisions.
• Models & Designers: Manage the technical aspects, such as lighting, sound, and stage design.
• Backstage Crew: Assist models with wardrobe, hair, and makeup, and timing.
• Front-of-House Team: Handle guest check-in, seating, and any service inquiries.
• Partnership Support: Greet and host special guests and coordinate external equipment delivery.
• Security Team: Maintain the safety and security of the venue, models, and attendees via ushering, crowd control, and event setup/breakdown.
• Volunteers: Provide additional support in any area.

Examples from ENCLOTHE shows will be included over time.

Check-in Procedures

Efficient check-in procedures manage the flow of personnel and audience members, ensuring a smooth start to the event. Develop clear protocols for each group:

• Models and Designers: Establish a dedicated check-in area with designated personnel to verify their preparedness and direct them to the backstage area.
• Volunteers: Implement a separate check-in process to provide them with the necessary information, lanyards or demarcation, and assignments.
• Guests: Streamline the guest check-in process by utilizing digital ticketing, pre-printed name tags or lanyards, and dedicated staff to guide attendees to their seats.

Seating

The seating arrangement is critical for the audience’s experience and the overall event dynamics. Consider how to mark special seats, when to mark them, and have a plan to remove the markers. For example, you may use place cards with names. These must be placed and removed at designated times.

Program

The fashion show program serves as a valuable resource for attendees and can be offered in both print and digital formats. Ensure the program includes the following elements:

• Design Information: Provide details about the designer, model, and garment.
• Legibile Order and Spacing: Ensure the listing are easy to follow and read.
• Event Schedule: Outline the timeline of the show, including the start time, intermissions, and any special guests or presentations.
• Acknowledgments: Recognize the event’s special guests and their contributions.
• Venue and Logistics: You might include information about the venue, exits, and any other relevant logistical details.

The Show

Awards

Academic fashion shows often include awards to recognize outstanding achievements. In the past, ENCLOTHE has had the following categories:

2023

Judges

Judges are selected for ENCLOTHE at least 1 month prior to the show and provide a blind review of the written submissions. Typically, they assess the awards using a rubric that provides a total, designating the award winners.

Past Judges:

Dr. Kathy Smith, Professor Emeritus, AMPD (2023)

Douglas Gearheart, Fashion expert and brand manager (2023)

Dr. Jackie Mosely, Professor, HDFS (2023, 2024)

Clean-up and Check-out

After the event, ensure a smooth and efficient clean-up and check-out process:

• Venue Restoration: Coordinate with the venue staff to restore the space to its original condition, removing any decor and debris.
• Asset Collection: Gather and secure all event materials, equipment, and any remaining valuable items.
• Participant Check-out: Facilitate the departure of models, designers, volunteers, and other participants, ensuring an organized and stress-free exit.

Don’t Stress!

Organizing a fashion show can be a high-pressure and stressful endeavor. Implement the following strategies to maintain composure and ensure a successful event:

• Effective Communication: Foster a collaborative environment where team members feel empowered to share concerns and ideas.
• Contingency Planning: Anticipate potential challenges and develop backup plans to address them quickly and efficiently.
• Delegate Responsibilities: Distribute tasks among the team to avoid overloading anyone and creating shared ownership of tasks.
• Take Breaks: Encourage team members to take periodic breaks to recharge and refocus, preventing burnout.
• Celebrate: Acknowledge and celebrate the successful completion of key milestones! Remember that in the end, it will all be worth it.

4. Event Protocol Templates

As ENCLOTHE goes on, there will be many different work styles and approaches. As producers, directors, and committee members develop their methods, their work will be included here.

For now, here are some helpful links with event protocols and templates that you may find useful:

1. Templates and Forms from Georgia Tech Special Events
2. Event planning templates from Microsoft Create
3. Free Event Planning Template from Asana

Activity 6. Safety and Event Protocol