For the Show

Module 6. Contingency and Day-Of Preparation

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.

Learning Objectives

  • Review and consider potential risks and hazards related to fashion shows
  • Connect challenges with potential solutions
  • Finalize protocols to support a successful show day

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

Emergency and Safety Plan for Enclothe Fashion Show:

  1. Venue Assessment:

– Conduct a comprehensive assessment of Crystal Bridges Museum to identify potential hazards and safety concerns specific to the fashion show setup.

  1. Emergency Contacts:

– Compile a list of emergency contacts including museum staff, security personnel, local emergency services, and medical facilities.

  1. Communication:

– Establish clear communication channels among event organizers, volunteers, museum staff, and security personnel.

– Ensure all participants know whom to contact in case of an emergency.

  1. Crowd Management:

– Determine the maximum capacity for the event space and monitor attendance to prevent overcrowding.

– Designate entry and exit points to facilitate smooth flow of attendees.

  1. Emergency Procedures:

– Develop and distribute an emergency procedures document outlining protocols for evacuations, medical emergencies, and other potential incidents.

– Conduct rehearsals or briefings to ensure all participants understand their roles during emergencies.

  1. Security Measures:

– Coordinate with museum security to enforce safety protocols and monitor the event.

– Implement bag checks or security screenings at entry points to prevent prohibited items from entering the venue.

  1. Fire Safety:

– Verify the location of fire extinguishers, emergency exits, and evacuation routes.

– Ensure all participants are briefed on fire safety procedures and evacuation protocols.

  1. First Aid Stations:

– Set up first aid stations equipped with basic medical supplies and staffed by trained personnel.

– Communicate the location of first aid stations to attendees and volunteers.

  1. Accessibility Considerations:

– Ensure the venue is accessible to individuals with disabilities by providing ramps, designated seating areas, and accessible restroom facilities.

– Train volunteers to assist individuals with disabilities during emergencies.

  1. Vendor and Equipment Safety:

– Ensure all vendors comply with safety regulations and standards for their equipment and installations.

– Conduct inspections of equipment such as lighting, audio systems, and stage setups to prevent malfunctions or hazards.

  1. Weather Contingency Plans:

– Monitor weather forecasts leading up to the event and have contingency plans in place for inclement weather.

  1. Post-Event Evaluation:

– Conduct a post-event debriefing to review the effectiveness of the safety plan and identify any areas for improvement.

– Document any incidents or near misses and develop strategies to mitigate risks for future events.

By adhering to this safety plan, the Enclothe Student-Led Fashion Show can ensure a safe and enjoyable experience for all participants and attendees at Crystal Bridges.

-Maya Lester, Logistics Producer, ENCLOTHE 2024

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

Academic Awards (paper submitted for academic review):
  1. Evolution of Sustainability Award (environmental, sustainability)
  2. Impact Award (social issues)
  3. Imaginative Award: (creative/innovative designs)
Non-application Awards:
  1. Show Stopper
  2. Enclothe: Evolve

2024

Academic Awards:
  1. Swetnam’s Award (open topic – in remembrance of Rachel Swetnam; late AMPD student minoring in Chinese who passed away prior to her graduation)
  2. Sustainability Award (environmental/sustainability)
  3. Purpose Award (social issues/meaning/narrative)
  4. Fashion Forward Award: (inclusive/ trendsetting/influential)
Non-application Awards:
   5. Showstopper Award

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

Purpose

This activity will foster individual and class contribution and cohesion. The goal of this activity is to generate a comprehensive safety and event protocol for ENCLOTHE. Apply the principles and tools explored in this and previous modules to complete the following.

Task

Complete with the indicated level or team (Individual/Committee/Group). Submit to Forms.

  1. (Individual) Research and understand key safety protocols for fashion shows. Identify one important step, task, or other protocol element. Submit to the class pool of ideas.
  2. (Individual) Research and understand key event protocols for fashion shows. Develop a one to two sentence statement describing your committee’s contribution to ENCLOTHE in the context of the protocol or timeline of show day.
  3. (Class) Rank the safety protocol list generated from item 1 from least to most important.
  4. (Committee) Summarize all statements from item 2 committee members into a single event protocol statement. It should be about a paragraph.
  5. (Class) Sort the event protocol statements by element alignment (theme, personnel, or target audience).
  6. Indicate your consent to include the protocol documents in the OER textbook.

Criteria

Proficient (10 points) Competent (5 points) Novice (1 point)
Individual Contribution (A) Safety Protocol: Research demonstrates a deep understanding of key safety protocols. Identified step, task, or element is significant and insightful. (B) Event Protocol: Statement clearly and concisely describes committee and individual contributions within the overall protocol and timeline. (A) Safety Protocol: Research demonstrates understanding of key safety protocols. Identified step, task, or element is relevant. (B) Event Protocol: Statement clarifies committee and individual contributions within the context of the protocol and timeline. (A) Safety Protocol: Research shows basic understanding of key safety protocols. Identified step, task, or element may be missing details or significance. (B) Event Protocol: Statement partially describes committee and individual contributions, lacking clarity or organization.
Class Collaboration (A) Safety Protocol: Participates actively in ranking process, providing insightful rationale for ranking choices. (B) Event Protocol: Effectively collaborates with classmates to sort statements by element alignment, ensuring consistency and accuracy. (A) Safety Protocol: Participates in ranking process, providing relevant rationale for ranking choices. (B) Event Protocol: Collaborates reasonably well with classmates to sort statements, with some minor inconsistencies or inaccuracies. (A) Safety Protocol: Participates minimally in ranking process, providing limited rationale or justification. (B) Event Protocol: Collaboration with classmates is limited, resulting in inconsistencies or inaccuracies in sorting statements.
Committee Cohesion Summary effectively integrates all committee member statements into a cohesive paragraph, showcasing a clear understanding of individual roles and responsibilities within the event protocol. Summary integrates most committee member statements, capturing the essence of each contribution and demonstrating a good understanding of roles and responsibilities. Summary integrates some committee member statements, but may lack clarity or comprehensiveness in capturing all roles and responsibilities.

 

 

  1. https://www.highspeedtraining.co.uk/hub/consequences-of-poor-health-safety-procedures/ ↵

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Enclothe Copyright © 2024 by Sarah West Hixson is licensed under a Creative Commons Attribution-NonCommercial 4.0 International License, except where otherwise noted.

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