School & Teen Events A night of firsts

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Valerie Hicks

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Oct 21, 2006
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Eastern South Dakota
www.squareonesd.com
We've been doing this for 25+ years so we don't see a lot of 'firsts' anymore. Last saturday night was sure the exception. We planned extra setup time because my contact person never replied to my confirmation inquiries prior to the dance. We've been going to this school for about 10 years now, and sometimes that happens there. So we arrive we extra time as last year construction on the school forced us into the most difficult load in I think we had ever experienced. Back to saturday night. We arrive and the new addition is nearly done and it looks like we should be able to load in the new doors....except the inner doors are chained and padlocked. Great. Need to find a custodian with a key. Wander into the gym and immediately notice that the athletic room that contains our breaker panel is gone. Totally gone. Cement block wall gone. Electrical gone. Crap. Now we have a problem. Continue our search for a man or woman with a big bundle of keys. Eventually run across a principal giving a tour to a reunion group, and fortunately he is at the end of the tour. We follow the group back to the door and grab the Principal as soon as he's finished. We walk over to the new addition (the new door is about 20 feet from where we set up). He says he can't let us in that area because the contractor hasn't released that part of the building yet.....they are due to turn it over....wait for it....sometime this week. Oh well, there is another entrance that is quite a distance but not as steep and slanted as the front door we used last year. So we turn to our power search. Principal leads us all around 3 floors of school in search of anything we can tie into and finally find a panel in the basement, maybe 120 feet away that we can use. We've by now used up most of our extra time, and it's now 2pm and an 8pm dance start. Ok we are still alright and we begin schlepping gear. An hour and 45 minutes later, we have each racked up 3 miles in our trips of bringing in gear. Start setting up knowing we no longer have extra time and need to keep moving. At 6:30 our contact wanders in and asks how it's going, can she bring us anything, water, etc. Comments this is really cool, she's never seen everything on the ground like this (we haven't cranked up trusses or stacked speakers yet). Says "so about an hour". I say are we still starting at 8pm? She says no 7:30. gulp. Oh we forgot to tell you. We decided to start earlier so the younger kids can get home.....ooookayyy.... so are we still on for an 11pm end time? No that's 10:30 now. Okay well at least that's good news. Wrap up polite conversation with hearing 'oh and I turned in your invoice a week ago but I don't think they've printed your check yet but I'll check on it now'. Oh goodie. Now we're short on time and not getting paid tonight!! What could be better?!

So I break the news to steve and we kick it into gear and finish setting up. Ready to go and start on time, though didn't get our usual much appreciated few minutes to sit down and grab a bite to eat, and after a hard load in we're sure missing it. Dance is going along fine when one of the chaperones who is watching the crowd from our truss cameras points out that a principal has something on the dance floor at his feet and can't move. He's zooming in and can't see what the item is, and is listening on the radios and still not sure...finally says "I think it's a tampon....the suspense is killing me I gotta go look". Off he goes. Returns a bit later and says "it was. It was a used tampon". I say wow in 20 years that one's a first!! He says he's been a bouncer in a club and that's a first for him too. Back to dancing. The dance goes well and most of the 1200 kids are there till the end. Give out a card because our contact is retiring (YAY) and they want to make sure they get us back again (double YAY). We start packing up. About 11:15 the computer controlled lights go out. Custodians can't reset them. We say that's ok, it's not too bad as long as the pool lights next door stay on we can see well enough. HA! Yeah, they went off before midnight. Sigh. Putting away equipment into black boxes in a dark gymnasium. We have a utility room open to spill a little light into the room. Slow going between being tired & already sore & now working in the dark!

We get things packed up and start the long hikes down the sidewalk to load up the truck. The custodian graciously helps push boxes (he has before--really nice guy). Halfway through loading up we are met coming back in by a guy who says what are you doing? Steve answers trying to get our stuff out of here. The guy says do you work here? no. What are you doing? Ummm....loading up our equipment after the dance. Is there anyone who works here? Yeah he'll be coming through that door in a just a minute. [hoping he's not going to get in trouble for helping us]. That is the security company wondering why the alarm hasn't been armed yet. They talk--we continue loading up. Phone calls are made and he goes away. We finish up and thank the custodian with a little cash--he won't accept all of it, but finally get him to keep $20. Tired, sore, dirty, but done. Off to the motel where we are in luck and they have one room left.

Oh, to top off our weekend, we get home about 5pm sunday evening, get chores done, grab a bite to eat and watch tv for a bit. We're heading to bed early to catch up on sleep---watching tv in bed and hear a very loud bang. Like a very very close gunshot. Gets my attention. I sit up and notice out the window a vehicle in front of our house stopped--see a person run in front of it down the road in the headlights, then turn and run back to the vehicle. Tell Steve someone broke down or something, he better get up. I suddenly think oh crap, I hope the donkeys weren't out and someone hit a donkey on the road! Run to window and look out and see all sorts of lights....headlights, firetrucks, and a raging fire in the field right next to our property! Get dressed and run outside to assess the situation and see if we need to be packing up. A silage chopper has caught fire in the corn field, about 150 feet from our house...75 feet from the edge of our heavily treed property. The blaze is impressive but the crew had managed to drive the burning equipment to the ditch and away from the dry cornfield. We watched until the fire was under control. They immediately had dozers on site clearing the dry corn stubble from the area--they parked them between our house and the burning chopper. Talked to the guy on the silage crew who drove the burning chopper away from the corn and he apologized for disrupting us! No really, you kept our property from burning up, it's no problem!! Super nice guy. All in all they did a good job containing the fire and eventually getting it put out. Turns out the fire started about the time we went upstairs, but we had tuned out the trucks going back and forth (and don't have visibility on that side of the house). We had no idea it was going on till we heard the first explosion about halfway through the ordeal. We did get to watch the other tires blow--some of them were impressive.

In the chaos one of our dogs ran off. Searched for him for a couple hours after all the trucks had left and finally decided I had to go to quit. Hoped he would find his way back by morning (and he did). Attached are a couple pics of the sunday night excitement....one of the blaze (you can see our mowed ditch in the foreground showing how close it is) and one monday showing the wreckage with our house in the background.

Just an odd series of events. The glamorous DJ life.
 

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Wow. Sounds like a very tiring weekend! Loss indeed for the farmer. Hopefully he has good insurance on that equipment.
 
That was a rough weekend! Glad your house and property were not affected by the fire next door. As for the school issue I can relate to that but on a smaller scale. Only, when I was to begin setting up in the gym there were female basketball players not quite finished with practice. Caused me stress 'cause I hadn't anticipated anything in the gym when I was to arrive. Aren't those POC at the school fun to deal with? LOL!

Had a second similar incident about 7 hears ago at a middle-school...afternoon after school dance. No lights needed. Don't you just love bleachers that run right up to the basketball court out-of-bound lines? Another wait until they finished practice. It was after this event that school functions were no longer something I cared or willing to do. Deleted proms and school dances from all advertising! Oh, this function was a favor to my daughter-in-law who was on the PTA committee...and I had two granddaughters attending the same school.
 
Valerie,

Kudos for your undeniable professionalism and clear appreciation for positive outcomes in potentially unfavorable circumstances.

...no cross we can not bear!

Again, Kudos.
 
After reading this thread, It validates one of my required (of myself) business practices (OCD related). People who know me give me a hard time about it, but I won’t agree to do a gig until I have personally checked out the venue and located the unloading, power, and setup locations. It takes time for which I don’t get paid, but worth it for my own personal piece of mind. After reading this though, I might even start doing it for venues I’m familiar with, because things CAN change.
 
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After reading this thread, It validates one of my required (of myself) business practices (OCD related). People who know me give me a hard time about it, but I won’t agree to do a gig until I have personally checked out the venue and located the unloading, power, and setup locations. It takes time for which I don’t get paid, but worth it for my own personal piece of mind. After reading this though, I might even start doing for venues I’m familiar with, because things CAN change.

We've been working at this school for 10+ years......we know the loading, power and setup VERY well. AND I left messages for a week with our contact regarding status of construction, so I attempted to verify these things ahead of time! It does remind us though to not become too complacent with those recurring accounts!! I always do a reminder about load in, access to power (this particular school was in a locked athletic room so I always mention it when I do my last contact of arrival time, etc). This time the contact (same one for 10 years) didn't ever get back to me. Normally that meansno red flags were raised. Glad we allowed extra time anyway!
 
We've been working at this school for 10+ years......we know the loading, power and setup VERY well. AND I left messages for a week with our contact regarding status of construction, so I attempted to verify these things ahead of time! It does remind us though to not become too complacent with those recurring accounts!! I always do a reminder about load in, access to power (this particular school was in a locked athletic room so I always mention it when I do my last contact of arrival time, etc). This time the contact (same one for 10 years) didn't ever get back to me. Normally that meansno red flags were raised. Glad we allowed extra time anyway!

The load-in fiasco was a fluke. How often does a school take on a major reconstruction job. Based on what I've read so far, you guys are handling things in an expert manner. Your practice is to show up early, in case something like this pops up. Your normal routine worked perfectly, even if it was a PITA. No reason to change things. We all can take a lesson from the way you guys do biz.
 
The load-in fiasco was a fluke. How often does a school take on a major reconstruction job. Based on what I've read so far, you guys are handling things in an expert manner. Your practice is to show up early, in case something like this pops up. Your normal routine worked perfectly, even if it was a PITA. No reason to change things. We all can take a lesson from the way you guys do biz.

Yes, last year they informed us of the construction (which was to be completed before this school year started). We knew enough to try to confirm so we could account for it again if needed, but our inquiries just didn't pan out. At 230 miles away it's not like we can buzz over and take a look. Even had we enlisted a relative to swing by we would have been under the impression we could use the new doors....and still no idea the power was completely removed from the building! Eh, it worked out.
 
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The load-in fiasco was a fluke. How often does a school take on a major reconstruction job...

Yeah... but flukes happen.[emoji1] I’m not suggesting others follow my lead... It’s not JUST the venue site surveys. I ALWAYS allow an extra 1/2 hour or more for setup, but I also allow an extra 1/2 hour or so for unanticipated traffic, or a flat tire, or whatever.[emoji1] So there’s times when I’m sitting around for a couple of hours at the venue, doing nothin’. Craziness![emoji1]
 
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Valerie, I don't know how you do it. I've seen how much stuff you have to move and to have to deal with. A fire once you get home on top of that. Oh boy. Our largest load in is only 2 hrs, now I don't think I can handle much more especially when we have back to back events. With our college & University clients we normally have them provide a crew for load in & load out. Quite a few times we get students with A/V experience/background. It also gives us a time to bond with the students. At some locations I found that they're actually getting paid as part of their on campus job. Although we can do the setup our ourselves I found many companies that actually requires the local labor to get the events setup. One vendor who does one of those laser tag games requires over 10 persons to setup, load in & out a large inflatable. Obviously you can't take that many people on the road. Speaking with one of the employees, he had been on the road for 3 weeks and had another week to go. And I thought I had it bad at 2 weeks.

As for site surveys that only works if events you do are close. Most of my events are 2 or more hours away so site surveys aren't practical. It does however require the client to follow the rider, usually they get it right. What does happen at locations where you do recurring events something or someone changes and that's where the ball gets dropped. With first-time clients there is usually never a problem. What I do you do however is when I'm there I do survey all of the different event spaces at the location for future events. For outdoor events I actually use Google Earrth to zoom in on the location for detail of the area or to find the best load in spot. If the area isn't rural sometimes you can even get the street view.
 
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Valerie, I don't know how you do it. I've seen how much stuff you have to move and to have to deal with. A fire once you get home on top of that. Oh boy. Our largest load in is only 2 hrs, now I don't think I can handle much more especially when we have back to back events. With our college & University clients we normally have them provide a crew for load in & load out. Quite a few times we get students with A/V experience/background. It also gives us a time to bond with the students. At some locations I found that they're actually getting paid as part of their on campus job. Although we can do the setup our ourselves I found many companies that actually requires the local labor to get the events setup. One vendor who does one of those laser tag games requires over 10 persons to setup, load in & out a large inflatable. Obviously you can't take that many people on the road. Speaking with one of the employees, he had been on the road for 3 weeks and had another week to go. And I thought I had it bad at 2 weeks.

As for site surveys that only works if events you do are close. Most of my events are 2 or more hours away so site surveys aren't practical. It does however require the client to follow the rider, usually they get it right. What does happen at locations where you do recurring events something or someone changes and that's where the ball gets dropped. With first-time clients there is usually never a problem. What I do you do however is when I'm there I do survey all of the different event spaces at the location for future events. For outdoor events I actually use Google Earrth to zoom in on the location for detail of the area or to find the best load in spot. If the area isn't rural sometimes you can even get the street view.
Just be careful .. many/most liability policies don't cover external help if someone drops your gear .. or worse .. drops it on their foot.
 
This is standard procedure with colleges and universities. I first learned about this all the way back in 1978 when I first started college and saw students setting up a big concert rig. Same time I got introduced to contracts & riders. As I said many times the students are getting paid by the school. Many are female so nothing I have is really heavy, I can lift everything even now and Chemo left me pretty weak. As for gear with the exception of the laptops/video projectors If anything breaks when dropped it isn't meant for the road. My current system has been on the road for 20 years, I just realized that when my son and started working with me. Basically everything was older than him. He barely remembers me working with CDs
 
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This is standard procedure with colleges and universities. I first learned about this all the way back in 1978 when I first started college and saw students setting up a big concert rig. Same time I got introduced to contracts & riders. As I said many times the students are getting paid by the school. Many are female so nothing I have is really heavy, I can lift everything even now and Chemo left me pretty weak. As for gear with the exception of the laptops/video projectors If anything breaks when dropped it isn't meant for the road. My current system has been on the road for 20 years, I just realized that when my son and started working with me. Basically everything was older than him. He barely remembers me working with CDs
No issues if they are covered (in writing) by the schools .. personally, I'd discuss it with my insurance provider to make sure there aren't any loopholes you'd be subject to (since they aren't employees of you).
 
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This is standard procedure with colleges and universities. I first learned about this all the way back in 1978 when I first started college and saw students setting up a big concert rig. Same time I got introduced to contracts & riders. As I said many times the students are getting paid by the school. Many are female so nothing I have is really heavy, I can lift everything even now and Chemo left me pretty weak. As for gear with the exception of the laptops/video projectors If anything breaks when dropped it isn't meant for the road. My current system has been on the road for 20 years, I just realized that when my son and started working with me. Basically everything was older than him. He barely remembers me working with CDs
I'd not risk my company's nor my personal financial liability on such specious reliance.

If you are, IN ANY WAY, directing and managing their work activity, you are exposed and potentially, likely liable.