As one of the Student Event Managers at GBPAC, I am given the responsibility of getting everything ready and going to all shows that happen in our building. I am going to walk you through what I have to do before and day of a Broadway show, Hadestown!
Before Show:
The week leading up to the show, there’s lots we have to get done. We have a constantly updated inventory of our Coke products, as well as our linens. Roughly a week before the show, we have our boss order whatever we need to be able to stock our greenroom coolers for the shows happening throughout the week. We also begin making our day of usher assignments: making sure we have enough to cover all floors and reaching out to our usher staff if we don’t. We do the same for our Student Valet.
A Summary: The Week Before a Show:
- Coke Order
- Linen Order
- Usher Assignments
- Valet Assignments
- Show Sheets
The day or two before the show, there is even more that a student needs to arrange to have done. We often have to shop for our shows, whether this be for a crew break during the show load-in, or they have a special request for the Green Room. Setups for receptions, sponsors, and other needs will also happen during this time. Our Front of House team currently meets on Wednesdays to review and talk about shows while we are all together to hammer out any last-minute details and cover any questions.
A Summary: Days Before a Show:
- Shopping for Artists
- Set Ups
- Meeting with Staff
Don’t think that this is it. This is just what I, as a student, am tasked with. Full-time staff put so much work and effort into every show. And it’s not just the Event Services Director, there are so many departments that come together to make a show run.
Day of the Show:
Next, I will describe my entire day, listing what I am doing as a student and Student Event Manager for the Gallagher Bluedorn.
7 AM: Wake up and get ready for the day. I am wearing comfy and appropriate clothes as I get ready to go to the Gallagher
7:30 AM: At GBPAC, I make any last-minute changes to the setup the crew did last night and deal with any day-of issues. I bring a cart to the front door, because I am leaving to go pick up over $150 of coffee and donuts for the 10 AM Crew Break
8:30 AM: I am back at GBPAC putting all of the food and drinks out for the break. I ice the coolers, cover the food (because other students & staff will help themselves otherwise), and deal with any other issues that come up!
- Today, I messaged my valet and student orgs to see if anyone could help our Tech department load in the show.
- Our internet servers were recently updated, and we had to test out the finger reader computer and put in a ticket to fix it before our show.
9:50 AM: One of the other Student Event Managers came in to cover the crew break, as I had class at ten! I quickly caught her up and what was going on at the point in the morning.
10 – 10:50 AM: I went to my Advertising and Promotion Class! We reviewed our last test and started a new lecture.
11 AM: I made my way back to the Gallagher to help our other student manager tear down breakfast and set up for lunch before our 11:30 FOH Meeting… We had to move it to Friday this week due to our boss being in meetings.
11:30 – 12:30 PM: Meeting over Zoom! We talked about past shows, and then shows for the upcoming week!
12:30 PM: Work on the tasks we talked about during our meeting.
- Check emails and update schedules
- Print Sign-In and Show Sheets for tonight
1 PM – 3 PM: I went back to my dorm, ate lunch, did some homework, and took a nap!
3 PM: I woke up from my nap to get ready for work. Hair, makeup, outfit – it takes time!
4 PM: When I got back to GBPAC, I started putting out our usher tables so they could sign in, unlocking doors, and putting out the sheets we had printed earlier in the day. I did homework here until our valet staff arrived
5 PM: Our Student Valet staff arrived! They had a series of setups to do – finish the lobby, set up chairs in the hall for our ushers, and set up the parking lot!
5:45 PM: We have our Usher Floor Captains come in 15 minutes before the rest of our usher staff to review show sheets and hammer out any questions or details they have. At the same time, our MOD is working with CAB students, our Campus Activities Board student organization, volunteering for this event, telling them the general things they should know about the venue, where the bathrooms are, concessions, water fountains, what the show is, etc.
6 PM: Usher meeting time! Here we give the Ushers general information about the show from the show seat. We cover what the show is, times, holds, staff, and receptions, and answer any questions they have. At this time, there was also a reception happening upstairs, so we had another student manager scanning tickets for them. After this meeting, ushers meet with the floor captain they are assigned to for a brief meeting.
6:30 PM Doors open, and we start allowing our patrons to enter the theatre.
7 PM: By 7pm, we have called ushers to close doors and handed the house over to Tech. Tech communicates this with the show stage manager, and they will begin the show shortly.
7:15 PM: The other house manager is dealing with the pizza that was ordered for the FOH Staff, while I help the few stagglers find their seats while abiding by the show’s holds.
8:20 – 8:40ish: Intermission! Our new addition allows us to switch the men’s restroom over to women’s and we put it to use during this show.
9:55ish: The show ends, and people quickly flood the lobby, getting ready to leave. Our valet starts running cars as people come to pay, we work on filtering UNI students into the Marquee lounge for their event, and we stay until it’s over.
11 PM: At this point, we are cleaning up after ourselves and our staff, going home, showering, and preparing to do it all again tomorrow!
A lot of work goes into running an event. This is simply one perspective of the over 100 people it takes to make events and shows like this operate and run smoothly. I am thankful for all the people I work with and the accountability that we have for each other.
Do you have any questions about my day? Do you do something similar? Let me know in the comments below!