Mallacoota Arts Council

DONALD ASHBY

I was born in London, UK, in 1950 and emigrated to The Dandenong Ranges near Melbourne in early sixties. I trained as a teacher (1969/71) and worked for some years in the profession. I became a professional Community Arts Worker/Theatre Worker in 1976.
I was one of the pioneers in the construction, in community workshops, of the cane/bamboo/paper construction method (1974) of festival parade images in Victoria and have created large portable images all over Australia.
I have worked as a mask and puppet maker with Theatre Companies as diverse as B'spell Performance Troupe ( Commedia masks and puppets of all types ) and Cameron Macintosh.I made every Phantom mask (approx 200 – I never really counted ) and hats, head pieces and jewellery for the ten years or so the show was on the road in Australia.
I have been the Production Manager for many Festivals including the Lygon Street Festival (3 times), Stratford’s Shakespeare Festival (5 times) and the Mallacoota Festival (14 times)

I have worked in lighting design with many modern dance companies and ensembles including The Modern Dance Ensemble and Mangala.
I have worked as a Property Master for many major companies including Oz Opera, The Victorian State Opera, Aust. Ballet & The Royal Shakespeare Company.
I have designed, written and directed many community based performances. Over 12 of my scripts have been performed throughout the eastern states.
I have taken workshops in stilt walking,writing, performing, lighting, design, mask & puppetry making and production.

If you have a project that needs managing, a skill that needs workshopping, an event that needs directing, lighting or stage managing or props, puppets or masks that need making -I'm your person.

E-MAIL - dashby1@aapt.net.au or ring me on 03 5158 0182

 

SO YOU WANT TO PUT ON A SHOW?

A SEMINAR ON EVENT SCOPING, PLANNING & MANAGEMENT
Donald Ashby. PO 525. Mallacoota 3892.

Preamble
As I have moved around the region over the last fifteen to twenty years working on Arts and Community art events it has become increasingly obvious that there is a lot of wheel reinventing going on. Much energy was being expended in isolating and solving problems and inventing methods and procedures that had all been done before – energy that could have been used more creatively on getting on with the project in hand. The volunteer training courses seemed to be mostly about stuff required by funding bodies, short on practicalities and run by administrators, while the certificated courses where mostly there for the professional entertainment industry.
My work experiences seemed to offer a unique opportunity to fulfill a real need. So over the last twelve months or so I have completed Certificate three in Work-Training and Assessment and developed this seminar.
It is aimed specifically at the small, community, incorporated, not for profit, organization that is about to embark on some sort of public event. This is not an accredited course but seminar that offers a blue print for small scale event management.


Sessions

• The Seminar can take place over one or two consecutive days. The one day seminar will be an overview from a jet airliner and the two day version will be an overview from a helicopter.
• The best way to approach this seminar is to use the event you are planning as an example or a model.
• The one day seminar will take place over three sessions – 2 of 3 x hours and 1 of 2x hours.
• The two day session will take place over 6 sessions – I first day 2 of 3 x hours and 1 of 2x hours. The second day will be 2 sessions one of 2 hours and one of 5 hours the final session being a role play of the event you are planning.


BASIC SCOPE OF SEMINAR

1 Identify an appropriate event. Discussion and tabulation of all the sorts of events available to a community group. The grouping of these under headings like – Fund raising, artistic, educational, human development etc
2 Identification of skills available within the group and satellite to it. Identify skills available in the broader community – ie how to take a skills audit of the organization.
3 Identify means of communication available within the committee structure ie email, telephone, face to face, meetings etc.
4 Be able to efficiently manage a meeting to meet the needs of the task and the participants.
5 Identify the target group of the event and how to best advertise the event to that group.
6 How to scope the event in terms of human and technical resources.
• Technical requirement- ie Lighting, PA, cooking equipment etc
• Human resources- ie Crowd control officers, Compere, booking agent, Sound operators etc. Demarcation between those that need to be hired and those that can be filled by volunteers.
• Venue selection – what criteria need to be assessed in order to select the best venue?
• Accountability and responsibility hierarchies.
7 How to create plans, schedules, timelines and budgets.
8 How to identify and create responsibility and accountability hierarchies.
9 Promotion and publicity. Who is your target and how do make them aware of you and your project?
10 Presenting - THE SHOW and the aftermath.
11 How to plan and carry out an evaluation process.


TIMETABLE FOR ONE DAY SEMINAR

SESSION 1
Selection of an event – For the purposes of the seminar this would best be the event being planned by your group or as default a musical concert.
Discuss what sorts of events are available and the expected cultural/financial outcomes of each event.
Scope the event – who is going to perform, will they need paying. When it will be, where it will be.

Budget, time lines and schedules.
Scope a budget – How many people expected, cost of entry, any income from other areas ie catering.
On costs – Venue, equipment hires, band fees (if any), cost of disposable materials, cost of raw ingredients for catering etc
Create a time line for the pre-production leading up to the event and reality check. Include resourcing, promotion etc.
Create a an outline of a production schedule – what has to be done when prior to the gig and whose going to do it.

Technical and human resources.
• List personnel needed for – administration, promotion, OH&S, technical, catering etc.
• Skill auditing your committee and community.
• Local organizations that can help.
• Identify technical requirements for the event and resourcing them.


SESSION 2

OH&S
Discus the process of duty of care, risk identification and minimization and public liability issues.
Using a supplied checklist the group will undertake the risk assessment and risk minimization process as applied to their proposed event.

Promotion
Define target group of event.
Define best means of contact.
Design promotional material ie handbill.
Writing a press release.
Create a ‘read for community radio.
Create a mailing list of local organization to mail material too.


SESSION 3

Let’s Put On A Show.
A recap - a blow by blow run through of the whole processfrom beginning to end.
Evaluation and succession – how to identify what went right and what went wrong and what about next years committee?


TIME-TABLE FOR TWO DAY SEMINAR

DAY ONE

SESSION 1

Selection of an event – For the purposes of the seminar this would best be the event being planned by your group or as default a musical concert.
Discuss what sorts of events are available and the expected cultural/financial outcomes of each event.
Scope the event – who is going to perform, will they need paying. When it will be, where it will be.

Budget, time lines and schedules.
Scope a budget – How many people expected, cost of entry, any income from other areas ie catering. On costs – Venue, equipment hires, band fees (if any), cost of disposable materials, cost of raw ingredients for catering etc.
Create a time line for the pre-production leading up to the event and reality check. Include resourcing, promotion etc.
Create a an outline of a production schedule – what has to be done when prior to the gig and whose going to do it.


SESSION 2

Documentation
Funding bodies
Strategy planning.
Why document your activities?

Promotion
Defining target group of event.
Defining best means of contact.
Designing promotional material ie handbill.
Writing a press release, a ‘read’ for community radio.
Creating a mailing list of local organizations.

Catering
Rules and regulations.
Alcohol
Core business/handing it on.


SESSION 3

OH&S
Discus the process of duty of care, risk identification and minimization and public liability issues.
Using a supplied checklist the group will undertake the risk assessment and risk minimization process as applied to their proposed event.


DAY 2

SESSION 4

Technical and human resources.
Managing Volunteers.
Identify personnel needed for various roles ie – administration, promotion, OH&S, technical, catering etc.
Identify skills need for various roles.+
Skill auditing your committee and community.
Local organizations that can help.
Ientify technical requirements for the event and resourcing them.
Where to go to buy and hire


SESSION 5

The group will break into small groups and plan an event from beginning to end very quickly. They will draw the type of event out of a hat and then pool their resources to plan the event. They will then reconvene in a larger group and present their results.


SESSION 6

Role playing The Event

The group will role play the ‘on the day’ organization of the event with the seminar leader intervening to complicate or expedite matters
The group will take on roles ie – directing, sound and lighting technicians, decorate, set furniture etc.
The group presents the event fulfilling designated rolls ie Front of House, food sales, compeering etc.
The group will undertake the clean-up fulfilling designated tasks. Ie packing technical equipment, storing furniture, floors, washing up etc.

Evaluation.
The group will get together after the event and undertake a brief evaluation of the event following the guidelines established during the seminar.

COSTS
One Day Seminar
$50.00 per head or $400 which ever is the greater (maximum of 12 partcipants.).
Two Day Seminar
$80 per head or $700 the greater (maximum of 12 partcipants.).

Additional to the charges per head will be costs of petrol and accommodation. These will be calculated on a case by case basis.

HOUSE KEEPING
• Unless otherwise informed I will assume that most attendees have entry level skills in word processing and internet.
• The Seminar will be held under the auspices of the hosting body who will manage the funds, supply tea and coffee etc and supply public liability insurance.
• The attendees on successful completion of the course will receive a certificate of participation.
• The seminar process will employ lecture, group discussion, multi-media and games.
• A single set of sample documents, check lists and notes will be supplied to the hosting organization sas part of the package. Additional ones will be available for purchase.

 

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Demonstrated Abilities

Team Playing, Organizational and Time Management Skills
As Production Coordinator of the Mallacoota Arts Council/Annual Easter Festival with an on going yearly arts program and a festival that has up to 100 events over 5 to 10 days involving the creation and management of a production schedule coordinating logistical management, technical staff, event coordination and OH&S, shows a high degree of team, organizational and time management skills

The establishment of the Mallacoota Telecentre and the development and maintenance of a loyal dedicated group of approximately a dozen volunteers and part-time staff over three years demonstrates a high level of these skills.

The establishment of a Point of Presence for Mallacoota took over four years, negotiating with the Federal, State and Local Governments Departments and NGO’s; telecommunication carriers and ISP’s; local groups and individuals. I have written over twelve submissions and letters beyond count. The POP came on line officially on April 1 1999.

My position as Props master at the Victorian Arts Centre - facilitating the production of some 30 productions a year, dealing with performers, production personnel and creative teams at all levels of ability and from many nations demonstrates my abilities in these areas.

Working with a diverse client base, communication, negotiation and motivation skills
The establishment of the Mallacoota Telecentre and the development and maintenance of a loyal dedicated group of approximately a dozen volunteers and part-time staff over three years demonstrated my ability to motivate people. Three of the volunteers subsequently became paid staff and have gone on to employment or self-employment in the computer related field.
Clients of the Telecentre range from community groups, small business, service organizations and individuals who have many different requirements, preoccupations, financial and time resources and entry skill levels demonstrates skill in these areas

My long-term position as Mallacoota Festival Technical Coordinator (14 Years) developing and maintaining a staff of over twenty volunteers (who range from no experience to highly skilled) and paid staff over the past five years demonstrates my ability to motivate people. Two of the volunteers who previously had no experience in the theatre arts subsequently became paid staff of the festival and have gone on to employment or self-employment in the theatre-technical field
As Technical Coordinator of various festivals I have to meet the needs of a diverse basket of clients, these range from: fully professional performers, through to craft based community groups, amateur performers, environmental groups, sponsors and funding bodies all with different requirements and wildly different entry skills and experience.

The Demonstration of professionalism, Integrity and Confidentiality.
Working in a Telecentre environment involves the creation of highly personal documents and access to client’s highly confidential business information needs a fully developed sensitivity to issues of confidentiality and professional integrity.

The management of an arts council often requires a high level of confidentiality in the internal management of the organization.

In the highly charged environment of the theatre profession one needs to develop a powerful instinct for confidentiality and sensitivity to the dangers of gossip.

Establishing networks within the community
As the primary organizer of the logistical and technical requirements for public events within this community, as well as private events like wedding, I have created networks right through the community of individuals and organizations that can cooperate in providing skills and services within Mallacoota and District.

As a professional festival organizer I must enter a community and quickly seek out and contact or create networks of skill and interest groups to motivate and coordinate to produce a successful event.

As a professional festival organizer I must enter a community and quickly contact local business and service organizations and create a positive cooperative working environment.

Demonstrated professional skills.
The development of theatre programs and performance groups, involving young people aged between 15 and 30 many of which became autonomous artistically acclaimed ensembles (under the auspices of various Federal, State and Local Government arts initiatives) demonstrates my skills in this area.

The Writing and subsequent performance of some twelve scripts, the writing and publishing of short stories and articles in various publication and the teaching of creative writing for various organizations demonstrates my expertise in the creative writing field.

My employment by various performance and community visual arts programs as an artist and teacher demonstrates my ability in the field.

My experience in working on the staff of various community radio stations demonstrates my ability in the area of radio production and presentation.

My training and experience as a professional teacher/trainer demonstrates my ability as a teacher and a trainer.

My employment by The Mallacoota Telecentre and other organization demonstrates my abilities in the area of computer graphics and web based activities.

My employment in various capacities in many festivals through out Australia demonstrates my abilities in this field.

My employment in various capacities in many theatrical companies through out Australia demonstrates my abilities in this field.


Computer
Thorough knowledge of MS Office Suite
Good working knowledge of Adobe Photoshop, Paintshop Pro, Dream Weaver and Corel Suite.


REFEREES SUPPLIED ON REQUEST

DOB - 23 August, 1950
London, England, Greater Britain.


EDUCATION & TRAINING
Year 12 Matriculation in English Expression, English Literature, Art, Biology, 18th Century History
Diploma of Primary Education, Frankston Teachers College. Majored in English, Graphics, Drama. Incomplete Degree in Education at Melbourne Teachers College. (compleated 2nd year) Majored in - Drama, Philosophy and Film & Television. (Specializing in radio production).
Level 2 First Aid.
Sea Food Handling.
Dream Weaver Introductory Course (On Line) Swinburn..
Creative Volunteering
      Develop Funds and Resources.
      Plan and Program Events.
Diploma of Community Resources
      Utilizing Specialist Communication Skills.
Certificate 3 in Workplace Training and Assessment

2007
Workshops in puppetry, stilt walking and mask making/performance at various location around S E Victoria.
Production Coordinator of Mallacoota Arts Council.
Radio Production of school based program - “New Kids on the Block”.(A school based program with Radio 3mgb)
Presenter with Radio 3mgb
President of Mallacoota Halls and Grounds Management Committee.
Mallacoota Arts Council OH&S Officer and consultant to local community groups.
Web Master for MAC and MHAGMC

2006
Workshops in puppetry, stilt walking and mask making/performance at various location around S E Victoria.
Production Coordinator of Mallacoota Arts Council.
Radio Production of school based program - “New Kids on the Block”.(Radio 3mgb)
Presenter with Radio 3mgb
President of Mallacoota Arts Council.
President of Mallacoota Halls and Grounds Management Committee
Production Manager ‘Festival of Mental Health – Lakes Entrance’
Mallacoota Arts Council OH&S Officer and consultant to local community groups.
Web Master for MAC and MHAGMC


2005
Workshops in puppetry, stilt walking and mask making/performance at various location around S E Victoria.
Production Coordinator of Mallacoota Arts Council.
Radio Production of school based program - “New Kids on the Block”.(Radio 3mgb)
Presenter with Radio 3mgb.
Design and Management of various web sites.
Facilitation of activities in MDHASC Men’s Shed.
Mallacoota Arts Council OH&S Officer and consultant to local community groups.
Web Master for MAC and MHAGMC


2004
Workshops in puppetry, stilt walking and mask making/performance at various location around S E Victoria.
Production Coordinator of Mallacoota Festival
Production Coordinator of Mallacoota Arts Council.
Radio Production of school based program - “New Kids on the Block”.(Radio 3mgb)
Presenter with Radio 3mgb.
Design and Management of various web sites.
Facilitation of activities in MDHASC Men’s Shed.
Mallacoota Arts Council OH&S Officer and consultant to local community groups.
Web Master for MAC and MHAGMC

2003
Workshops in puppetry, stilt walking and mask making/performance at various location around S E Victoria.
The development and presentation of an Event Coordination Course for Community Groups for ACFE.
Production Coordinator of Mallacoota Festival
Production Coordinator of Mallacoota Arts Council
Mallacoota Arts Council OH&S Officer and consultant to local community groups.
Web Master for MAC and MHAGMC


2002 Workshops in puppetry, stilt walking and mask making/performance at various location around S E Victoria.
Production Coordinator of Mallacoota Festival
Production Coordinator of Mallacoota Arts Council

2001
Technical Coordinator Mallacoota Festival. –Gravel Pit Opera.
Visual Arts Community project – ‘Gathering the Guilds.’ Stratford’.

2000
Technical Coordinator Mallacoota Festival.
Visual Arts Community project – ‘Gathering the Guilds.’ Stratford’.

1999
Mallacoota Arts Council Technical Coordinator (Volunteer)
Festival of the Southern Ocean Community Arts Coordinator Community Arts 2000 Project. (Volunteer)
Free Lance Web Publisher.
Free Lance Computer Graphic Artist.
Mallacoota Coordinator for the establishment of Vicnet’s Point of Presence (Volunteer)

1998
Mallacoota Arts Council Technical Coordinator
Festival of the Southern Ocean Community Arts Coordinator Community Arts 2000 Project.
Free Lance Web Publisher.
Free Lance Computer Graphic Artist.
Mask Maker - Phantom of the Opera
Mallacoota Coordinator for the establishment of Vicnet’s Point of Presence
Technical and Software backup for Mallacoota Telecentre

1997 Coordinator of the Mallacoota Telecentre.
Mallacoota Arts Council Technical Coordinator.
Festival of the Southern Ocean Technical Coordinator.
Free Lance Web Publisher.
Free Lance Computer Graphic Artist.
Mask Maker - Phantom of the Opera

1996 Coordinator of the Mallacoota Telecentre.
Mallacoota Arts Council Technical Coordinator.
Festival of the Southern Ocean Technical Coordinator.
Free Lance Web Publisher.
Free Lance Computer Graphic Artist.
Mask Maker - Phantom of the Opera

1995 Coordinator of the Mallacoota Telecentre.
Mallacoota Arts Council Technical Coordinator.
Carnival in ‘Coota Visual Arts/Technical Coordinator.
Free Lance Web Publisher.
Free Lance Computer Graphic Artist.
Recuperation from Work Injury.
Mask Maker - Phantom of the Opera.

1994 Carnival in ‘Coota Visual Arts/Technical Coordinator.
Mask Maker - Phantom of the Opera
Properties Manager for the Victoria State Opera
Property Maker/Designer for This Way Up Pty Ltd.

1993 Visual Arts Coordinator/Work-shopper for ‘One Good Turn.’ Community Play. Lakes Entrance
Technical Coordinator/Stage Manager for ‘One Good Turn.’ Community Play. Lakes Entrance
Technical Coordinator for Celebrate the South Festival, Foster.
Visual Arts Coordinator and Stilt Workshops for Celebrate the South Festival, Foster.
Carnival in ‘Coota Visual Arts/Technical Coordinator.
Mask Maker - Phantom of the Opera
Properties Manager for the Victoria State Opera
Property Maker/Designer for This Way Up Pty Ltd.

1992 Visual Arts Coordinator/Work-shopper for Bairnsdale Youth Festival
Carnival in ‘Coota Visual Arts/Technical Coordinator.
Mask Maker - Phantom of the Opera
Properties Manager for the Victoria State Opera
Property Maker/Designer for This Way Up Pty Ltd.

1991 Visual Arts Coordinator/Work-shopper for Sale Youth Festival
Carnival in ‘Coota Visual Arts/Technical Coordinator.
Mask Maker - Phantom of the Opera
Properties Master for the Victoria State Opera
Property Master ‘La Boheme’ Aoetoa Opera Centre Auckland New Zealand
Property Maker/Designer for This Way Up Pty Ltd.

1990 Property Master IMG’s ‘Carmen’ Melbourne Tennis Centre.
Carnival in ‘Coota Visual Arts/Technical Coordinator.
Mask Maker - Phantom of the Opera
Properties Master for the Victoria State Opera
Property Maker/Designer for This Way Up Pty Ltd.

1989 Carnival in ‘Coota Visual Arts.
Mask Maker - Phantom of the Opera
Properties Master for the Victoria State Opera
Property Maker/Designer for This Way Up Pty Ltd.

1988 Carnival in ‘Coota Visual Arts.
Mask Maker - Phantom of the Opera
Properties Master for the Victorian State Theater.
Property Maker/Designer for This Way Up Pty Ltd
Technical Director Lygon Street Festival

1987 Properties Master for the Victorian State Theater.
Property Maker/Designer for This Way Up Pty Ltd
Visual Arts for Next Wave Festival.
Technical Manager Margaret Lassica’s Extensions

1986 Properties Master for the Victorian State Theater.
Property Maker/Designer for This Way Up Pty Ltd
Visual Arts for Next Wave Festival.
Property Design and Construction for The Rocky Horror Show, Princess Theatre Melbourne
Technical Manager Margaret] Lassica’s Extensions

1985 Properties Master for the Victorian State Theater.
Property Maker/Designer for This Way Up Pty Ltd
Visual Arts for Next Wave Festival
Technical Manager Margaret Lassica’s Extensions
Lighting design for Dance ’85 Margaret Lassica’s Extensions
Director of Styx Performance Troupe

1984 Lighting Design, Sound and Stage Manager for the Australian and New Zealand Choreographers and Composers Convention at the Victorian College of the Arts’
Director of Styx Performance Troupe
Lighting Design/Operation for Ramli Ibraham Tour
Stage Manager for Becket Directs Becket wit the San Quinton Drama Workshop.
Stage Manager Tasmanian and Victorian Tour of Farewell Brisbane Ladies.
Lighting design for Dance ’84 Margaret Lassica’s Extensions
Director of Styx Performance Troupe.
Production Assistant/Stage manager for Universal Theatre

1983 Coordinator for Victorian Youth Theatre Association Drama Camp 8 at Lord Mayors Camp at Portsea.
Lighting Design for ‘Opening Moves ‘In High Relief’ at Extensions.
Mask Exhibition at Devise Gallery
Technical Manager Margaret Lassica’s Extensions
Lighting/Stage Manager - La Mama Theatre Carlton

1982 Freelance Community Artist.
Designer and Work shopper for Why Not Theatre Community Theatre Program.
Puppetry Workshops with the Victorian Story Tellers Guild.
Puppetry and Mask Making demonstrations for the Victorian Ministry of the Arts and The Victorian Craft Council.
Chairperson of the Victorian Youth Theatre Association.


1979/81 Founder Director of B’spell Performance Troupe.
Community Artist in Residence at Williamstown Summer Festival.
Community Artists in residence Lygon Street Festivals - ’79, ’80 & ’81.
Technical Director for Mangala School of Yoga and creative Dance - Carlton.
Puppets and Masks Exhibited at the national Gallery of Victoria.
Member of the Victorian Youth Theatre Association. Organizing State Drama Camps and Youth Theatre festivals on an annual basis

1978 Program Coordinator and announcer for 3 RRR Theatre Dept and music presenter.
Writer, Designer Suitcase Theatre
Performed and devised shows for Free Entertainment in the Park
Presented Mime/Puppetry play - Suitcase in Hand at the PraM Factory for The Festival of all Nations.

1677 Program Coordinator and announcer for 3 RRR Theatre Dept and music presenter.
Writer, Designer Suitcase Theatre
Performed and devised shows for Free Entertainment in the Park
Coordinated Community Access programs for ABC Radio 3ZZ.

1976 Writer, Designer Suitcase Theatre
ASM for Melbourne Theatre Company.
Stage Manager for The Open Stage - Melbourne State College Student Productions.

1975 Stage Manager for The Open Stage - Melbourne State College Student Productions.
Coordinator of Video Coverage of The 33rd World Science Fiction Convention.

1972/75 Primary Teaching.
In service training coordinator for Drama in Education for the Ferntree Gully Inspectorate

1969/71 Teacher Training at Frankston Teachers College - Diploma of Primary Education.

1967/68 Opened and built 'The Sopwith Kennel" Kilsyths only disco.

1966 Designed first and built set for the Kilsyth Kindergarten's production of 'Ali Baba and the Forthy Thieves'