Coordinate a smoke-effect request with lighting and photography
A proposed visual moment can involve several suppliers: the effect provider, lighting operator and the people photographing or filming it. Explain the intended moment to each, then bring their requirements together with venue permission. Ask what the actual arrangement can support and what remains to be checked. A shared brief helps coordinate the people involved while avoiding assumptions about the appearance of the effect or the images that will result.
Describe the intended visual moment
Describe the visual moment and share lighting/photography requests as preferences. State what the host hopes to capture and where participants will be. Label reference images as inspiration and explain the specific detail meant. The creative preference can then be discussed without suggesting that an image establishes a machine type, effect performance or guaranteed result at the venue.
Identify the separate providers
Identify which suppliers provide the lights, effect and recording work. Name the provider and responsible contact for each part of the proposal. Equipment supply, operation and photography are different tasks even when one provider handles more than one. Identify any task still awaiting quotation so nobody assumes another supplier has accepted it.
Collect information and checking requests
Ask those suppliers what information or test they need for the approved arrangement. Ask the photographer or videographer to explain concerns in their own terms and direct equipment questions to the responsible supplier. If a check is requested, ask whether it can be arranged and what is included. Keep the answer specific to the proposed event arrangement.
Connect cues to the approved arrangement
Connect the agreed operator, cue and location to the venue’s effect conditions. Record the approved location and moment, who calls the cue and who operates the effect. Include the venue's conditions in that record. If another provider requests a change, ask whether it affects the existing decision before adding it to the programme as a settled adjustment.
Keep one shared visual brief
Produce a shared visual-moment brief without guaranteeing beam appearance, visibility or final images. Bring reviewed preferences, named contacts and outstanding questions into one dated brief. Share it with the actual participants in the visual moment. When positions or timing change, identify the affected entries so the lighting, effect and creative teams can review the same current proposal.
| Record | Detail to agree |
|---|---|
| Requested image or moment | Host preference, participants and location |
| Effect decision | Permission and actual supplier arrangement |
| Lighting responsibility | Provider, operator and reviewed request |
| Photo or video question | Requirement raised by the actual creative team |
| Cue and version | Named caller, operator and current issue date |
Questions about this worksheet
Will an effect produce the appearance in our inspiration image?
Treat the image as a preference to discuss with the supplier and creative team. The actual equipment, location, conditions and operating arrangement need review; this planning brief does not guarantee visibility, beam appearance or photographic results.
Is a rehearsal automatically included?
Ask what check or rehearsal opportunity can be arranged and what assistance is included in the quote. Record the answer with the relevant suppliers and venue so a requested test is not mistaken for a confirmed service.