Bring a performer’s smoke-effect request into the event plan
A performer's request for an effect needs to be connected to the actual venue, programme and equipment proposal. Start with their current request in their own words and identify what they bring themselves. Fables and the venue can then review the requested hire and operating arrangements with the performer. Keep confirmed, declined and unanswered items visible rather than treating a performance requirement as proof that an effect is available or permitted.
Collect the current performer request
Obtain the performer’s requested effect, purpose and timing in their own words. Ask which performance moment the effect supports and whether the request is essential or a preference. Keep the performer or their representative's contact beside it. This allows questions about the intended use to reach the person responsible for the act instead of relying on an organiser's interpretation.
Separate equipment already supplied
Separate any performer-supplied equipment from the requested hire. List any performer-supplied effect equipment, related lighting or operator separately from the additional request. Ask who can confirm those entries. Where more than one provider is involved, identifying the actual ownership helps prevent an unanswered operating task from being silently assigned to another supplier.
Add the actual performance setting
Share the actual venue, stage/performance position and access information. Show the proposed performance position, audience area and delivery route on a labelled plan. Include setup access and the intended effect moment in the timetable. Venue permission and supplier suitability need review for that setting; a technical request used by the act elsewhere does not decide them.
Bring the responsible people together
Bring venue requirements, Fables’ offered equipment and named operation responsibilities into one approval conversation. Send the same performer request and venue conditions to Fables and the relevant contacts. Ask what can be offered and which operating responsibilities need agreement. Keep equipment details and instructions with the people supplying or using the proposed arrangement, and record any revised request after their review.
Maintain a request and response record
Create a rider-response record showing confirmed, declined and unresolved requests. Record each requirement, the responsible person's answer and any condition or quotation change. Keep declined requests out of the confirmed performance programme. When the act changes its intended use, identify that difference explicitly so an earlier decision is not carried over to a materially different proposal.
| Record | Detail to agree |
|---|---|
| Performer request | Purpose, timing and essential or preferred status |
| Existing supply | Performer equipment and operator actually confirmed |
| Venue information | Performance area, access and permission requirements |
| Supplier response | What Fables can offer for review |
| Final status | Confirmed, declined or unresolved with a named owner |
Questions about this worksheet
Does a performer's requirement confirm that an effect can be used?
No. Bring the requirement into the actual venue and supplier review. Availability, equipment suitability, permission and operation need confirmation for this booking, even if the performer has made a similar request for another event.
What should we do with a declined request?
Record the decision and communicate it to the performer and event team. Discuss any revised idea through the relevant review process, and keep the declined effect out of the confirmed programme until an alternative arrangement is explicitly agreed.