PROJECT OVERVIEW

OVERVIEW

As the Director of Backstage Operations for a high-capacity runway show, my primary objective was to ensure seamless backstage coordination, enabling designers to present their collections on time . With a venue spanning 50,000 square feet across 3 floors and accommodating 1,500 standing guests, the event showcased 8 designers each presenting between 15 to 30 looks. My role encompassed volunteer, model and designer coordination, venue and runway setup and backstage management to ensure efficiency despite logistical challenges.

KEY RESPONSIBILITIES

Show Coordination & Timing: Communicate with designers, models and production staff, ensuring each collection was showcased punctually.
Venue & Runway Setup: Structured the space to allow for smooth traffic flow and prime photography access.
Call Sheet & Scheduling: Created detailed schedules for models, designers and makeup artists to follow.
Backstage Flow & Team Coordination: Oversaw volunteers, makeup artists and designers while adapting to last-minute changes.

Late Arrivals Disrupting Schedules: Adjusted real-time coordination to keep the show on track and gave everyone a schedule checklist for late arrivals.
Large Venue Communication: Implemented pre-set instructions and had checkpoint areas that were monitored regularly for team updates.
Music Cues for Model Walk: Missed a transition but adapted quickly by matching music to designer’s collection aesthetic to prevent further disruptions.

CHALLENGES + SOLUTIONS

The show was a success, running smoothly and on schedule with positive feedback from designers, models and event coordinators. All staff were strategically positioned and the backstage operations were executed with precision. Logistically, this was my most efficiently managed show to date, setting a new benchmark for future productions.

Following the event, I debriefed with the Production Manager, who commended me for the show's organisation and my ability to also step in as Model Coach during the pre-show. She also acknowledged my problem-solving skills, noting that I handled challenges independently without needing constant approval.

SHOW SCHEDULE

PRE EVENT SETUP (10AM)

Set up the sign-in area for models and volunteers.

Set up and label all designer racks and HMUA stations.
Ensure steamers, dressing areas and backstage supplies are in place.
Handout call sheets and schedules to volunteers including printed hair & makeup looks.
Allocate intern assignments for each designer.
Design the runway and show layout, position seating and model pathways.

DESIGNER CALL TIME (12PM)

Assist designers in organising their collections on designated racks.
Work with dressers to determine what needs steaming.
Ensure designers are present at rehearsals for model selection.
Confirm designers understand they cannot switch models after selection.
Assist designers in quick fittings (15-minute max per model).
Ensure models return to hair & makeup immediately after fitting.
Designers should be ready for their collection to walk as the collection before them goes (about 10 mins before their cue).
Pack up their collection within an hour of their walk (ideally 30 mins but allow time for content).

MODEL CALL TIME (1PM)

Models sign in at the entrance (including the time they arrive).

Guide models to rehearsals & model selection.
Ensure models know runway layout, camera positions, entrances & exits.
Monitor model selections & confirm no switching between designers.
Confirm that the models know the hair & makeup looks picked by their designer.
Ensure models proceed to hair & makeup straight after fittings.
Pack up within an hour of their walk (ideally 30 mins but allow time for content).

HMUA CALL TIME (1PM)

Verify all models receive their correct hair & makeup looks.

Ensure stylists follow designer instructions using provided look sheets.
Keep track of timing to prevent delays in model readiness.
Notify the team of any models still in hair & makeup past schedule.

POTENTIAL RISKS

KEY PREVENTATIVE MEASURES

Pre-Event Briefings: Ensure all team members are aware of responsibilities and protocols prior to show day.

Clear Communication Channels: Use radios, group chats or a command centre for real-time coordination.
Backup Staff & Equipment: Have extra volunteers and emergency kits ready.
Strict but Flexible Schedule: Have a schedule for fittings, rehearsals and prep sessions to prevent delays but allow some buffer time for late arrivals.
Live Monitoring & Adjustments: Oversee issues and make quick decisions.

PERFORMANCE REVIEW KPIS

COMMUNICATION AND TASK COMPLETION RATE

KPI: 80% of assigned backstage tasks completed within 20 mins without intervention from myself of Production Manager.

80% of tasks posted to our group chat were completed within 30 mins.
90% of tasks were completed without intervention from the Production Manager.
60% of the team were in contact with each other throughout the show.
40% of messages were responded to via our group chat.

MODEL PREP TIME (FITTINGS, HAIR AND MAKEUP)

KPI: 85% of models complete hair & makeup within the allocated schedule.

90% of models were finished with hair & makeup by the start of the show.
95% of models were finished with fittings by showtime.
All models were ready to walk on their cue.
Touch-ups were done <1 min per model.

SHOW SCHEDULE AND TIMELINESS

KPI: 75% of designers are ready with models dressed 15 minutes before their showtime.

90% of designers were ready 15 mins before their showtime.
All designers and models were ready to walk at least 5 mins before their set, most designers ready at least 10 mins in advance.

COLLECTION PRESENTATION ACCURACY (MUSIC CUES AND WALK)

KPI: 90% of collections are presented with no missed cues and the correct runway walk.

7 out of our 8 designers started their presentation on cue with the right music.
80% of models were accurate to the planned runway walk.
90% of the designers followed our runway guidelines.