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KWC Organization www.karaokeworldchampionships.com

Karaoke World Championships Production Manual 2019


KWC PRODUCTION MANUAL 2019 This is the Production Manual for the KWC Finals events, both national and world finals. This manual gives guidelines and help for producing the KWC Finals by our standards.

A separate contract for the KWC Partner license or hosting the actual world finals event will be made between the KWC Organization Ltd and the KWC Country Partner. Every point in this manual can be negotiable, and representatives of the KWC Organization will carefully go through this Production Manual, the KWC Brand Manual & Partner Rules and the KWC Rules & Judging Criteria documents with the KWC Country Partner before signing the contract.

1. KWC COUNTRY TRIALS

After a Country Partner acquires a license from KWC Organization to host trials in a particular country, the Partner has a freedom to conduct the trials in various ways which suit the culture of the country and the business logic of the Country Partner. However, there are few key issues that the Country Partner must adhere to and some philosophies to respect.

KWC Country Trials should be extensive enough, that anyone living in that particular country has the opportunity to take part in to the competition. The KWC Country Trials have to follow the official KWC rules, judging criteria and Brand Manual.

Most of the established KWC Countries run their trials as a three step process consisting of local trial nights, regional finals and country finals. In order to


facilitate the huge amount of singers or to simply make better business, one can consider adding regional semifinals and national semifinals.

2. KWC WORLD FINALS

2.1. DESCRIPTION OF THE EVENT

The KWC World finals event is produced together by KWC and the KWC Country Partner or a local event organiser assigned by the KWC Country Partner. The event should be arranged during the last three months of the year and it is designed to take one week.

The KWC week usually consists of these elements: KWC Info desk, a Welcome party, 3-5 Competition Days with solo rounds, duet rounds, final rounds, Award Ceremony, Partners’ Challenge competition and various after parties. The week may also include entertainment shows, public karaoke, a karaoke or music related expo and other KWC approved program.

The recommended duration is six days including preparations and the actual competition days. The basic structure of KWC World finals is four (4) solo rounds and three (3) duet rounds. All singers participate in the first two rounds. The first elimination is held after the second round. 2.2. STRUCTURE OF THE COMPETITION, SCORING AND ORDER

The competition should always be scheduled together by the KWC producer & local producer when the estimated amount of singer is available. The competition week usually includes these elements:


-Preparations: load in, set-up and decoration, soundcheck, lights check, visuals check, TV crew, test connections and KWC Production Office ready. - Soundchecks & rehearsals -Welcome Party -Official opening of the event -Competition rounds -Partner’s Challenge -Awards including winner performances and all contestants on stage to sing a song together

Other elements such as the possible KWC Junior Competition or KWC Champions Round will also be scheduled together with the KWC producer and the local producer.

Scoring in the Karaoke World Championships is defined in the KWC Rules and Judging Criteria document. Scores for the competitors will be calculated after each round and the KWC Organization is responsible for the scoring during the competition.

The singing order for the first and second rounds will be drawn at the Welcome Party. The singing order for the round three and Duets finals will be drawn when the singers are announced. The singing order for the fourth solo round will be the same as it was for the third round but reversed. 3. STAFF

This is the list of people we need to arrange the KWC finals by our standards.

3.1. KWC STAFF


KWC Organization will bring KWC Directors and producers responsible for overseeing the competition, scoring, stage manager duties, international media and assistance at Info desk.

KWC Organization may also bring:

-Main sound engineer and Karaoke & monitor technician -Video director and one camera operator -The main host of the event -some of the people mentioned under Local staff 3.2. LOCAL STAFF

1) Local producer on behalf of the local event organiser, working in co-operation with the KWC Organization.

The local producer will be involved in planning the event and will also be at the site of the event, coordinating the activities and observing the flow of the event together with the responsible KWC producer and KWC director.

The local producer must be in charge and have the right to give orders to local personnel and make all necessary decisions and give best possible help to our producer. The local producer must be able to communicate perfectly in English and in the local language.

2) A co-host, able to speak English and the local language.

3) Four to six members of the Jury (consisting of five to seven people in total). The KWC Organization appoints the chairman of the jury. The local event organiser can select the rest of the jury members. All of the members of the jury


must be approved by the KWC Organization. The jury members must be professionals in the field of music, media or entertainment and if possible, representing different nationalities. The jury meets each day for an information meeting with a KWC representative.

4) House technician: a person responsible for all venue sound & lights with knowledge and power to make possible changes

5) Light technician: present all day every day. Can be the same person as house technician.

6) Video screen technician (unless operated together with stage lights)

7) One or two spotlight operators if the stage and venue require such lights

8) A TV crew that consists of at least a director, script supervisor and 3-4 camera operators. With all needed equipment and able to stream live high quality stream from everything that happens onstage and in the Green room / interview area. The TV crew will also be responsible for saving all the recorded material for the KWC Organization.

9) A professional photographer or two

10) Possible assistant for Stage manager

11) A host for the live stream to do interviews and present the live stream, unless there is one from the KWC Organization

12) Make-up and hair artists: three to six make-up artists and 1-2 hair artists to help the singers in their preparations - present during all competition days from three hours before the competition starts


13) Media manager: a person with good media skills to cover local media, starting long before the actual competition

14) A person / persons to take care of hospitality for staff, jury, sponsors, partners, KWC country partners and singers

15) Possible staff for info desk, public karaoke, box office, drivers, runners, translators and other assistants, if needed

16) Security personnel, if not approved by the venue

All staff members must have passes. Passes will also be made for country partners, media and VIP.

Staff must get written instructions including daily schedules and answers to all frequently asked questions and situations they may face during the event, about the event, about the venue, about the nearby services, security plans and emergency exits etc.

Staff catering must be provided during all production and competition days: - Water, lots of water and available all the time - Coffee, tea, beverages, beer, sider - Warm meals (lunch & dinner), snacks & fruit 4. VENUE

KWC needs a venue with a seating capacity of at least 350 people, and state-of-the-art stage, sound and lighting systems.

- The venue must be accessible to KWC production and singers all the time,


preferably with no age limit so that we can have families in the audience & possible junior round

- The venue must be for us and us only all the time from load in to load out with absolutely no time or volume restrictions. We need to get in early and we may need to stay late.

- We need two good internet connections: one for streaming out and for a wifi for our country partners, contestants and media. 4.1 STAGE AND PRODUCTION

- The stage has to be big enough for up to 100 persons to perform simultaneously, at least 9m wide x 8m deep and may have a catwalk. It must be steady, level and in good shape and it has to be easily accessible by stairs, one meter higher than the audience floor, or more depending on the venue. Performers on stage have to be visible from every part of the audience.

-Sound: a big enough state-of-the-art line array PA system from a well-known global manufacturer to cover the whole venue in a balanced way. Quality mixers and wireless microphones. We might bring our own FOH mixing console.

-Lights: state-of-the-art lighting system including visual effects, moving lights, fog machine with remote control, possible follow spot lights, video screens etc.

Please consult the KWC Production Manager with all technical issues and questions. A sound & lighting & visuals plan will be made together with the KWC producer as soon as we know about the available equipment and personnel.

-Internet for FOH, Video director and Production office needs to be fast,


minimum upload speed 10 Mbps, and without any restrictions, firewall or closed ports. This must be approved by local internet provider or venue personnel responsible for internet.

The KWC production should not be taken down by any reason before the event is over. KWC staff must have access to the venue at any time during the week of the event. If there should be another event simultaneously (ie. a nightclub disco after the competition), it has to be agreed with representatives of KWC and it must have no effect on the KWC event or production. All equipment and possible changes must be approved by KWC producer. KWC will not accept sponsors; i.e. signs, banners etc., on stage, or close to the stage without prior permission.

Note that combining any other event that has no connection to the KWC finals is not approved by the KWC Organization, as well as any sales or commercial promotions that are in conflict with KWC’s sponsors. Please consult the KWC Organization if you have any questions or doubts with third party sponsors or deals. 4.2 DIFFERENT ROOMS AND AREAS AT THE VENUE

4.2.1 Dressing Rooms - Two or more dressing rooms for competitors (male and female) - With mirror, washroom and power outlets.

4.2.2 Hair & Makeup Room - Must have enough tables with big mirrors and light and power outlets for 4-5


make-up artists to work simultaneously

4.2.3 Green Room - Area for singers to get ready and prepare for their performances, preferably with visibility to the stage with sofas, chairs, tables, big mirrors and toilet facilities. - Green Room catering: - Water. Lots and lots of water until late night. Singers drink water all the time. - Fruit, mixed nuts, chocolate etc. - Coffee, tea, milk, sugar and honey - Local specialties

4.2.4 Staff Room / Production Office - Chairs and tables - Internet connection - 2 laser printers, tested and with full sets of ink + extra ink cartridges and stacks of A4 sheet - Contact information for key personnel, all timetables and plans - Tape, paper, pencils, markers, scissors, stapler, extension cords - Water, coffee, snacks etc.

4.2.3 Video Crew Area - Table and chair for video director and all the equipment - Water, coffee, snacks etc.

4.2.4 Information Desk - All information for singers, partners and the public - the content of the Welcome envelope for singers and partners will be produced together by KWC


and local producer - Must have personnel who fluently speaks English and the local language, and is capable to answer the questions of competitors and visitors. - A daily schedule for the public to see - Accreditation / passes / name lists - Contacts to the producers and security / emergency / medic

4.2.5 Jury table with lights & clipboards - Tables for jury members plus their interpreters - Must be situated optimally in front of the stage with best possible sound and visibility - Must be protected from the crowd

4.2.6. A room for Jury meetings -Must be a private place where the Jury can discuss the points and results. -Jury must have daily warm meals and sufficient amount of snacks, food and beverages available during the whole competition. 4.2.7. OTHER: Possible VIP tables, area for selling merchandise and public karaoke

4.3 RESTAURANT / CAFE - The venue restaurant may be operated by the local event organizer or a third party - Visitors, exhibitors, competitors and staff must be able to get food and drinks easily - The venue should have enough food and beverage points and a sufficient


amount of toilet facilities to the public.

4.4 SECURITY & PERMITS - The venue must have a valid and up-to-date security plan. - Emergency routes and exits should be clearly marked and they must have unhindered access. - The Local organiser must verify that the venue has all required permits in place.

5. OTHER

5.1 GRAPHIC DESIGN - The local event organiser is in charge of planning the graphical appearance of the event. The KWC Organization provides the basis for that graphical appearance from previous years' materials and accepts or disqualifies the graphical appearance.

- The KWC logo should be used in all marketing and related material.

5.2. Feedback and reporting to KWC Organization After the event we would like to have the following information: - Amount of visitors - Successes and failures, i.e. feedback from the visitors, vendors, partners, sponsors etc. - Ideas for development - Media monitoring - Other relevant information in pictures, video, audio and numbers Please do not hesitate to contact KWC with any question you may have


considering this production manual. We are flexible and want to do our best to make the KWC Finals a truly high standard singing competition and memorable and fun week for everyone involved!

KWC Production director Luca Gargano [email protected] +358 50 551 4165

karaoke world championships production manual 2019 › wp-content › ... · 2019-04-10 · scoring...

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