PRODUCTION BOOK - London Fashion Week

PRODUCTION BOOK
THE EMBANKMENT GALLERY SHOW SPACE
AUTUMN|WINTER 2012/13 COLLECTIONS
FEBRUARY 2012

CONTENTS
CONTENTS ...................................................................................
KEY PRODUCTION DEADLINES ....................................................
INTRODUCTION TO THE SPACE ..................................................
FLOOR PLANS ...............................................................................
SEATING .......................................................................................
ALTERNATIVE SEATING PLAN ......................................................
THE SET ........................................................................................
LIGHTING ....................................................................................
SOUND .........................................................................................
PHOTOGRAPHY & VIDEO .............................................................
LIVE STREAM ...............................................................................
BACKSTAGE ..................................................................................
VENUE ACCESS ............................................................................
THIRD PARTY SUPERVISORY CONDITIONS ..................................
TERMS & CONDITIONS OF USE ....................................................
CONTACTS ....................................................................................
1
2
3
4-5
6-7
8
9-11
12
13
14
15
16-17
18-19
20
21-22
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1

KEY PRODUCTION DEADLINES
Accompanying this Production Book, you will be sent two forms that require completion. These forms must be completed
and submitted no later than the deadlines stated below. Completion and return of these forms is mandatory.
NO LATER THAN MONDAY 16 JANUARY 2012:
- PRODUCTION FORMS
This form provides us with a) critical contact information and details for your show and b) basic information pertaining to
your proposed production design. The earlier we receive these forms, the more time we will have to assess your requirements
and ensure they are deliverable.
NO LATER THAN FRIDAY 3 FEBRUARY 2012:
- PAYMENT FOR PRODUCTION ELEMENTS
Any changes or additions you wish to make to the set, lighting or seating configuration, and any requests for additional
materials such as radios, backstage equipment, etc must be paid for in full by on or before the payment deadline.
NO LATER THAN FRIDAY 10 FEBRUARY 2012:
- VEHICLE ACCESS FORM
- THIRD PARTY DOCUMENTS
The Vehicle Access Form provides us with details of the vehicles you will be using to transport your collection. This form is
required by the venue security. For information on Third Party Supervisory Requirements, please refer to page 21 of this
document.
If you are using third-party suppliers to pre-fabricate elements for your production design, they will be required
to submit various documents (including £ 10 million public liability insurance, method statements and risk assessments) and
material samples to ensure compliance with the operating standards of the venue.
2

INTRODUCTION TO THE SPACE
The Embankment Gallery Show Space is located in the recently renovated Embankment Gallery within Somerset House.
The beautiful, vaulted gallery features polished dark wood flooring and walls rendered in a stone-coloured plaster.
A Show Space with a capacity of 300 seated guests is supplemented by a Reception Area for guests and 2 Backstage Areas,
one on the lower level and one on the upper level (see plans later in this document). The space is fully equipped and
staffed for your show, and will include the following inventory and personnel:
- Backdrop
- Show Lighting & Operator
- PA System & Operator
- 60 benches (seating 300 people) in two rows.
- Photographers’ riser
- Clearcom/Talk-back System
- Backstage-Monitor/Feed from Lock-Off Camera
- Backstage Equipment
- Backstage Manager
- Show Space/Front-of-House Manager (not responsible for guest seating)
- HVAC System
- WIFI
Each of these areas is covered in more detail on subsequent pages.
3

FLOORPLAN - UPPER LEVEL
Floorplan of the Upper Level incorporating the Show Space, Reception and Backstage A areas.
4

FLOORPLAN - LOWER LEVEL
Floorplan of the Lower Level incorporating Backstage B and Access Routes for Guests.
5

SEATING PLAN
ARRANGEMENT
Please see the seating plan below. The seated capacity is 300, with each bench accommodating five guests. Blocks are
labelled A through H and Rows 1 & 2 . There is limited standing space for approximately 40 guests, with 20 per side
positioned behind the second row of benches. The combined front row capacity is 150. In lieu of seating risers, the second
row of benches is 15cm higher than the front row (45cm and 60cm respectively), to ensure optimum sight-lines from every
seat.
RESERVED SEATING
The BFC reserves 30 seats, with 20 in Block G-Row 2 and ten in Block F-Row 2 (these are marked in red on the plan below).
These 30 seats are for the exclusive use of London Fashion Week sponsors. Please note that these reserved seats are
included in the total 300 seated capacity.
A shortened seating plan for 200 guests is also possible. Please see page 8.
6

SEATING (contd.)
MANAGEMENT OF SEATING + FRONT-OF-HOUSE TEAM
Members of the LFW security team will be assigned to the Embankment Gallery Show Space during your show. They will be positioned at
the guest entrance along the embankment entrance and at the entrance to backstage. Designers are responsible for appointing teams to
manage their front-of-house and seating arrangements. We suggest that teams include the following;
- 1 team member to manage queuing outside the main entrance to the Embankment Gallery Show Space.
- 2 team members to manage queuing within the Reception Area.
- 2 team members to manage seating internally.
- 1 team member to manage the internal entrance to backstage.
On arrival please ensure that your front of house check in with the security team and please have a copy of your invitation to hand.
ON-SEAT MATERIAL & DESIGNERS’ SHOW SPONSORS
The placing of on-seat documents and gift bags are the responsibility of the designer’s team. All such items left behind after the show
must also be removed by the designer’s team. There are no waste disposal facilities at Somerset House, so these items will need to be
taken away with you at the end of your tenure. A clearing charge of £ 100.00 will be incurred if this is not observed. No adhesive, tape or
tack may be used on the benches. Benches damaged in this way will be charged at a replacement value of £150.00 + VAT per bench.
No designer may have any branded or public-facing sponsorship from any company that would be considered a competitor of Vodafone
(this includes networks, mobile, fixed line and wireless providers, handset manufacturers and specialist telecomm retailers) or Canon PLC
(this includes cameras, photocopiers and printer manufacturers). For further details, please refer to you BFC Show Schedule Contract.
º IMPORTANT NOTE º The only liquid allowed in the Show Space is water or Vitamin Water. Alcohol, glass bottles or vessels, coloured
drinks, obscene or hazardous material (such as matches) are not permitted. This includes items placed in gift bags. We reserve the right
to remove such items from the venue. If you are unsure about a certain item, please clarify this with the Bacchus Team.
7

ALTERNATIVE SEATING PLAN
As shown on the plan below, the catwalk can be shortened by the removal of 20 benches and the addition of a temporary
backdrop (please see the section entitled “The Set” overleaf for more details). This reduces the seating capacity to 200,
and standing capacity to 30. It also reduces the length of the runway from approx. 34m to approx. 25m. The 30 reserved
seats in Blocks F and G (as described on page 6) will remain in the shortened plan, and are included in the 200 seated
capacity.
Adapting and resetting the space will take approximately two hours each and will therefore be dependent on your position
within the schedule. Removal and replacement of any benches will incur crew charges relating to two men on a minimum
shift. This crew to remove and replace benches will be charged at £ 240.00 + VAT.
8

THE SET
BACKDROP
The custom-backdrop will be constructed to follow
the line of the arch in which it sits. The aperture is
1400mm wide and the rear panel sits 1200mm
behind the front walls. The backdrop will be clad
in canvas and painted a pure white.
If you chose to shorten the space, a weighted soft-white
drape will be installed from the lighting rig in the position
shown on the plan on page 8. Lighting behind the drape
will be switched off to prevent light bleed, unless you
choose to have this backlight.
9

THE SET
LOGOS + BRANDING
Vinyl decals may only be used on the backdrop if they are backed with a low-tack adhesive. Bacchus can supply compliant
vinyls and prepare the decal on the provision of your logo as a vector-file. If you provide your own decals, please ensure
your supplier provides evidence that the adhesive backing is low-tack. Vinyls may only be applied by Bacchus’ set-builders.
Basic vinyls can be installed free of charge. Complex designs will be assessed on receipt.
Rigid logo-boards, foamex, polystyrene logos are not permitted in the Embankment Gallery Show Space as these can cause
damage to the set. Due to the lighting solution in the Embankment Space logos cannot be projected.
The deadline for confirmation of any vinyl decals is 3rd February 2012 and artwork must be provided as a hi-resolution
vector file.
10

THE SET
FLOOR | CATWALK
There is no raised catwalk in the Embankment Gallery Show Space, and the polished wood floor of the venue will be utilised as is.
It may be possible to install a different catwalk covering (at f loor level only, no raised catwalks) depending on available time
before and after your show. Somerset House have rigorous rules on the installation of materials on this f loor, and each
proposition will need to be assessed by the venue prior to approval. We therefore encourage you to submit your ideas as early as
possible.
Only Bacchus’ set unit may implement changes to the set. If you sourcing materials from another party, please refer to the
section entitled ‘Third Party Supervisory Requirements’ in this book.
11

LIGHTING
Show lighting comprises a ground-supported overhead run of 8-tube ‘FloBank’ daylight fixtures (similar to Kinof los)
running the length of the Show Space. These innovative new lights deliver a colour temperature of 5600 kelvin (within the
HMI range) and are fully dimmable and programmable. Additional front light is rigged from a raked grid.
Amendments and additions to the rig may be possible, dependent on available time before your show, and the fixtures
power requirements. Fixtures can only be supplied and installed by Bacchus’ lighting team,
In the backstage HMU area, make-up mirrors will be illuminated with daylight bulbs to ensure consistency between this area
and the runway for make-up teams.
A lighting plot is available from Bacchus on request.
12

SOUND
The principal array will be f lown from the lighting rigging posts across over the runway providing even sound coverage
throughout the audience area. Subs will be positioned either side of the runway in front of the backdrop. Playback
equipment includes a three-CD playback system with mixer, as well as a P ioneer DJ rider. Other playback systems can be
provided and costs for these will be supplied on request.
Our sound engineer is available to oversee the playback of your show music. He is not able to do edits, format changes or
outputs. On arrival, please provide him with two clearly labelled copies of your show music on CD and a copy of your
running-order with cues clearly indicated. It is the responsibility of your show producer to provide music cues during the
show. If your music is being mixed/played by your own DJ, please ensure he or she reports to our sound engineer on
arrival, and that they are available for your run-through.
over the PA system.
Our sound engineer will not make announcements on your behalf
The decibel limit at the venue is 90DB. Our sound engineer will have a decibel monitor to ensure this limit is observed.
A wired talk-back system (clear-com) is provided from backstage to front-of-house operators. The clear-com system is the
only means of communication between control and backstage just prior to the show. Please ensure that a member of your
production team is on comms 15 minutes prior to your start time.
Production radios are not available as standard. If you wish to hire radios, please indicate this on your Production Form.
Radios are charged at £ 10.00 + VAT each. Lost radios will be charged at a replacement value of £ 350.00 per unit, and £50
for each ancillary (strap, ear-piece, etc)
The British Fashion Council holds a Performing Rights Society (PRS ) license for the music used by designers showing at
Somerset House.
13

PHOTOGRAPHY & VIDEO
The photographers podium is approximately 3.6m wide and provides a total surface area of 8.7 square meters which can
accommodate approximately 35 photographers and cameramen. The podium is on three levels (including floor level).
We recommend that a lighting demonstration be carried out for photographers and video crews prior to your show,
particularly if you have made adaptations to the standard lighting. This allows the photographers check exposure and
white-balance prior to your show. This demonstration usually takes place during your run-through. We also recommend
that your house photographer and video crew are present for this demonstration.
Tripods are only permitted on the photographers’ podium.
backstage and in standing areas.
They may not be used anywhere else in the venue including
If your house video crew are using a third camera, please contact Bacchus to discuss
positioning of this camera. A standard-definition locked-off camera, positioned on the front lighting grid, will provide the
live feed to the backstage monitors. This monitors are large plasma screens on a rolling f loor stands backstage - one at
stage-left, one at stage-right.
The locked-off camera does not record the live-feed of your show. You will need to arrange for your show to be filmed for
your own use. We recommend you use the BFC’s in-house video production team who have a prime position to film the
shows for the LFW website and live-stream. For more information contact: abi@rightster.com
Backstage accreditation of photographers is the responsibility of designers and their PR team. Only photographers with
backstage passes will be given access. We suggest you limit the number of photographers and video crews to prevent
congestion before your show.
14

LIVE STREAM
The British Fashion Council will be providing a live stream of the shows in the Embankment Gallery Show Space onto their
dedicated website www.londonfashionweek.co.uk/live, to various portals around the world through a distribution network,
and also to the large LED screen at the front of the venue.
The live production stream also offers designers the opportunity to host and embed the player on their own website if they
so choose. For more information, please contact Abi Hemingway at Rightster - abi@rightster.com
15

BACKSTAGE
There are two backstage areas offering similar space. Backstage A is located on the same level as the Show Space, and
split over 3 spaces. Backstage B is located on the level below the Show Space. Please refer to the plans on pages 4 and 5.
You are free to reset the positioning of rails to best suit you.
predetermined power supply.
Make-up tables and mirrors cannot be moved due to the
Our Backstage Manager will send you a call sheet in the week prior to the shows. This will provide details of the backstage
area you have been assigned, your load-in and load-out times, suggested rehearsal time and a list of key contacts for our
backstage team. It is the responsibility of each designer to ensure that all equipment provided is returned in the condition
it was found and that the space is handed over in a clean condition at the end of your tenure. Damaged equipment will be
charged at replacement value. All waste must be removed by the designer’s team.
BACKSTAGE EQUIPMENT
- 12 x chrome dress rails of H: 1800mm x L: 1230mm.
- A total of 15 hair + make-up stations.
- 1 x cheval mirror.
- 2 x tables of 1500mm x 500mm accessories.
- 2 x table of 1500 x 750mm for catering.
- Drinks coolers with complimentary water.
- Steamer, iron and ironing board.
- 2 x large bins
- 1 x cube shelving /storage unit for your teams bags/coats, etc. Please note, items left by your team backstage are the
responsibility of the individual. We recommend not bringing valuable personal items on site.
16

BACKSTAGE (contd.)
BACKSTAGE CATERING & THE BFC MODEL HEALTH PROGRAMME
In keeping with the BFC ’s Model Health Programme, it is required that you provide catering backstage. You may bring in
your own pre packaged food and drink but all waste associated with this must be removed at the end of your tenure. If you
wish to employ a caterer, Tom’s Kitchen is the on-site caterer and can be contacted on 020 7845 4656 or by emailing
tomsevents@somersethouse.org.uk.
WCs for backstage team and models are located on both levels.
these WCs when you arrive on site.
Our backstage manager will show you the location of
GARMENT CARE EQUIPMENT
Steamers, irons and ironing boards will be available backstage for designers to use. These items may be checked out and
will be used at the designers’ own risk. Items must be returned in working order. Any damages to garment care equipment
will be charged to the designer.
HEALTH & SAFETY BACKSTAGE
- Models hair may not be washed in any of the toilets in Somerset House.
- Chairs may not be stacked.
- Only plugboards supplied by Bacchus may be used backstage. Please do not plug additional extension cables into
these plugboards.
- Please see notes on P.A.T. certified equipment in the relevant section on page 21.
- Please do not bring glass bottles or glasses backstage as a part of your catering.
- The backstage area is a no smoking area.
Wireless Internet is available in both backstage areas.
on request.
The backstage team will be able to provide you with log-in details
17

VENUE ACCESS
VEHICLES
VEHICLES
Please ensure your Vehicle Access Form is completed and returned by the deadline indicated on Page 2. Vehicle Access is via the
West Service Yard (see map below). Space is very limited and vehicles are allowed ten minutes to unload. No vehicle larger than a
transit van may be used. Please note that any dilapidation caused by a vehicle to the building will be charged directly to the designer.
STRAND
WEST SERVICE YARD
SOMERSET
HOUSE
COURTYARD
WATERLOO BRIDGE
VICTORIA EMBANKMENT
18

VENUE ACCESS
TEAMS & GUESTS
TEAMS
You will be sent 75 backstage passes in advance of your show. It is the responsibility of each designer to ensure that these
passes are given to all people who will be present on the day. This includes models, hair and make-up teams, dressers,
studio assistants and accredited backstage photographers. Failure to present a valid backstage pass may result in nonadmittance
to the venue. Please ensure you have sufficient team members on hand to unload your vehicle when it arrives..
GUESTS
The Guest arrival Route is via the Embankment Entrance to Somerset House. From the open atrium, they will enter the East
side of the lower gallery and access the Show Space via the East Staircase. Please refer to the plan on Page 5.
DHL - Official Logistics Partner for London Fashion Week
With unrivalled global reach, tailor-made solutions and industry specialists, DHL covers all the logistics requirements of the
fashion world and operates in more than 220 countries and territories. From overnight and same day express delivery to
full warehousing and transportation of finished goods by sea or air, DHL has a dedicated team of fashion industry
specialists ready to deal with every aspect of the logistics process. To find out how DHL can help deliver your catwalk
collection to the world, please contact Kate Agra Olaya, DHL Key Account Manager - UK Fashion Sector, on
+44(0)7720-412-356 or email kate.agraolaya@dhl.com.
19

THIRD-PARTY SUPERVISORY CONDITIONS
The conditions set out below apply to any third-party you may be using to provide elements of your set design or props.
These conditions also apply to the designers, their teams and other third parties attending the venue on behalf of the
designer:
- All material used in the construction must be Class One rated.
- Fire certificates must be provided with all materials.
- Material samples must be submitted for testing no later than 1 February 2012
- All suppliers must provide their method statement, risk assessment and a copy of their public liability insurance (at a
level of £10 million, as required by the venue) no later than 1 February 2012.
- Full construction drawings must be submitted to Bacchus by 1 February 2012. These in turn will be submitted to the
venue and to the health + safety team for consideration, prior to any approval being granted.
- Please provide dimensions on all drawings in meters and not feet.
- All electrical equipment must be P.A.T. tested and carry the associated certificate (see relevant section below)
- Any fabricated or purchased props must be fit for purpose and must conform to Health and Safety guidelines.
- All production waste must be removed from the site by third-party suppliers or the designer’s team.
- No third-party may affix anything to the lighting rig or the beams of the temporary structure.
- Any dilapidation charges from Somerset House or Losberger for damage to the venue or tent structure will be passed
directly onto the designer.
- Only Bacchus crew and technicians are permitted to work on site.
- Bacchus will not take responsibility for incorrect readings of the technical drawings supplied. It is the responsibility of
the designer or their third-party supplier to check details of their own set-build. Technical drawings will be supplied on
request.
- Bacchus fully observes the rules and regulations set out in the Health & Safety At Work Act 1974, and requires that all
designers, their teams and third-party suppliers do the same.
P. A .T. TESTING & ELECTRICAL EQUIPMENT
All electrical equipment you bring to site (including hairdryers, straighteners, steamers, etc) must be P.A.T. tested and
carry a certificate with the date the test was carried out. Any class-3 qualified electrician can undertake this test for you
and provide you with the certificates. Bacchus’ Production Manager reserves the right to carry our spot checks on
electrical equipment and prevent faulty equipment from being plugged into our power supply. Please note that faulty
electrical equipment could cause a power-loss to the show space and could jeopardise your show.
20

TERMS & CONDITIONS
USE OF THE EMBANKMENT GALLERY SHOW SPACE
The designer shall be liable for the costs of any damages caused by themselves or any of their team or representatives to
the Embankment Gallery Show Space, Backstage or any part of the Official Venue (Somerset House) or its facilities.
Further the designer agrees to indemnify and keep indemnified the organisers and any agent or licensee of the organiser
against any claim from the owners of the Official Venue or any Third Party which result as any breach by the designer of
the Terms & Conditions set out in this document, and relating to their occupation of the Official Venue.
The designer must fully comply with the organiser’s Terms and Conditions and also ensure that all local building and fire
regulations are observed. The organiser will not be held responsible for damages and any resulting costs caused by the
designer’s non-compliance with these Terms and Conditions. The designer will indemnify and keep indemnified the
organiser and any agent or licensee of the organiser against any claim in relation to the same.
In signing the Production Forms associated with this document, the designer acknowledges and agrees to the Terms and
Conditions set out in this document.
The Third Party Supervisory Conditions set out on Page 18, and any other regulations and deadlines set out in this
document, form a part of the Terms and Conditions of use of the BFC Catwalk Show Space.
VENUE HEALTH & SAFETY
Maximum numbers as stated in this document may not be exceeded in the Embankment Gallery ShowSpace.
deem it necessary to turn guests away if maximum numbers are exceeded.
Security may
We recommend that designers appoint a qualified person to ensure that the requirements of the Health & Safety at Work
Act 1974 are adhered to. A full outline of these responsibilities can be downloaded from http://www.healthandsafety.co.uk/
haswa.htm. Neither the organiser nor any of their agents or licensees shall be held liable for a breach in health and safety
regulations caused by the designer.
21

TERMS & CONDITIONS (contd.)
INSURANCE
Designers or their representatives should ensure that sufficient cover is in place for their show.
We recommend that this
policy should include loss of or damage to their collections, public liability and cancellation cover. The venue (Somerset
House) requires mandatory Public Liability Insurance cover of £ 10 million. A copy of this insurance policy must be
provided to Bacchus by 10th February 2012.
SECURITY
The BFC will provide security throughout all the spaces used for London Fashion Week. Designers showing in the
Embankment Gallery Show Space must adhere to the regulations set out by the security team on site. Security passes must
be worn by all team members at all times.
HAZARDOUS MATERIALS AND DRINKS IN THE SHOW SPACE
No glass in any form is allowed in the Embankment Gallery Show Space. This regulation extends to any hard or brittle
plastic containers that may shatter or present a roll-hazard. Obscene, hazardous or incendiary materials (chemicals,
matches, etc) are also not permitted in the Embankment Gallery Show Space. Only water or Vitamin Water in plastic
bottles are allowed in the Show Space.
SMOKING, ALCOHOL + DRUGS
The Embankment Gallery Show Space is a no smoking environment.
serve alcohol to anyone under the age of 18.
The venue is licensed and it is therefore illegal to
A zero-tolerance policy will be maintained with regards to the use of any
illegal substances on any of the premises associated with London Fashion Week. Any evidence of drug taking or possession
will be passed onto the Police and, if proven guilty, that person may not be granted access to future London Fashion Week
events.
REMOVAL OF RUBBISH
All rubbish must be removed from Backstage and the Embankment Gallery Show Space at the end of your tenure. This
includes catering waste, packing waste, on-seat literature, gift bags, etc. Failure to remove rubbish from the venue will
incur a cleaning and removal charge to be calculated at the time.
22

CONTACTS
The Bacchus Team can be contacted on +44-208-968-0202
For general enquiries, please email: lfw@bacchus-pr.com
Designer Liaison: Lucy Hunt lucy@bacchus-pr.com
Production Manager: Charlie Hardie charlie@bacchus-pr.com
Producer: Charlotte Lurot charlotte@bacchus-pr.com
document prepared by:
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