Show Setup Times & Transporting Gear

I gushed a sigh of relief.

A moment ago, one of the librarians said to me, “Your cart is over here…by the elevator.”

The heavenly word “elevator” instantly changed my mood.

This was a library I had visited in the past. But it had been a few years, so I had forgotten some of the details. One thing I did remember, however, was the meeting room on the second floor. That’s where I performed at this library.

When I arrived, I wheeled my cart out, filled it with my gear, and mentally prepared myself for three trips up the stairs hauling my heavy equipment to the performing area.

I had completely forgotten about the elevator.

As I happily rolled my cart to the elevator, I realized I had a neat idea for this week’s newsletter.

How do you transport your equipment to your show-performing area?

Believe it or not, both the number of trips through the door plus your setup time can help or hinder the perception of your show. In this article, I’ll outline how I handle equipment transport plus the set-up times of my shows for several markets.

I’ve been using carts like the one pictured above for the last 15 years. They fold up easily and fit in the back of my SUV. They also hold a tremendous amount of weight. Unfortunately, they will break down after a few years.

I estimate I have to replace my cart every 3 or 4 years. I’ve tried other options that last longer, like dollys. But dollys don’t work for me. Stacking my equipment on a dolly is a disaster waiting. All it takes is one crack in a sidewalk and my stuff is instantly thrown across the walkway.

I’m also too lazy to deal with Bungie cords to hold everything in place.

My point? Find the solution that works best for you. But get yourself a professional-looking cart of some kind. I wince on the inside when I see magicians transporting their equipment to the performing area in cardboard boxes or beat-up duffle bags.

I’m not a snob, but I feel that first impressions are critically important. I think when clients see their entertainer wheel their equipment into the area in a professional manner, it sets up certain expectations. They feel like they are dealing with a professional. And in their mind, the show will be better.

I also feel that the fewer trips you need to bring your stuff in, the better.

With daycares/childcare centers, I only need to wheel in my Lefler table. It looks great and has everything in it I need to put on a fun show for preschoolers and/or any school-age kids present.

After performing in daycares for years, I can assure you the last thing the center’s director wants is an entertainer who has to bring in three trips of equipment. Daycares are chaotic places, and each trip means you likely have to be buzzed in. Those kinds of interruptions frustrate some staff.

It’s the same mindset with setup times. Daycares typically don’t like it when you take a long time to set up. Often, you’re performing in a classroom or some kind of common area. Daycare kids are divided by age, so there’s almost always a class or group of kids that need to use the classroom you’re in.

My daycare show setup time is less than five minutes. I simply have to flip open the lid on my Lefler table, put my table wrap in place, and arrange a few props. Soon, I’m set to perform a show.

Libraries are a little different.

Because they are open to the public, multiple trips in the door don’t typically bother library directors. But because library rates are lower, I typically design my shows so I only need one trip through the door with my trusty wagon.

Additionally, most of the libraries I perform in are smaller and could not accommodate a larger setup.

My library show setup times are typically under 30 minutes. This year’s summer reading program show sets up in a tight 20 minutes. I couldn’t be more thrilled!

Schools, on the other hand, often can accommodate and even expect a larger setup. Since I’m in front of 400-500 kids for many of these shows, I feel it’s best to give kids a lot to look at. So I bring one 10’x8’ colorful backdrop and two side banners to every school show.

The added stage elements and larger props mean I need two trips in the door when hauling stuff into a school. I’d love to get everything down to one trip, but the larger carts I’ve heard about won’t fit in my SUV with all my equipment.

In the old days, my school shows were huge, with up to five trips in the door, depending on the show! That’s way too many. In most of the schools I visit, I have to get buzzed in by someone at the front desk. And they don’t like to be interrupted either. So two trips are acceptable.

But even with all that equipment, my school shows set up in under 35 minutes. This is key because most of my performing areas are being used by gym teachers, or the chorus, until 40-45 minutes before my show is set to begin.

Corporate shows are even tighter. I used to bring backdrops and extra eye candy for adult shows. These days, I’ve gone minimalist. I have one small case, essentially a briefcase, on a stand. If I’m performing a 30-minute show, that’s all I need. If I’m going longer, say 45 or 60 minutes, I’ll bring along my trusty Bill Abbott side table. I forget what he called it, but it was a stand with a fold-up box. I use this to ditch things throughout the show.

This arrangement sets up in less than 10 minutes…including my sound system and mic. Clients love this. This kind of fast setup is crucial for the corporate functions I do. I’m usually asked to perform right in front of the buffet line, so I can’t set up until the buffet line is shut down, which is usually just a few minutes before I’m due to start.

If you’re already a full or part-time pro reading this, you likely have your own system. But I know I have a lot of wonderful hobbyists and folks just starting pro work reading this. Hopefully, you got some good food for thought in this issue.

Have a great week!

--Cris

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