Using Smartsheet: Live In Studio Master List

Introduction

The Smartsheet "Live In-Studio Master List" tracks sessions, scheduling, volunteer engineer assignments, and publishing progress. Each scheduled 3-song session is created on a new row by the Music Director. The Grid View looks much like a spreadsheet, with lists of all relevant detail.

The Session Info column is used to show pertinent info in the Calendar view in a quick view format and included these elements:

• Band/Artist Name
• Session Date
• Time: of arrival/performance if live (e.g. "12pm/1pm") or of arrival time only if pre-recorded, with date and time of airing following show name (e.g. "12pm pre-record for Coin-Op (5/31@7pm)" If no date is listed, it will air that same day)
• Status: Contacted, Tentative, Confirmed, In Production, Published, Completed, or Canceled* Program: Title of show on which the performance will air - must be arranged by or approved by host
• Primary Engineer

Claiming a Session

Volunteer engineers are encouraged to check the Milestone calendar frequently for scheduled performances, and to request assignment to any sessions they wish to handle via Basecamp *Comments* - these become messages generated via the speech bubble to the right of the Milestone as you roll your cursor over it. When sending a request to participate in a session, be sure to click "Andy Coco" below, as Andy handles all assignment of roles.

Requests for production volunteers (audio engineers and video shooters/editors) will be issued by Andy via Basecamp message 48 hours in advance if not yet assigned. Assignment will typically be handled on a first come first served basis, but occasionally with high profile artists, staff will intervene to assign more skilled and experienced volunteers.

Volunteer Roles

When assigned to *Primary* engineer a session, the volunteer will be notified automatically by Basecamp e-mail immediately, and a second time 2 days prior to the session. As primary, a volunteer is personally responsible to meet and greet the performers, prepare and strike the studio before and after the session, and handle all media production and related paperwork.

Volunteer engineers are also encouraged to mentor learning volunteers, who are assigned to sessions as *Assistants* until they are ready to be assigned as primary responsible on sessions. Assistants are expected to assist the primary as needed but should stay out of the way as much as possible, observe the primary, and hold questions for after the session. Some typical assisting tasks and responsibilities are: testing microphones, setup and initiation of recording units, headphones distribution to performers, updating the show host on session status (ready and go times), equipment strike, obtaining signatures and song titles on our release form, rapid CD authoring/burning, and mp3 preparation for our website.

Assisting engineers who have participated in at least 3 live sessions are eligible to be certified as primary engineers. Certification is handled by request to Andy, who will assist and supervise the volunteer on a regularly scheduled session. Assisting engineers are not notified automatically via Basecamp reminders,and are required to be available to assist for the entire session, including helping to orient the band t the start, thru helping them to leave the building.

More Info

Specific session details such as # of players, input list, instruments to be used, KDHX backline requests/requirements, and day-of contact information shall be posted in a Message to the assigned engineer, and _related_ to the appropriate milestone (will display as an underlined title below the milestone). Other useful details can be posted in the Writeboard and Files section of this project.