Inside the HOD Meeting: A Practical Breakdown
In this blog we're going to be looking into what is discussed and addressed at the head of department meeting, that usually takes place before the show begins. This meeting brings together the heads of every department to discuss logistics, address potential challenges, and ensure that everything runs like clockwork.
But what does that all Intail?
The Purpose of the HOD Meeting
The primary goal of the meeting is communication. Heads of departments gather to discuss the day's loadout and the upcoming load-in at the next venue. Usually lead by the stage manager, It's an opportunity for departments to align, share critical updates, and adjust plans based on feedback from previous stops on the tour. While the structure of these meetings may vary depending on the production and the team, their importance cannot be overstated.
Key Topics Covered in an HOD Meeting
1. Loadout and Load-in Plans
The meeting begins with a detailed discussion of the current venue’s loadout:
Truck Plans: A lead truck driver might provide information on dock space, truck orders, and priorities for loading.
Forklift Availability: The number of forklifts and their assignment are confirmed.
Truck Movements: Plans for where trucks will wait, fully loaded, and their order for the next venue.
2. Discussions then shift to the next venue’s load-in:
Venue Printouts: These often include detailed diagrams of loading docks, storage spaces, and venue layouts.
Rolling Stage Plans: If applicable, any specifics about rolling the stage at the next location are reviewed.
Changes or Challenges: Any adjustments to the usual process are highlighted to ensure the team is prepared.
3. Venue-Specific Details
Crew Numbers: Information on local crew availability and assignments is discussed, including whether staffing numbers meet expectations or if they differ.
Venue Restrictions: Specific rules or limitations of the current or next venue are flagged.
Local Crew Dynamics: Teams are briefed on the general work style and experience level of local crews, helping departments adjust their approach.
4. Feedback and Improvements
HOD meetings are an opportunity to look back at previous load-ins and load-outs. If a department encountered bottlenecks or inefficiencies, this is the time to address them. By sharing insights, teams can adapt their processes and ensure smoother operations moving forward.
5. Interdepartmental Communication
Sometimes, specific departments need to collaborate or clarify processes:
Cross-Department Planning: For example, carpenters and riggers may need to discuss rolling stage setups.
Problem-Solving: Issues raised during past setups, like access points or time constraints, are addressed collectively.
6. Distribution of Information
After the meeting, each department head takes the key points discussed back to their team. This ensures that every crew member knows what’s expected, what’s changing, and how to prepare.
Why This Meeting Matters
Without this meeting, departments would operate in silos, and critical information could fall through the cracks. By aligning everyone involved in the production, the HOD meeting minimizes misunderstandings, streamlines workflows, and improves overall efficiency.
It’s also a moment for collaboration and adaptation. Whether it’s a tricky venue layout, crew shortages, or logistical challenges, the HOD meeting ensures everyone is equipped to handle the day’s unique demands.
The Head of Department Meeting is a critical part of any show day. It’s not just about logistics; it’s about teamwork, problem-solving, and ensuring everyone is on the same page. For roadies and set carpenters, the information passed down from these meetings is invaluable—it’s what ensures the chaos of touring runs smoothly.
