Hotdog Social
The event we are planning is a gig night with several performances including seven bands and solo performers. There will also be refreshments which includes hot dogs and cans of soft drinks. The event will be a full evening from 6:45 to 8:15.
Progress Report - The event with several performances including seven bands and solo performers. There will also be refreshments which includes hot dogs and cans of soft drinks. The event will be a full evening from 6:45 to 8:15, this does not include setup or packing away which will be done the next morning. My role in the event is logistics which will include setup of the whole event. This could involve doing anything from contacting the bands and performers to setting up the stage and lighting. My band is also playing the event so I am responsible for organising and setting that up. I am responsible for the smooth running of the event and making everything working well together. The tasks already completed are the organising of the event and pricing of food and entrance fee. Still need to do final preparation like set up of stage and also buy the food and drinks for the event. There is a final meeting to be had between the class to make sure all the final preps are done and everyone knows there roll when the event starts.
First Committee meeting - https://www.youtube.com/watch?v=OYebUW1zMFA&feature=share
Second Committee meeting - https://www.youtube.com/watch?v=B5MKnWspgPw&feature=share
Acts - 20 Minutes each artist:
20 Minutes Late- Indie Rock
Three Finger Salute - Funk
Charlie- Pop/Soul
The Etcetera- Funk/Rock
The Azure- Indie Rock
The Wild- Pop
Jess and her sister
Refreshments:
-Alcohol? - Nope
-Tea, Coffee
-Juice for friends
-Coke
Ticket Prices
£2.50
Doors open- 6:45
Duration- 7-9:30
Interval- 8:15
Host - Henry
Lighting - Max, Kim
President - James
Vice - Andrew
Secretary - Fran
Treasurer - Jess
Need to discuss budgets and how much things are going to cost, how much we need to price the tickets in order to get our money back.
Talent Officer - Charlie, Neve, James
Need to recruit bands and have them confirm that they are playing.
Publicity Officer - Neve
Logistics Officers - Dan, Andrew, Amina, Ed- Health and Safety (leader)
Host- Henry and Sax
Theme
Valentines - Red lighting etc.
Staging/Seating
Have raised seating so its out the way of the standing area- 20 seats and the rest is standing
Videos:
- Man Alive pt.1 https://www.youtube.com/watch?v=bqzNe3vRQ3c&index=41&list=PLl8RU1N6TfpJ55nooFeTYkh_28mmYIkLT
- Man Alive pt.2 https://www.youtube.com/watch?v=nDszaOP3LgE&index=42&list=PLl8RU1N6TfpJ55nooFeTYkh_28mmYIkLT
Promotion
Charlie was head of promotion this was the poster he created for the event. It includes the line up ticket prices, line up and also the time the event is on. The loud colours are good because it is a representation of the energy and fun nature of the event.
Post Event Evaluation
Over all the event was pulled off very well with only few minor hitches! All the acts and bands played and performed on time with the show barely over running. One thing that could have been improved is the setting up between the performances which was slow at times and a bit clunky. This is something that could be improved next time by having a dedicated team of a few people to perform a flawless and more prepared change over. And there could be an off stage manager to call the shots and help the crew do better changeovers. Something I personally struggled with on the night was that I was really tired before the show even stated this led to a slightly sloppy performance on my part and a not particularly interesting stage presents. To combat this next time I will simply try to get some more sleep the night before. Something that went really well was that the audience seemed to love it! there was a really positive vibe all night with people even getting up and dancing to the headline band.
Performances and rehearsal are all linked on the video page!
Existing event case study Latitude festival
Below is a list of what was looked at when the planning of latitude is done, Most of these are things that we had to think about when planning our event however there is a lot on the list which is irrelevant. For example raffles and Bingo isn't something we had to worry about, also preparing a news event is something we didn't need because we only needed to some small poster advertising.
This list was however very useful for setting up the event because 8 out of the 9 thing apply and gave us something to discus in the meeting earlier on. The ones highlighted green are the ones useful to us and the ones in green are thing we did find useful when planning.
1. Planning
Why an event
Writing Objectives
Choosing a Theme and Name
Date and Time
2. Organizing
A look at Boards
Committees and Volunteers
3. Fundraising/Finance Committee
Selling Booth Space
Percent of Sales
In-kind Donations
Food and Beverage Sales
Souvenir Sales
Races
Admission Fee
Parking Charges
Lotteries, Raffles, and Bingo
4. Promotion
Brochure Design Tips
Preparing a News Release
5. Setting the Image of the Event
6. Sound, Lighting & Staging
7. Backstage Hospitality
8. Estimating Crowd Attendance
9. Festival Evaluation
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