CURRENT PLANNING

Initial Proposal 

• Commercial Considerations  

              Market viability

              Available budget

              Income & Expenditure

Market viability, the viability of the event going ahead is very realistic. We have our venue booked and all the band except the head line band that we are waiting on booking. 

Available budget for the event is flexible for this event, at the moment we do know know how much if any money we will have to put into the event. 

Income and expenditure for the event is yet unknown with not all the bands confirmed with prices if any, and our venue is free. 

• Preparation of venue

              Identify the venue

              Acts booked

              Sound reinforcement and lighting arrangements

The venue we have chosen and booked for our event is “The Mad Ferret”. Acts booked for the gig consist of: The Smitten Ones, The Escobars, Flight of Arrows, these are all confirmed bands we are waiting for Sound of Guns to confirm with us. Sound reinforcements for the venue are already set up and we have got an in house sound engineer at our chosen venue. The lighting is also is also set up for us already. 

• Organisational Processes & time management

               Schedule of production

               Schedule of rehearsals and meetings

               Production roles

               Marketing and promotion plan & schedule 

                             

Schedule of production: The running order at the moment for our event is The Smitten Ones, The Escobars, Flight of Arrows, Sound of Guns. This running order is probably going to change and the time schedule is not yet confirmed. 

The schedule of meetings is really when ever we get chance to, we usually have two or more a week. Schedule of rehearsals for each band is not known. 

Production roles: Adam: Press, Liaison

                    Max: Finance, Press

                    Dan: Promotion, Health & Safety

These are our main roles and have other ones to do as a group. 

The marketing and promotion side is knot yet known really. We plan to get it promoted on the radio in a local magazine and use flyering and posters as well as a Facebook page to promote the event. This all depend on whether we get our desired head line band, and we cannot do any of this until our line up is confirmed. 

Role Analysis 

What is your own role within the production team and what does this entail?

My roles in the event is Admin and Press. My role as admin is to write up all the notes from all the meetings we have had and collect all the evidence to put into a folder. The role of press is to advertise using sources such as magazine articles and creating press pacs to send to radio stations. It would be my job to right the proposals and articles to send to the magazine or radio stations.

How and why are these roles fulfilled in a live music team?

To fulfill my role as Admin I should be proficient in writing all the notes up each week and submit it to my ongoing folder of work, also to make sure that what is said in my minutes is carried out. My role as press would be carried out by writing a press pack to sell our event to local news papers or magazines.

Critically comment on the importance of the role and what would happen if the role was not tackled professionally.

Choose another role from within the group and describe what it entails, in addition to how and why this role is fulfilled within a live music team.

If my role of press was not fulfilled, it could have a big effect on the possible promotion of the event. There would be more of a chance of the gig being noticed and people coming if it was in a news paper, but if I did not do the job it would not get there and it would be a promotional opportunity lost.

My other roll of Admin is important to fulfill because if I did not write up all the notes and minuet the meetings we would not have any evidence to submit at the end of the assignment and we would forget some of the smaller aspects that we wouldn’t have wrote down if we didn’t have an notes.

Choose another role from within the group and describe what it entails, in addition to how and why this role is fulfilled within a live music team.

Another role is Health & Safety, this role is to weigh up the risks and hazards that the could be in the place of the event and wether you are liable to be sued as a part of someone being hurt during the event. It is important to have a risk assessment so you are coved for any unwanted claim.

How does this role compare with yours and what are the different skills required for each?

The role of Health & Safety compares with my role of Admin in ways of the amount of paperwork and if that paperwork wasn’t done it would be a big deal and they are both extremely important. Different skills that are required are that for Health & Safety you need to use you brain to work out wether something is a hazard and how to make it safe, the role of admin is just writing notes down and copying thing and is only important for evidencing things.

DO

Describe, explain and comment critically on different roles that are linked to the organization and delivery of a professional live event.

What is your own role within the production team and what does this entail?

The role that I have been assigned to do for the production of the Oxjam gig, is Health and Safety. The role of Health and Safety entails that everything is at a standard up to the regulation set by the Health and Safety reps. Some of the thing I may have to do would be making sure the noise regulation isn’t being broken and crowd management so things don’t get out of hand. The most important aspect of the role is to make everything in the venue as safe as it can be for the people watching and playing, for example no leads across the floor that people could trip over.

How and why are these role fulfilled in a live music team?

These roles are fulfilled in a live music team by everyone knowing the job that is needed to be done in order for the venue to be a safe place for everyone in it. If my role is fulfilled, the night should be safe and run as smoothly as possible.

Critically comment on the importance of the role and what would happen if the role was not tackled professionally.

The importance of my role is paramount, if it wasn’t fulfilled properly and there was numerous hazards where someone could potentially get injured there would be a risk of our production team getting sued by someone. This would be a major disaster and upset to the night and we as a group would be liable to get sued. If something were to happen during the night, we would have to be sure to know that everything was as it should be so we could claim it was not our wrong doing.

Choose another role from within the group and describe what it entails, in addition to how and why this role is fulfilled within a live music team.

Another role within the group I am interested in is the merchandise side to the production team. This job entails the selling and advertisements of our groups nights and the bands that are playing at the gig, selling bands tea shirts or CD’s or anything else they may have to advertise there band. The role would be fulfilled by good communication with the bands, to see wether or not they have merchandise they would like to try and sell and then organizing a space on the night to try and sell there product. There is also the merchandise that us as a production team might like to sell such as wrist bands. This product would have to be sourced and would have to have a plan to sell the product.  

How does this role compare with yours and what are the different skills required for each?

The role of Merchandise compared to the role of Health and Safety are two very different roles. I think that skills required for each, like knowing the airier your working in and what needs to be done for it to be a success are important and similar, but in terms of things that are fiscally needed to be done on the night are totally different.  

PLAN

• Commercial Considerations  

              Market viability

              Available budget

              Income & Expenditure

Market viability: The market for putting gigs on in Preston is not the biggest but there is more than enough small venues to put the place on the map as a good place for live music. 

Available budget: As a group we decided that we were going to try and spend as little money on this as we possibly could, we have all contributed around £6 each of our own money to get this thing on the road.

Income and Expenditure: As a group putting the gig on our income is nothing as we are raising money for charity, the money we make will go to Oxjam. Our expenditure is our own money, so we will be at a loss after putting this gig on. We have all contributed £58 pound into a kitty and are using the money towards the marketing and advertisement of our event.

• Preparation of venue

              Identify the venue

              Acts booked

              Sound reinforcement and lighting arrangements

Identify the venue: The venue we have booked for this gig is the Kolor Bar in Preston town center, we thought this a good popular pub with a good reputation. 

Acts booked: The acts we have booked for this gig are all external bands from collage and consist of: Hero Syndrome, Forbidden Opportunities, Jamie Brewer, J.Carr. These are all local bands and artists. 

Sound reinforcement and lighting arrangements: As far as sound reinforcements go we have to source a mixer, and provide mics. The venue we have chose has a lighting rig permanently set up so we don’t need to bring one. 

• Organisational Processes & time management

               Schedule of production

               Schedule of rehearsals and meetings

               Production roles

               Marketing and promotion plan & schedule 

Schedule of Production: 

Our schedule of production for the night is:

Time of arrival for setting up, 6:00

Time of Sound check, 7:00

Time gig starts, 8:00

Time gig ends, 12:00

The bands would be playing at 

Schedule of rehearsals and meetings:

We have had around two to free meetings a week for and discussed all the aspects of the night that we are going to put on, there was no set times as such during some of the week where we had a set time for meetings so they were sometimes on our lunch brake and dinner brakes. 

Production Roles: 

Health and Safety, Max and Matt

Back Line, Everyone

Sound Engineer, Jack and Leo

Promotion, Adam

Finance, Will

Admin, Jack

Liaison manager, Rob 

Marketing and promotional plan & schedule:

The promotional plan we set up was to use posters and flyers to promote the event, we did have the idea of using a wrist band as a ticket and charging a £1, the wrist bands would have had the oxjam logo and info about the event but this idea didn’t happen due to a lack of organization. 

Event Review

In my opinion the event we put on was a good night, there was plenty of good thing that happened and there were plenty of bad things that happened. In this review or evaluation I am going to talk about my opinions on how the night went and what I think could have been handled better. 

The thirst thing I am going to talk about is my own role in the event that was Health and Safety, making sure every thing was safe for the public. I did my best to do this job and write down all the possible hazards I could find. There was only a few which included the stairs going down to the emergency door being quite close to the dance floor and someone could fallen down them, the multicore running over the tops of the doors we needed to make sure they were securely taped to the walls to prevent a tangled mess on the floor. The biggest hazard of the night was the pop a ballon game with a pin on the end of a stick, this proved to be a good money making game but was quite dangerous when drunken girls have ago, we did decide that the game was to be maned at all times and the pin to be kept behind the bar. These were the biggest hazards on the night and we just used gaffer tape to secure all loose cables running along the floor. 

The next thing we did after setting up was the sound check, the first band we sound checked was “Forbidden Opportunities” everything seemed to be going fine and we got them done in no time. After we had done there sound check we moved on to doing Jamie Brewer’s sound check this was an acoustic set and there was little to do really but again everything was fine and we didn’t seem to have any technical glitches and we had our sound check’s done in no time. After a small wait for the next band to arrive we had our last sound check done and dusted all within the time scale we set ourselves. I think that Leo did a really good job with all the sound checks and communicated well with the rest of us if we could help him in any possible way. 

After we had sound checked all the bands we had around an hour to sort any thing out and get something to eat. In this time we just taped any loose wires down, made sure everything was still set up correctly and then went to a take away for something to eat. After we had got some food it was almost time for the event to kick of but we had an unexpected blip. The problem was that “J.Carr” one of the performers that was coming late as we didn’t need him for sound check was stopped from coming in by the bouncers because he was under age, this was a huge disappointment for all of us. Luckily Dan was able to get up on stage and cover for him and do a 15 minute set to fill a gap and the rest of the gap was filled with some DJ stuff. I really respect danny for getting up there and playing and acoustic set with less that five minute’s notice, it takes some guts.  

The next band on after Dan’s set was “Forbidden Opportunities” we told them that they could play a few more songs than they would have been allowed, to fill some time in. This was only there second gig to date and I thought they did quite well and I am glad we booked them so they can get some more gigs from this one. After “Forbidden Opportunities” was “Jamie Brewer”, this guy was amazing and im sure will be someone to talk about in the future. There was by far the biggest amount of people watching for his set and the atmosphere when he started playing was grate, he was my favorite act of the night. 

After these two acts we had some music playing from the DJ booth for around 30 minutes before our head line band came on just to try and spread the night out. Our head line band was “Hero Syndrome” from bolton. These guys are truly brilliant and are such a good and easy band to listen to. We let them play a longer set if they wanted to and by the end of the night they appreciated everyone staying till the end of the night. 

After they had finished there set we had to pack down all the equipment and drum kit, this didn’t take long and with a team effort we had it done in no time. During the time we were packing down we had some DJ sets by Rob and Rick, without these guys between each act and at the end of the night there would have been huge gaps with no music. So I am grateful that we had them to rely on. Another thing that Rob excelled in was the lights on the night, with the Kolor bar having a good lighting rig permanently set up. This did make the night allot better and It makes a huge difference to have a good lighting man. 

On the whole I thought the night was really good, it set of quite quiet and picked up as the night went on. I have personally learnt allot from the whole process of putting a gig on and all the things I never though would even have anything to do with putting a night on, and now I can go out and put  another bigger and better night on for my next assignment. 

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