Event Evidence Video
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Event Atmosphere
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The event that we put on was able to achieve a lively and enthusiastic atmosphere, with audience numbers a little inconsistent throughout the evening. We managed to get a larger audience during certain parts of the set. However a great energy was present throughout the evening by our four DJS.
I have attached videos, the first showing a short clip from Emily Jacko’s set. You can see the importance of lighting to create our event’s atmosphere. The next clip of A.J’s set shows the audience gathered around the DJ decks having a great time enjoying the music. The addition of a friend behind the decks for A.J’s set helped to create an energetic atmosphere both behind the DJ decks and in the audience too. The final clip show’s our headliner, Jae Depz playing some bass heavy garage music. Behind the decks too we see another artist Greenhouse enjoying Jae’s set. The music is loud and engaging.
The atmosphere was energetic and loud – with quick changing lighting and remixes. The room felt a little empty at times throughout the night – we could have combatted this through renting a smaller venue. On reflection, Headrow House isn’t well known for garage music and a different venue could have been better for the event’s atmosphere.
We had quick paced changeovers to not let the energy dip in the room. This worked very well for our group
Box Office and Security
Myself and Rachael another member of my group were predominantly in charge of the Box office at the entrance to the gig room. Security were situated at the front door to the venue where bags were checked and so were IDs to ensure safety within the venue – aligning with the Headrow house health and safety protocols.
We decided to use wristbands to keep track of who had purchased their tickets. We had two different colours of wristbands. Gold and white for general admission and red for artists, guest list and the crew.
In the first image you can see me attaching the wristband for an audience member who had purchased a ticket at our box office. As we had sold the majority of our tickets online before hand. We used the DICE and RA apps to scan pre purchased tickets and view our guest list. We created a system of one person scanning tickets and the other putting on wristbands for the audience member. This worked quite efficiently however I think it took us a little while to pick up the pace when scanning tickets to get audience members through quickly.
In another image attached above you can see the set up of our box office. This was situated between the two doors you go through in order to enter the event space. You can see our wristbands on the table we sat or stood at using our phones to scan tickets and process transactions from tickets bought at the box office on the night. Tickets bought in advance were provided at a cheaper rate than on the door.
I have attached a video of a security guard walking through the audience during A.J’s set. This was to ensure safety during the evening. The security guards working usually remained at either exit in the event space which you can see attached on the above images. Occassionally tehy would walk through the audience to ensure safety throughout the entire event space. You can also see a smaller image – although not very good quality- of a security guard at the reer exit of the event space.
Due to the type of event we were hosting we felt it was important to have proper security guards to ensure safety, tackle drug use and make audience members feel more safe and comfortable to have a good time during the performances.
Security
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Health and Safety
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We made a large effort during our event to insure we would not encounter any health and safety issues on the evening of the event which thankfully we did not.
I have attached an image of a box of ear protection that we provided for free at the entrance to the event and also at the bar. As discussed in our groups risk assessment which is attached above, the music at our event was very loud we wanted to provide a safety precaution for free for all audience members. These were used widely by the crew and audience members – this was a successful safety measure.
To avoid any glass being smashed in the event space – plastic cups were given when buying drinks from the bar and also we had a box of plastic cups at our box office so that those coming up with drinks from downstairs had a plastic alternative to put their drinks in. This was successful as no glasses were smashed during the performances which could have lead to injury or disruption to the event.
Attached is also a picture of the fire extinguishers present in the event space. There were two placed on the wall on either side of the room, thankfully we did not need to use one however our group all had good knowledge on where and how to access them if necessary. Our venue had a lot of stairs up to the event space which we documented in our risk assessment above. The stairs were clearly marked with a yellow line on the edge of each one which helped to avoid any slips or trips. It was a concern that the steps become slippy when wet. The venue provided clear signage on the stairs about this. Luckily it wasn’t raining so the stairs were dry and safe.
As noted in our risk assessment above and in the photograph above you can see the lift was out of order in the event space making in accessible. If holding another event we should be sure the venue fix this issue in time for our event to make it accessible.
Production
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The Production of the show was very effective and fitting for the music genre. The sound technician was provided by the venue and created a high quality audio output for our DJs and ensured safety and effenciency during soundchecks and setting up. Lighting was also a big part of our event. You can see the lights being tested in an image above.
Due to our tech specs all equipment was already tested and soundchecks ran smoothly.
The second image shows two of our artists, Emily Jacko and Greenhouse, discussing technical equipment during the set up and souncheck before our event. Artists shared equipment and we had no issues with this. It helped with quick changeovers and no issues with transporting gear.
The final image is a view from the sound desk which was situated at the back right hand side of the room. This is also were the lighting was controlled from.
We decided to create a stage in the middle of the event space rather than on the lifted stage to provide a more intimate atmosphere in the room. This worked well especially during sets when there were not as many people in the audience.
Attached also is an image of the speaker that are on either side of the raised stage. The sound during the event was brilliant, our sound engineer and lighting tech team did a fantastic job.
Artist Liaison
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In the weeks before the event we had a frequent communication with our artists. We had a rider, attached above, that we provided upon request. We researched cheap options for the items requested to save money.
The artists had a green room which you can see in the images attached above. Before the artists arrival we made sure it was clean and tidy and all rider items were stocked in the green room fridge. The green room however was a little small for 4 artists + guests.
We had set times up in the green room too to ensure all artists and crew members were aware when they were needed.
Attached is a short clip of Izzy, who was in charge of Artist Liaison, talking with A.J during his set on the night. Izzy made sure to keep tabs on the artists throughout the night and tackle any issues faced. I believe we did a great job of looking after our artists at our event. We provided a rider for extra comfort and a nice space before performance – if a little small.
Stage Management
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For our stage management, we made sure the stage area was clear, we made sure to have cables taped down or in straight marked lines to reduce the risk of both performers and audience tripping over them, we also made sure not to overload plug sockets .
The stage within the room was at the back of the space. However we didnt use this as our main stage. We created a stage in the middle of the room. There were also side stages on either side of the room, as seen in the image attached, but we decided to use these for audience members instead of our artists.
Online Marketing and Promotion
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Our main source of promotion was via online marketing on instagram and tiktok. As seen in the screenshots above we made many posts and short videos to post on our instagram and tiktok accounts. A number of them gained over a thousand views. We made posters as seen above and put them up around Leeds conservatoire, event spaces in Leeds, Leeds uni and student accomodations.
Over the weeks leading up to the invent we promoted ticket sales on our group’s instagram page but also through our personal accounts to get a wider outreach.
As seen in the attached images, you could purchase our tickets on RA, DICE and Fatsoma. We also got an article written about us (see screenshot above) on Leeds Magazine which really helped with online marketing and promotion.
We made sure to make ticket links attached to all of our instagram stories to make it as easy as possible to purchase tickets. We also added this to our account’s bio on instagram and tiktok.
We created a number of different promotional videos as seen in the attached files above. We wanted to showcase our individual artists playing so we made personal stills of each artist and posted them on our social medias. We also asked our artists for other gig videos we could use to show our audience what they were in for.
Financial Outcomes
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Financial outcomes
For our event, we sold a total of 68 tickets. We sold tickets for a few different prices for ‘early bird’ tickets and student discount but general release prices were at £8. We made a total of £419.50. However due to our spending and money paid to the artist we lost a lot of money.
I think we were being ambitious with the venue that we hired and on reflection it would have been better to get artists that we know or go to Leeds Conservatoire to up ticket sales and reduce costs. However, the event that we put on had a good atmosphere for the most part and was organised very well by our group.
