Introduction
On 14th March, my team and I organized a live music event that brought together a range of emerging artists to perform. The aim of the event was to create a platform for students to showcase their talents while also giving attendees the opportunity to discover new and upcoming performers. In addition to this, the event had a charitable purpose, as we aimed to support local food banks by raising awareness and encouraging contributions for those facing food insecurity.
My role within the event was a general overseer. As this was our first time organising a gig, we chose to take a collaborative approach, with all team members contributing across multiple areas. This allowed us to maintain a clear understanding of all aspects of the event, including planning, coordination, and execution. As a result, we were able to work effectively as a team and ensure the event ran as smoothly as possible.
Event atmosphere
The intended atmosphere of the event was to create a relaxed and welcoming environment where both the audience and artists could express themselves freely. As the event was designed as a smaller, more intimate gathering, it encouraged a sense of community among attendees.
This is supported by (1a), where the layout shows a close-up stage area with minimal separation between performers and the audience, creating a more personal and inclusive environment. Audience proximity and interaction (1C) indicate strong engagement, highlighting a clear sense of community within the venue. Social interaction in the bar area (1b) shows that the event extended beyond performances, reinforcing a relaxed environment.
The music selection helped maintain this atmosphere, appealing to the audience and keeping energy consistent. Attendees engaged with performances and interacted positively with one another.
My role contributed by ensuring a smooth entry process, preventing queues and supporting a positive first impression. I also communicated with team members to maintain consistent energy throughout the event.
Overall, the atmosphere was successful, with attendees remaining engaged, as shown in (1d). However, there was a slight drop in energy at the beginning due to technical delays, which affected the initial flow but did not significantly impact the overall atmosphere, as attendance was low at that time.
1A
Box office
How we managed our box office for the event was through a free entry system, as we didn’t sell any tickets in advance. Instead, we encouraged all attendees to make voluntary donations upon arrival in support of our local food bank. This approach aligned with the aim of the event, as well as making it accessible to a wider audience, as shown in (2a) where attendees can be seen gathering outside the venue before entry, demonstrating the informal and accessible nature of the system.
In addition to this, we had in place a raffle system which was also a part of our entry process. Guests were able to receive raffle tickets through donations, with prizes including a vinyl record and a free drink. This not only supported engagement from our audience but also encouraged higher levels of contribution from attendees, which is reflected in (2b) where a donation is being collected at the door, showing how the system worked in practice.
On the night, the entry process was smooth as guests all came at different times, so it gave us time to prepare for each guest’s arrival. As part of my role as general overseer, I made sure to help the team managing the door, ensuring that donations were collected efficiently and that all attendees were welcomed in an organised manner, supported by (2c) which shows the entrance area from inside the venue and highlights how access was managed.
Overall, the box office system was extremely effective, as it allowed a steady flow for our attendees and successfully supported our fundraising objective for the event. The raffle added its own interactive element, which enhanced the entire event.
Security
As we understood that our event was not expected to reach full capacity, we decided that hiring professional security was not necessary. Due to the size and nature of the venue, the overall risk level was lower, allowing security responsibilities to be shared among the team.
Monitoring entry 3A helped maintain control of the audience demographic, reducing potential risk and supporting a safe environment. We also maintained control of the flow of people entering the venue, which was made easier as guests arrived at staggered times rather than all at once. This helped to prevent overcrowding and maintain a safe environment throughout the event.
As part of my role as a general overseer, I remained aware of the overall environment, ensuring that any potential risks or issues could be identified early. I also communicated with my team to ensure we remained in control of the event and were able to respond quickly if needed.
To conclude, our approach to security was effective, as no major incidents occurred and the atmosphere remained safe and controlled throughout. However, for a larger-scale event in the future, it would be more appropriate to consider hiring professional security staff. This would allow the team to focus on other responsibilities while ensuring a higher level of safety and risk management.
Here are some images of us showing having view over the event making sure exits remain open.
Health & Safety
Health and safety was a key consideration throughout the planning and delivery of the event. Prior to the event, a risk assessment was completed which identified potential hazards such as trip risks from cables, spillages, blocked exits, and damage to equipment.
To minimise these risks, appropriate measures were put in place. All wires and cables were taped down securely to prevent trip hazards, as shown in (4a) and (4b) where tape is used across the floor and stage edge to clearly secure and mark potential hazards. All doors and fire exits were always kept clear to ensure safe access in case of an emergency, as evidenced in (4c) which shows a clear and unobstructed exit point within the venue. We also remained aware of potential spillages throughout the event and made sure these were addressed quickly to avoid accidents. In addition, the sound desk and technical equipment were positioned away from drinks and heavily intoxicated individuals to reduce the risk of damage or disruption, which can be seen in (4d) where equipment is set back from the main audience area. Furthermore, (4e) shows equipment and instrument cases stored together and out of main walkways, demonstrating how we reduced obstruction and minimised trip hazards within the venue.
During the event, these safety measures were actively maintained. As part of my role as a general overseer, I remained aware of the environment and ensured that any potential risks were identified early. I also communicated with team members to maintain a safe and controlled environment for both attendees and performers.
Overall, the health and safety procedures were effective, as no incidents occurred and the event ran smoothly. However, for future events, safety could be further improved by assigning specific team members dedicated solely to health and safety monitoring, ensuring even greater attention to risk management.
Production (Sound & Lighting)
The production of sound and lighting for the event was managed using a minimal and practical setup suited to the size of the venue. The basic lighting setup (5a)created a warm atmosphere but lacked focus on performers, reducing visual emphasis and overall production quality. While this supported the informal and intimate feel of the event, it lacked focused lighting on the performance area, meaning performers were not visually highlighted.
The sound setup, evidenced in (5B), included a small PA system, microphones, and amplifiers positioned close to the performance space. This setup was appropriate for the venue size and allowed clear sound without the need for excessive amplification. The setup process also demonstrates collaboration within the team in preparing and managing equipment.
Overall, the production was effective in supporting the event and matched the scale of the venue. However, improvements could include more controlled lighting and a more refined technical setup to enhance professionalism.
5A
Artist Liaison
Artist liaison was managed through one member of the team who reached out to all performers directly before the event, ensuring their attendance for our gig. Due to the limitations of the venue, we were unable to provide a green room for artists. However, we ensured performers were looked after by regularly checking in with them and providing refreshments and support throughout the event, which helped maintain a positive experience and ensured artists felt comfortable before performing. However, the lack of a private space reduced overall professionalism, and relying on one person to inform artists risked other team members not being kept in the loop. For future events, a more organised approach, including a designated green room for performers and clearer communication methods, would help improve the event and ensure artists leave happy.
Stage Management
Stage management played a massive role in making sure the event ran smoothly within a confined space. The solo setup (6A) demonstrates effective spacing and planning, contributing to efficient performance transitions. In contrast, (6b) highlights a full band performance where multiple instruments and amplifiers required careful coordination, evidencing collaboration with performers, though slight overcrowding suggests limitations in spatial planning. (6c) captures active setup adjustments, reflecting adaptability and ongoing communication during production. Audience proximity in (6D) demonstrates an intimate atmosphere but required safety considerations, supported by visible floor markings. Overall, stage management was organised and responsive, though future improvements in layout planning and transition efficiency would enhance professionalism and technical quality.
6B
Online Marketing
Our online marketing strategy effectively targeted our audience through the use of Instagram stories 7e–7f), which communicated key details such as the lineup for the night, the date, and the event’s purpose. Our poster and posts made it very accessible for people to view and check. Tagging and reposting also helped increase visibility and extended our reach beyond our close circle. However, without analytics, it was hard to measure reach and effectiveness. The consistent branding in Evidence 7G helped maintain a clear and professional image
Promotion
How we promoted demonstrated an effective use of both physical and digital marketing techniques. In 7a, 7b and 7c, posters were placed in the most populated areas in the university, ensuring repeated exposure and targeting our primary audience of students. This here shows a clear understanding of audience behaviour and appropriate distribution methods. Image 7D reinforces this consistent strategy across multiple locations, increasing visibility. In Figures 7E and 7F, Instagram stories show how we extended promotion online, reaching a wider audience and using persuasive language to highlight the charity aspect and lineup, fulfilling criteria for digital marketing. Finally, Figure 7G shows our poster design, demonstrating creativity, clear communication of information, and consistent branding across all promotional platforms.
Financial Outcomes
The event did not generate profit, as no tickets were sold and all money raised came from voluntary donations in support of the chosen charity. This aligned with the event’s purpose but limited financial tracking and overall revenue insight. For future events, using a larger venue and implementing a structured budget would allow for clearer financial planning, cost management, and potential profit generation.
Venue Settlement
This what we made from charity donations.
Conclusion
Overall, the event successfully achieved its aims of creating an inclusive platform for emerging artists while supporting a charitable cause. Key strengths included effective teamwork, strong audience engagement, and a well-managed atmosphere. This project demonstrated the importance of structured planning and evaluation in delivering a more professional and effective event in the future.
