Rationale
Induction:
In this assignment, I will be explaining in detail what we have been working on this past term. This will include event plaining the nature of our event, utilising my management skills, explaining what live music event we will be putting on and why we have taken this approach. I will also be explaining the event/product, management, recording keeping and an evaluation of planning of our event. I will be explaining this in subheadings which will include the summery of the event, time management, contingency plans, finance, production, marketing and publicity and a conclusion.
Summary of event:
Our event will take place at Attic on the 12th of March 2026 in Leeds city centre. We have chosen to use the Attic as a venue for our live music event, as we were looking for small independent venues, that include the community and has a lovely atmosphere for different events. “The Attic is a community-focused, multifunctional and creative space in Leeds City Centre.” (Launchpad, 2024). The Attic has a big open plan space, that has capacity of 200 people and can be turned into a sat down event or an all standing event. We have chosen to do the evet sat down as it can create a captivating experience for the audience. We will have the artists in the middle of the venue in a circle, and the audience sat down around them. (Eva Kiss, 2025). We have chosen to do this as it focuses on the artists, so the audience can look in on them to see them from different angles. We also chose to do it this way rather than having the artists on the stage, as it will make the audience focus on the artist and the music they will be performing. We want to make it a special and different gig from others, that the audience have been to. We will have three acts for our live music evet; including Zoe Cure as our headlining act, Nico Paul as our second support act and Aaron Brooks as our first supporting act. We choses these specific artists as Zoe Cure has her first single coming out in March from her new album and wanted to use our event to promote her new single. We got the other two acts as her supports as they are in the same style and genre of music as Zoe, and we wanted to make a folk, indie folk and songwriter genre and style of supporting acts, that gain your way up to listening and watching Zoe play her headliner set. We aim to decorate the circle with lamps, flowers, and rugs to match the set the tone for the artist and transform the space into an experience as the lighting can change the mood and atmosphere and can change the emotions of the audience and create a memorable event.
Time management:
During planning our event, we have had various group meetings and have been keeping in contact with the whole group vie a group chat on WhatsApp and various zoom meetings. At the start of the planning proses, I created a spreadsheet that had everything we had to complete to make the event happen. It is important to keep track of what we are doing and where we are at with it as a group, as “time management can help you stay on top of your workload stress-free and balance your personal and professional responsibilities” (Puppis M, 2024). The spreadsheet I made included booking the venue, booking the 3 artists, tech specks, event schedule, coasting charts, ricks assessment, press kit and deadlines for each section to be completed by. We needed to complete these parts for our event before the end of December, so we decided on a date the 18th of December. This would prepare and solidify our event so we can get on with marketing and promoting the event in January. On the spreadsheet it also has the different job roles each member of our group had to do. For example, my job role was to create the spreadsheet, create the ticket sales link, price the tickets, and create a list of all the people that have brought tickets to our event, for the person on the door. There are jobs that we all have to do together like distribute posters and promote the gig on social media platforms. We all delegated these jobs to each other as other people have different strengths and weaknesses for each section we had to complete, so we all decided on picking an area that we are the most confident and strongest in. All these jobs have timeframes on them to help us keep on track of the progress. For the schedule of the event, we have created a load in sheet that includes what time we will be loading in and setting up the venue. The venue has said we cannot make noise before 5 pm so we have time slots for each of the acts for their sounds checks. We are planning to have doors around 7-7:30pm on the day, as this will give the audience time to arrive and settle and to get the first acts set up. The curfew for the attic is 11pm so will have to make sure we plan the timing of the acts to fit in that time slot and not go over curfew
Production:
Production is split into sections that we will need to make our event happen and make it highly planned. This includes technical, logical, hospitality and health and safety. We need all these aspects for our event to make it into a high-quality gig that the audience will be captivated in and remember it. In the technical side of our event, we will have technical requirements that include the artists requirements, venue requirements and keeping in contact with the venue to keep checking that everything is working in order. For the artists requirements we will be asking them for a tech spec list and will be in contact with them for what lighting they will want for each of their sets. We will give them a time slot for the load in, give them their stage plots and sound check times so they know when they will need to be at the venue for and give them a print off for times when they will be performing. For the venue requirements we will be respecting the venue, we will be using their in-house lighting and PA system, and we will be hiring a sound engineer. For the logistics side of production, it includes artists travel and equipment hires arrival times. For the artist travel we will be expecting the artists to make their own way to the venue and to make sure they will be on time for the load in times and sound checks. For the equipment hire we will be using the Leeds Conservatoire facilities, we will send them a form using our tech specs of each artist of all the equipment they will be needing for the day of the event. We will be transporting all this equipment ourselves in time for the load in and set up of the event using Ubers or one of the members of the group, has a car and we will transport this to the venue. We will be creating a check list for all the equipment, load in times, sound checks, stage plots, staff, lighting, sound engineer, when doors are and curfew. Hospitality is another aspect of production; it is another space where the artist and audience will be safe and relaxed, while attending our event. This includes having a green room or somewhere backstage for the artists, scheduling when their sound checks are, what time they will be preforming, the attic will have their bar open so the audience can be refreshed. We also will offer the artists a rider. The rider may include water, towels, snacks, contact info and we will print of or make sheet for when the times of the sounds checks, starting times, when the artists will be on and curfew. For the last aspect of production, we will need health and safety. We need health and safety for our event in case anything goes wrong on the day “Health and safety is about preventing harm.” (HASpod, 2024). For example, the safety of the audience, the artists, preventing injuries like tripping hazards, falling of the stage, and making sure that there is clear path for the fire escape if we have the stage in the middle of the floor in a circle.
Contingency Plan:
Whilst also planning, we created a contingency plan, in case anything does not go to plan whilst we ate still planning the event or if somethings happen on the day of the event. “Successful events demand meticulous preparation, particularly for the unexpected” (OFFSITE, 2024). In the contingency plan we will need to include, identifying the risks of the events like delays and malfunctions, technology faults, venue faults, back up artists and what happens if we do not reach our sale target for ticket sales. Identify the risks of the delays we will need to factor in load in times, sound checks and running over on the day of the event. To make sure this will not happen will are in contact with the Attic to see if we can get an earlier load in time so we can be prepared before sounds checks start. For the sound check we cannot make noise before 5pm as one of the Attics rules. We will make sure all the artists know when their times are for the sound checks and we will allocate times for them to come. We will make sure all artists have at least 30/40 mins to set up to have their sound checks. The headlining act will have their sound checks first then the second act, and the first support act will go first, so they will all be set up and ready to perform first. For identifying the risks of the venue faults, there can be many facts to bring into this for example, the Attic might contact us and say that we cannot do the performances in a circle on the floor. If this accrued, we would have to use the stage and rearrange the floor plan and set it up like a normal gig. This will not make an enormous difference to our plan, but it will be more of a standing event than a sitting down one. For technology faults like cables, lighting, and amps. We will have to test all the electronics to see if there are any faults before the event, but if on the day some don’t work, we will bring spare cables, and the lighting and sound will be in house so the attic will have spare equipment to fix the issues. We must take in consideration if any of the artist for personal reasons or that something comes up for them, can’t perform and play the event. We will have to have back up artists on the side lines to prepare if this happened and replace them. We have a backup headlining act as Zoe Cure has contacted us and she has had some personal issues that have accrued, so there might be a possibility that she won’t be able to perform for our event and we will have to replace her with our back up headliner. This won’t be ideal as we have created this event for her new single coming out, and we will have created posters and advertised that she will be the headliner for our event. But we will have to be prepared if she can’t perform. We also must take into consideration that we might not sell out all the tickets, and not reach our target goal. Therefore, will need to make sure that we can promote the event as much as we can and put the tickets online cheaper and, on the door, more expressive. We also much be able to pay the venue and the artists first before we make any profit for ourselves.
Finance:
For planning our event, we need to keep track of all different financial aspects for our event. “Tracking your spending can help you manage your money well and make progress towards your goals.” (Evelyn Waugh, 2023). Keeping track of our finances is important, as it helps us keep track and stay within limits to stay in financial control, help by managing risk to use our money responsible and carefully help keep a clear record of everything we will need to pay the venue and the artists. This will help us have a well-maintained relationship with the venue and artists. The main financial aspects that we need to keep record of are, the price of the venue, ticketing, artists and promoting and marketing. As a group we have created a coasting sheet of all the different expenses that we will use. On the coating sheet we have included ticket sales, price of the venue, sound engineer, decor, light, PA, misc and hospitality and how much we will be paying the artists. We have priced the tickets as, £8 online and £9 on the door. We have decided to up the price on door to encourage people to buy the tickets online as we will promote the online tickets via a link or a QR code which, we will make on the posters and on the various platforms we will be using to promote the event. If we sell out all our tickets online at £8, we have a potential gross of £1000. This will help us pay for the venue and the artists. It also includes the cost of the venue which is £140 and an extra £20 for early access to the venue which we will need to set up so we are all prepared for sound check. Sound engineer will be £40. At the attic there is an inhouse lights and PA system that they are letting us have for free. Hospitality will coat £75 this will include the bar of the attic. This is important for the audience as it creates a positive vibe and to make sure the audience is well looked after. If we sell all the tickets, we will have £600 to pay the artists, £200 each.
Marketing and Publicity:
While we plan our event, we will also need to be marketing and promoting our event. “Event marketing is crucial because it determines the level of awareness, engagement, and overall success of an event” (Kirk I, 2024). It is important to promote and market our event before, as it can help our event be more prepared, successful, organised and increase visibility, so people are aware of our event so they know about it and may attend. This will increase our ticket sales and attendance for our event, so we can reach our goal of selling out. While promoting we also had to think of our target audience. “A target audience is the demographic that your event is intended to reach.” (Team, 2024). Our target audience is people that are fans of the artists, style, genre and age. The target age that we are reaching are people between the ages of 18 to 40 years old. This is why we are planning to promote our event on different platforms and social medias including Instagram, TikTok and Facebook, as we think this would be the right platforms to help reach our target audience. We will also ask the Attic to promote are event on their different platforms and ask each artist to promote the event on their platforms as well, to add even more advertising for our event. We are planning to print physical copies of the poster we are going to create and put them around the Attic, Leeds Conservatoire and ask different independent shops if they would put our poster up. We will also be using the poster on the different platforms. Either on the poster using a QR code or using a link in the artists bio, I will be creating a ticket link for people to buy tickets for the event, using a ticketing website called FATSOMA. This is a free to sign up ticket platform to sell tickets to promote and market our event but, does take 10 percent of each ticket we sell. It will help us “convert more customers faster, build our own loyal following, contact our customers directly and reach an even bigger audience.” (FATSOMA, 2025). Using a QR code, it would be easy for our target audience to access or using a link in the artist bio and links on the different platforms will also be easy for our target audience to access and use.
Conclusion:
To conclude, we have planned our event in detail to see what the final product will look like and we hope to be able to reach our goal of selling out.
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Technical Specifications
Press Kit
Press release
Artist Biographies
Aaron Brooks:
Aaron Brooks is an alternative/indie folk artist based in Leeds. Focused on a blend of abstract evocative lyricism, distinctly gentle but rhythmic fingerpicking and emotive vocal performances, their music reaches to capture a complicated but universal range of human emotions.
Nico Paul:
Canadian-born, Leeds-based singer/songwriter Nico Paul explores simple yet poetic lyricism, combined with intricate instrumentation and rich vocal harmony. . Ranging from cathartic chamber pop to desolate, introspective folk, his debut EP “What is Lifted” dissects the intimate relationship between grand fantasy and harsh reality. Perfect for meditative listening & walks in nature. For fans of Leonard Cohen, Weyes Blood, and Sufjan Stevens.
Zoe Cure:
Singer-songwriter Zoe Cure tethers herself to a world that’s raw, intimate, and unafraid of imperfection. With delicately deep vocals, haunting melodies and lyrics that ache, her artfully crafted songs explore all things felt and invisible; from universal grief to personal joy and the spaces therein.
Inspired by the likes of Laura Marling, Adrianne Lenker, Radiohead and Neil Young, Zoe’s musical world is a reflection of steady growth into confidence and a willingness to to find strength in vulnerability.
Artist HD Photographs
Aaron Brooks:
Nico Paul:
Zoe Cure:
Risk Assessment
Additional Material
Event Organisation
Reference list
Eva Kiss (2025). The Hand That Feeds – Eva Kiss Unplugged. [online] YouTube. Available at: https://www.youtube.com/watch?v=_LsKqH-ogvg [Accessed 9 Dec. 2025].
Evelyn Waugh (2023). Why You Should Track Your Spending – Experian. [online] www.experian.com. Available at: https://www.experian.com/blogs/ask-experian/why-you-should-track-spending/.
FATSOMA (2025). Fatsoma for Business. [online] Fatsoma.com. Available at: https://ticketing.fatsoma.com/?gad_source=1&gad_campaignid=22010775760&gbraid=0AAAAApCjjJSQ_66OBJxTQvzCSLecnlIyw&gclid=CjwKCAiA3-3KBhBiEiwA2x7FdGWr7isGKZpf0L5LkKbNYY_Eh3e8BUTa32OAXmyUkr8DaqxTwfOfVxoCfLIQAvD_BwE [Accessed 5 Jan. 2026].
HASpod (2024). What Is Health And Safety? [online] www.haspod.com. Available at: https://www.haspod.com/blog/management/what-is-health-and-safety.
Kirk, I. (2024). The Power of Promotion: Leveraging Marketing for Event Success. [online] Opportunity Marketing. Available at: https://opportunitymarketing.co.uk/the-power-of-promotion-leveraging-marketing-for-event-success/.
Launchpad (2024). Launchpad. [online] Launchpad. Available at: https://www.launchpad-music.com/supported-projects/theattic [Accessed 9 Dec. 2025].
OFFSITE (2025). Contingency Planning For Events: Why Every Detail Matters. [online] OFFSITE. Available at: https://gooffsite.com/our-blog/f/contingency-planning-for-events-why-every-detail-matters.
Puppis, M. (2024). The Importance of Time Management | My Hours. [online] myhours.com. Available at: https://myhours.com/articles/the-importance-of-time-management.
Team, 6Connex (2024). Know Your Target Audience When Planning an Event. [online] info.6connex.com. Available at: https://info.6connex.com/blog/know-your-target-audience-when-planning-an-event.
