SHR6E037P~001 Portfolio: Event Planning

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Rationale

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Summary of event 

On Thursday 12^th March 2026 intertwined will be hosting a show at the Attic at 7pm till late, we have chosen to have 3 acts in our show the performers are:

• Zoe Cure 
• Nico Paul 
• Aaron Brookes 

This event will be filled with whimsy, intimacy and atmosphere which the attic is well known for, these artists all caught our eyes by their unique styles and great songwriting so I feel like they would be the perfect fit for what we’re putting on at the Attic.

The way we approached tis gigs is with open arms and dedication, we want this performance to be great and remembering while also making it low budget so we have cut some costs and implemented more practical ways of managing a gig, 

Time management 

Thursday 12^th march is when we initially pencilled in with the venue, we thought this would be a good date because it gives us plenty of time to market our event while also finalising minute details with the artists we chose and to give them every possible bonus by doing this gig, while it being in march we found out that most student would still be at university and will not going home during this period which we thought would be beneficial to attract more people closer by yet still trying to attract the main demographic for this gig 

We are also restricted by the requirements of the venue because we won’t be able to make sound before 5pm this will be a struggle with our timing schedule, we will be able to make this go into our favour because this means we can be extra ready be setting up at an earlier time we requested an earlier setup time at 1pm to get as ready as we can beforehand this isn’t as bad as we thought but will need to be setting up and perfecting the stage at a very early time which will be good

We allocated each band to a set time and sound check, we found out the best time for each band and pencilled in their slots for our gig which will help us keep us on time and help with our management.

The good part of this is that we will be able to start prepping the gig earlier and we won’t have to wait until later which is a massive plus so we all get to give our ideas and our ideas together could create a good atmosphere to be around and to perform, all our acts have been allocated a set time and they have been notified which is good because then we can stay in our schedule that we planned out for the day and no matter our sound restriction we will still be able to sound check everyone and get them ready for the day 

We considered our long-term project life cycle this helped us implement a more thought out planning and preparation with 5 easy steps which we had in mind while we planned.

the time schedule we arranged for everything is:

Load in times are 13:00 – 14:30 for headliner and 16:00 – 17:00 for main support.

sound check times are 14:30 – 18:00 for headliner, 18:00 – 18:45 for main support act. 

doors open at 19:00

support act performs at 20:15 – 20:45

headliner performs at 21:10

curfew is 22:20.

We considered our long-term project life cycle this helped us implement a more thought out planning and preparation 

Production

Technical

the tech spec we have gathered for all our gigs fit perfectly into the Attic tech, we will be using 25/26 channels for all performances which is well within Attic specifications, so we didn’t have much to worry about in the sense there will be a lot more and wed need to reduce the numbers, this is the perfect scenario because now we will not need to worry about it being too over run or not enough so technically it will be good for all bands to play as they intended.

we look at many band setups while we were working on the tech specs and we found some interesting band setups one being inspired by Eva Kiss, this seems to be a very laid back and chill performance and along the lines we will be doing for our gig 

https://youtu.be/-pouPG5q1UY?si=TdMZtpRK4XU_vbQE

Tiny desk grossing 603 Million views in 2024 and having a demographic of 73% 18–45-year-olds, this helps us find the demographic of people that enjoy these type of gigs and who we could be marketing to appeal 

(https://www.nationalpublicmedia.com/sponsorship/tiny-desk-concerts/)

We recognised the appeal and demand for more intimate spaces for musicians, specifically how they are eye level with the audience this could affect the whole experience because it helps with everyone and makes the songs more dramatic and you could be all level to the artists and you would feel more relaxed being sat down and you would be able to enjoy the experience more 

Logistical 

We had thought of helping the artists travel to get to the venue but we realised that everyone is fairly close by and it’s not out of the way of city so we had asked if they’re okay with getting there which they said they would be okay with, which would help us greatly because all the group can be helping with arranging and loading in at the venue 

We also asked about their gear and equipment if they needed help getting it there but we are also producing a backline for them so we feel like it would be more than adequate for them, so if they personally ask us to take anything for them we would take it with us when we go to set up at 1pm because we would like to cater to the bands performing 

Hospitality 

We aim to look after the artists performing by offering them things to make feel most comfortable In performing and any help they need, we will try and resolve, we will arrange some drinks for our artist while we put £75 for all artists so they could get drinks and enjoy while they are in the venue, we would have offered more money but we discovered if we offered more money this would bring us at a loss and we won’t be able to breakeven, but we will try and make them feel welcome and with no pressure this will come in handy because as we offered them drinks this is showing them we care and we set aside some money to spend on them although it’s not the most it is a low budget production and we still thought of our artists individually so it helps gain a connection through good deeds and hopefully they would want to use our services again which could help even if it’s not the path we wanted to take it still helps gain knowledge and a connection.

Health and safety 

We have created a risk assessment that we saw best fit for our gig by utilising key components of our gig such as the circle staging and the gig being sat down, knowing the layout of how the venue and our performance would take place helped us greatly in fabricating a relevant risk assessment, we have added a lot of generic scenarios that we feel could go wrong and we discussed the fixes that we could use as the solution, there are many risks that could happen in these type of intimate gigs so we would like to be on the safe side and be prepared if something was to happen such as it being sat down it could cause a blocked passage so we wanted to add a safe path for everyone to get passed without causing anything 

Contingency plans

Some our backup plans run the scenarios of if the venue closes, the artists back out of the gig, in the event of equipment failure and overbooking.

If the venue closes, we had the idea of choosing a venue as backup which would help us in the case of the event closing the only problem we had would be if the venue was to notify us very close to the gig then we would have to post pone the event while we allocate a new space to run the performance which would be okay with unless its past the deadline so we asked to be notified in case that was to happen but we can’t predict the future so we will not know until it happens, but we will also thought of pencilling a day in with a venue in case this was to happen which could be beneficial because we would have a backup venue to perform so at least the show can continue.

In the case of the artists backing out of the gig we have established a group of backup artists that we could contact in the event this happens, we have let notified them before hand, we chose:

• Sair
• Dandelion 
• Eva kiss 

We have written down their styles and influences which would also help us keep in the theme we chose, such as the band Dandelion they fit our gig and the theme with them playing very whimsical goth rock which would tie up with all that we spoke about. This helps us greatly by having people we could rely on in case anything was to happen to the artists set to perform.

In the event of equipment failure, we found that we could either resolve this in one or two ways, the first option we had was to arrange to keep some spare equipment in case anything didn’t work but we thought would be a lot of equipment to bring so we also had the idea of turning the full gig acoustic and to not rely on equipment this would cause the whole experience  to be more sentimental and make it more of a sit down vibe for our venue, either way we choose to resolve this problem would be very stressful but I feel like we could manage it and they would still be able to perform, another way we thought to resolve is to contact another local venue nearby to ask permission if they’re not using their equipment on that day which could help us keep the show as we intended it to be.

If we end up overbooking for the gig it would be a great risk for the venue but we have thought of some great fixes to avoid any possible threats or risks, firstly we have thought about assessing the situation and finding out how many more people we have let in then we would have to inform the staff of what happened and how to resolve this with unhappy attendees, we could also offer alternative solutions such as offer refunds or free drinks to ease the number of attendees after this we would have to temporarily stop letting people into the establishment until the crowd thins out but ultimately we would have to make sure the venue isn’t overcrowded to the point of  being unsafe for anyone attending this gig .

Marketing and publicity 

We had many marketing ideas such as flyers and posters but then we thought about the environmental footprint so that wouldn’t be good for us and for the environment 

Some ideas that actually stuck was promoting our gig at Leeds conservatoire by booking a table for a few hours and theming it to promote our gig and get it across to all people at the establishment, another idea we had was a lot of social media marketing so everyone can reach a different area of people that might be interested in our gig, also we had the idea of making a new Instagram account so we could promote this one gig we had the idea of putting the poster there and doing interviews with the artists in a quirky way and to not be too serious which could show them in a more humorous way which could allow people to see their personalities which could potentially help people come see them perform because they like their charisma.

We are going to theme our gig whimsical goth which we could cater with the venue setting and our posts on social media 

Finance

We are not interested in making a profit we are merely interested in supporting local artists/bands, our goal is to just break-even of our costings for the gig so we could pay the artists what they deserve, we checked the MU rates for performers and tried to align that to what we would give the artists but we are a low budget production so we will not be making a profit out of this gig the majority of exposure and money will be going to the artists which we all agreed upon because were not interested in making a profit.

We will be paying the artists £600 which we thought would be the most adequate thing to do while it being slightly above the MU rate which we checked would be around £162 for pubs and clubs or £218 for functions so we thought we would meet around the middle for the artists we handpicked for this venue.

Also, to reduce waste we decided to take a digital market for the tickets and will not be making paper tickets, all our tickets will be through fatsmoe, while they do take 10% of sales we found that the most cheapest one to use as It is free only with a slight fee.

The Attic will charge us £140 to use their venue for the 12^th of march which I think is a great deal and through one of our members working there we got a discount to use the room this works in our favour on being a low budget production so at least we won’t be at a complete loss where we will have to put more money towards the gig out of our own pockets or main goal is to break even.

but we will have to get a sound engineer for the gig which will be £40 this is a good decision as we know the basics, but we are not knowledgeable to put on a show while one is responsible with engineering the music this could lead to a safety hazard which we won’t want so we thought we would spend money on what is necessary for us.

for hospitality we arranged is £75 to spend on our acts for the night so we could get them drinks anything they want each band gets £25 and they would presumably use this money to get drinks at the Attic bar which we assumed would be the main scenario in this case.

The capacity for the Attic where our gig will be held is 200 but as our gig will be more sat down the estimated draw for the gig is more realistically 150 and put a hold on 125 because we wanted to be realistic about our reach and to also prevent any risks waiting to happen, I think this is a good and realistic choice for us because the last thing we want is for anyone to be injured over our layout planning. The pricing for the tickets is £8 so it won’t be too expensive or too cheap, we also wanted to make buying tickets on the door slightly more being £9 which is understandable because a lot of gigs use this method, we estimated our income to be £1050 which would be perfect for us to pay the venue and pay the artists involved in this gig.

Some artists will be selling some merchandise so in this instance we would have to hire a seller to take care of the sales the artists make from our gig  this could be a costly expense but it has to be done, it could prove good for us because by them selling merch it could boost their popularity with unknown fans gaining more attraction and also could lead us to attracting people that would like to put on their own gig and we could be able to do it for them or help.

We decided we will be getting money to put decorations around the venue to emphasize our theme by adding bits around to make the whole experience more thought out than just leaving it how it is, we wanted to show people what they’re getting into with a more whimsical layout of the venue, we decided to put £20 into the décor of the venue which should be fine to decorate it, our only concern is going over the top which could lead us to more spending and then possible loss at the gig but we will also bring things we have at home for us to try make the place better aesthetically.

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Technical Specifications

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Press Kit

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