Event Evaluation
In September 2025, I started the live music management module with the expectation that I would learn how to put on an event, and I have learnt far more than I expected. Having had no previous experience putting on gigs, this assessment threw me into the deep end of event planning. I drew on the experience of my group and applied their insights when putting our show together. I learnt the processes involved in planning an event and contributed my own ideas to shape how the evening ultimately turned out. Our event, held on February 25th 2026, was a valuable learning experience that expanded my ability to successfully plan and host a live music event.
Event Evidence Video
Event Atmosphere
The initial atmosphere of our event was warm and welcoming as we intended. As the night progressed, the venue filled up, and we realised the event was becoming a success. The first act (Hoad) started at 19:30 with most of the online ticket holders having arrived, filling up the front of the stage [1.1]. As the night went on, we were able to sell 10 tickets at the door (in total), and by the second act, [Gracie (myself)], we knew the atmosphere of the night was on the right path. During this set, I styled the mic stands with ties [1.4] to coordinate with my outfit and enhance the stage visuals, complementing the calmer energy of my performance. Considering the style of the music, we recognised that the size of The Lending Room would support the welcoming and intimate experience we wanted to create [1.2 + 1.3]; we were informed by Kai, the sound and lighting technician, that the venue is typically used for heavier artists rather than folk performers, so the fact that the atmosphere worked as well as it did was impressive to us all. By the final set (Thomas Jason), the venue had filled up, reaching 49 advance sales and 7 OTD sales. Reflecting on the night, I don’t believe there was anything we could have changed to improve the atmosphere, aside from further enhancing what we had already implemented.
Evidence
1.1 1.2 1.3
1.4
Box Office
When it came to the day, we provided our own box office and staffed it with a member of our team (Shania). This had been discussed previously, but was fully implemented and finalised during soundchecks on the day. We were able to save money by not hiring anyone external to run the box office for us. A table was moved from the green room to establish a ticket-checking station at the entrance to the main room, enabling attendees to be marked [2.1] as they walked in, as well as an ID check [2.2]. Pre-purchased tickets were verified using a digital list of names accessed through the admin ticket link [2.3]. When it came to paying OTD, we accepted cash and also cards, using SumUp as our contactless payment method, allowing for quick and efficient transactions. The efficiency of our ticket checking process was effective; however, if we were to put on another event, I would consider using a ticket distributor that provides/offers scannable barcodes rather than relying on a fully ‘manual’ system.
Evidence
2.1 2.2 2.3
Security
We assumed that the venue would provide its own security, as it is attached to its partner bar and venue, The Library. Reflecting, we should have made sure they did or didn’t provide security, but because of this mistake, we had to get one of our team members to be in charge of jobs such as Checking ID’s [3.1] and Bag checks [3.2]. As most group members were performing, it would have been challenging to keep track of who was entering and leaving, particularly as the entrance was located further away from the main venue area. Shania offered to be our security since she had to check the tickets as it was. We realised this was not our responsibility and learnt for next time this job should be left for the bar staff. We wanted to be committed to having a safe space in the absence of security. We were able to store equipment in a green room [3.3] without worry since it was stored in a separate area within view of Shania, so if there were anyone attempting to enter, they could be stopped. There were no instances in which individuals had to be removed or refused entry, and with the type of event we put on, we didn’t expect there to be. Luckily, there wasn’t much or any chaos; however, in reflection, I believe that having security present as a precaution would have been a sensible idea.
Evidence
3.1 3.2 3.3
Health and Safety
Reflecting on the overall experience, as a group, we understood that effective health and safety measures were essential to keep the night running smoothly. By staying aware of our surroundings, we were able to keep on top of spilt drinks [4.1] by placing wet floor signs and communicating with bar staff, we were able to ensure spills were dealt with quickly and safely. There were also precautions made by the venue, such as using only plastic in the venue [4.2] to avoid endangering those present upstairs. Referring to the fire risk section of our risk assessment, we were quick to take notice of where the fire extinguishers [4.3] and fire doors [4.4] were situated in case of any emergencies. The arrangement of cables drew our attention due to potential tripping hazards [4.5]. We were able to move them out of the way, while recognising that some performances may cause them to move during the performances. I am confident in how we managed to work through issues as a team to keep a safe environment.
Evidence
4.1 4.2 4.3
4.4 4.5
Production
For gigs, the lending room provides its own lighting and sound technician [5.1], helping make sure all technical aspects of the night are managed effectively. We were able to work with Kai throughout soundcheck to arrange our individual lighting needs for each act and run a smooth soundcheck beforehand; we were able to stay on time during this without any issues. On reflection, I believe I should have asked for more variety in the lighting to enhance my (Gracie de Wolfe’s) set. Throughout the performance, I requested pink/purple lights [5.5], and because I was very specific about those colours, they did not change throughout. This experience highlighted the importance of giving more specific instructions and communicating clearly what I wanted; for example, purple lights with moving white. The other performances took advantage of the varied lighting effects and used them to enhance their stage presence [5.6]. There were fairy lights placed above the stage, which were lit during intervals, setting the ambience for our audience’s engagement with the event [5.4]. A photographer was also arranged for the event. A friend kindly provided this service free of charge due to our budget; we were able to have pictures taken throughout the gig [5.3] and individual pre- and post-event shoots [5.2].
Evidence
5.1 5.2 5.3
5.4
5.5
5.6
Artist Liaison
Having our group perform made the task of communicating with the artists very easy. The team members performing had to arrange their bands to be there on time, while Dave and Shania had their other allocated roles. We were able to discuss final details for the show in the green room [6.1] and ensure that everyone was ready and feeling good. We were able to go to their brother bar, The Library, to get refreshments and snacks [6.2], although it wasn’t an issue, I feel as though next time we would benefit from requesting some refreshments, such as water and soft drinks on our rider. The green room was utilised for both the acts on and our group to relax in and prep before the show [6.3]. All artists’ technical requirements were effectively understood and accommodated without any issues.
Evidence
6.1 6.2 6.3
Stage Management
When we arrived, the stage was arranged with a basic setup, allowing us to move and adjust what we needed for each act during soundcheck. This also included items such as the monitors and speakers being pre-rigged [7.1]. As a group, we met at sound check to arrange the artists’ stage setups. Making sure we kept to schedule, we printed out our set lists with timings with short intermissions between to give ourselves enough time to set up for the next acts [7.2]. Since three out of five members of our group were performing, we were able to discuss placements of equipment on the stage that were most suited for everyone; this included my requirement for two chairs during my act [7.3], which Kai, the engineer, sorted for us between our sets. Upon reflection, I feel confident in our stage management and in our timings. We were able to keep to our schedule and smoothly change over acts. I would say in the future I would look into floor-level venues for a folk-style gig, but for our indie folk night, The Lending Rooms stage was ideal.
Evidence
7.1 7.2 7.3
Online Marketing + Promotional Materials
Online promotion was our primary method of advertising the event. All performers contributed to the event’s promotion through social media platforms, also supported by Shania’s online promotion. Instagram stories were used to keep our event on people’s minds [8.1]. We all took it upon ourselves to post separately with the ticket link attached [8.5] to gain different audiences. Tommy and I met to create promo, such as photos and skits [9.1]. These were posted leading up to the event. When posting we added hashtags relevant to our acts and our target audiences; by doing this we could by sharing short-form content and using relevant hashtags, we were able to reach a relevant audience who enjoy the indie folk sound and atmosphere. An issue we ran into was that one of our acts was abroad (Hoad) coming up to the event, in order to keep up content, he made his own to keep up the anticipation [9.2 + 8.6]. Tommy was in charge of our event management Instagram, and made sure to post it on their socials [8.2]. Other Instagram pages also reposted our event [8.7 + 8.8], and Lending Room posted it too as further promotion [8.3 +8.4]. To minimise costs, posters [9.4] were printed at the university and put across the main areas [9.3] to effectively promote the event. In future, I would aim to put more thought into creating promotional content to increase our public visibility, while also making a broader range of content to appeal to a wider audience. I believe as a group, we could have communicated more ideas and made a better effort to implement them; however, I am glad to have recognised this for future events. I would also look more into giving posters/flyers to independent shops and small businesses in student-dense areas.
Online Marketing – Evidence
8.1
8.2
8.3 8.4
8.5 8.6
8.7 8.8
Promotional Materials – Evidence
9.1 9.2
9.3
9.4
Financial Outcomes
Overall, the event had a positive financial performance, with total revenue resulting in an overall profit. A financial breakdown is presented in [10.1], structured according to the LLM template, detailing all income and expenditure. We wanted to be as cost efficient as possible; to do this, our financial planning and resource management had to be delivered as effectively as possible. In total, we ended up spending £139.69 on our entire event, with nearly all the budget going towards the venue hire, with only £7.69 from PRS and £2 from SUMUP OTD transaction fee. No travel costs or technical support were required for our event. Although we were operating on a limited budget, we successfully organised an event that reflected the quality of a higher-budget production. Working closely with friends allowed us to lessen costs while keeping a strong overall standard. Charging £5 for online sales, we made £245 in advance and £70 OTD sales at £10 each (not including the £2 SUM UP FEE). Making a total of £315 in sales, as a group, we decided that the two members who did not perform would get their share back, while the three who performed would share the remaining money. Because one member (Dave) did not pay, two of the performers covered his share, which meant they each received £100.66, while I received £87.66; Shania gained back her share of £26. Our event demonstrated that there is a possibility to put on a well executed event and stay cost-efficient. However, there are areas I would look to improve in future iterations of the event. For example, allocating a budget specifically for external promotion, such as public posters; this would likely enhance overall visibility and audience reach. While our current approach of promotion was cost-effective, it limited the extent of our outreach beyond the university environment. Investing in a broader promotional strategy would increase public awareness and attendance, ultimately contributing to a stronger financial outcome.
Event Settlement PDF
10.1
