MEO Tracking Guide 2003 Version

MUSIC EVENT ORGANISATION MUSPRA 338
“Music Event Organisation”

MUSPRA 338
Project Guide
Name: Mica Barton

This document is designed to help you track your progress through the planning stages of your
event and will prompt you to reflect on your achievements at the conclusion of the process.
You will need to meet with your tutor on a regular basis as you complete sections of this guide to
discuss your progress.
You will see highlighted references pointing to which of the Rockschool assessment requirements
are being addressed within the individual components of this project guide. These Rockschool
assessment requirements are available for you to read in the attached “338 Music Event
Organisation” .pdf file located on your memory stick.
1.1
Evaluation of an event
Evaluate a professional event and provide an assessment of its success in relation to, where applicable:
Choice of venue
The event organisation team used the venue in the wisemore campus
(no other option). The capacity of the venue was perfect for this type of
gig, alot of space and a big stage area. The venue gave the gig a more
professional atmosphere. The seating was perfect, looking down on the
stage which gave all audience members had a clear veiw of the stage.
One problem with the seating, people squeezing past too come out of
the venue was quite disrupting too others, but looking back the venue
did suit the purpose.
Choice of acts
The choice of acts which were chosen for this gig, were all good and in
some respects confident with there performance and performed well.
Each band had a selective choice of material which suited the kind of
audience that was being brought in to view the gig, some of the
material that was played though in some respects only suited people
into certain types of music. Overall good choice of bands.
Ticket pricing
N/A
Sound and light

The sound and lighting were good. A little dark when first entering the
venue, but was still able too see where you were going. The lighting
during the performance were good, but seemed the same throughout
the whole performance. The sound quality of the bands through the PA
and amps ect was good, vocal were clear and could hear all
instruments individualy. Overall the sound and lighting were good for
this type of gig and it did the job and created a good atmosphere for
bands to come onto, and gave the gig a professional look.
Marketing
There was no evidence of much advertisement, i only saw one poster
around the college on the day and the marketing manager was holding
it up. No flyers were gave out, and it seemed that the only type of
advertisment going on was word of mouth, which is how most the
people i spoke too heard about the gig. So marketing was not too good
for this particular gig.
Scheduling
As far as the audience new everything was running smoothly, but the
doors did not open on the time that the event organisation team had
said to their audience. So the audience were let in at 12:15pm instead

of 12pm. This gave less time for the audience to get seated. Whilst the
audience were waiting to get in sound check was still going on which
made some of the audience leave before entering the venue. They did
start and end the gig at the scheduled times though, so at least the
audience were not waiting long periods of time. The bands did not
arrive on time either is what i heard, and the PA team did not turn up at
the arranged time and did not work at good pace.
Popularity
The popularity of the gig was low, not many people turned up so only
the music students really turned up too enjoy the performance, but
after the gig i had a chat with the bands and they all said that they
would’ve enjoyed it more if there were more people to watch the gig
who were’nt on the music course.
1.2 a. & 1.2d.i.

Creation of a management plan

1) Within your team discuss the requirements of the job roles below adding what are in your opinions the key
responsibilities of each role.
PROMOTER MARKETING PRODUCTION ARTIST STAGE ???

MANAGER MANAGER LIAISON MANAGER
Responsibilities Responsibilities Responsibilities Responsibilities Responsibilities

2) Based on your own strengths, negotiate within your team to select 2 roles to undertake in relation to organising
your event. Comment on how you reached the selection in your meeting report.
Research these roles and write a “job description” for yourself (1.2 a). Ensure that you reference any sources of
information you have used for research.
Job 1 Title: Reason for selection:

Artist Liaison I chose too become the artist liaison as i think out of the whole group, i best
suited the job
Job description:
References:
Job 2Title: Reason for selection:
Job description:
References:
1.2 b,c,d.
Team meetings
As a team you may consider starting by producing a “time line” for your planning showing what needs completing
by when. Once you have this to work to you will need to meet regularly to discuss your progress. You will need to
identify action points and set deadlines for these to be completed. These may involve the creation of contracts
(1.2.d.iii & iv), marketing materials (1.2.d.x.), a risk assessment/health and safety policy (1.2.d.viii) and an
itinerary (1.2.d.iv), information about the venue (1.2 d.ii) including the collection of documents such as venue
licenses and insurance policies and riders (1.2.d.iv), the selection of bands, and the booking of required staff.
Time Line
Date Date Date Date Date Date Date
Completed Completed Completed Completed Completed Completed Completed

Action Action Action Action Action Action Action
Meeting Reports
Meeting Agenda Item: Action: By whom/when:

Date: Production Manager
During our first event organisation We wrote up 2 different contracts, Event Manager
10/02/10 meeting, we set a time line and one for the bands and one for the Artist Liaison
deadline, discussed bands and venue hire of the venue. We confirmed all 15/02/10
hire. three bands.
Meeting Marketing Manager
Date: Event manager
The following meeting we had booked Designed posters and leaflets ready Artist liaison
17/02/10 the bands and venue. Discussed poster to go up, and to give out. By our next team
designs, and advertisement. meeting
24/02/10
Meeting Artist liaison
Date: Health & safety officer
During this team meeting discussed Health and safety carried out 3/03/10
24/02/10 health and safety and risk assessments Risk assessments
and also discussed getting tech riders Tech rider
and set list from bands. Set list to be got
Meeting Marketing Manager

Date: Our fourth group meeting, we discussed Put up posters and hand out flyers Production manager
where posters were too be put and a around the college.
3/03/10 stage plan which suited all the bands. Create stage plan
For evidence you will need to provide copies of contracts/documents/marketing materials you may have referred to
in your meeting notes.
1.2 b & c
Log of own role
In the meetings you will have identified targets for yourself. Keep a log of the progression you have made towards
fulfilling these targets (1.2 b.). Include descriptions of any problems you might have encountered and how you
have overcome these. Remember you should be showing progress within 2 identified job roles.
Target Progress made Date

Done by :15/02/10
Write band contracts Booked the bands early on to ensure 3 bands playing:
Book bands - Emma – first year band.
- Sean – first year band.
- Dan H – 2nd year
Done by :
Tech riders and set list Organised contracts, riders and set lists into a folder too make them
from bands easy to get to.
1.3
Evaluation
Once your event has been “staged” you will need to evaluate on the successes and comment on areas for
development. To help you with this you will need to obtain feedback from those involved in the event. You may
wish to create a questionnaire to hand out or you might consider interviewing relevant people to obtain their
comments. However you decide to gather your information you must include evidence of the process.
Feedback Summary.
Artists Crew Audience
Organisational
Structure:
Strengths
Areas for
development
Team
Communication:
Strengths
Areas for
development
Promotion:
Strengths
Areas for
development
Success of the
event in relation
to artistic
programming,
business and
logistics;
Strengths
Areas for
development
Health and Safety:

Strengths
Areas for
development
From the comments in your feedback summary you should now draw conclusions and evaluate your findings
considering the following questions:
1) State which areas your team excelled in and explain why?
2) State which areas of planning might require further development. Explain why?
3) How would you strengthen/develop/improve these areas if you were to plan another event?
1.4
Personal assessment
Having now completed the planning and staging of your event you should consider your own strengths and areas
for development in regard to the 2 roles you have undertaken in relation to organising events.
Write a critical analysis of your involvement considering the achievements you made personally, the problems you
faced, how you overcame these problems and how you might do things differently if you were to plan a future
event using the following questions as guides:
1) State which areas of YOUR planning you excelled in and explain why.
I think the areas of the planning I excelled in were communicating with the bands leading up to the actual
gig, and keeping them informed of any changed by text or email & made sure that everyone got the
message. My communication skills with my group and the other people involved in the preparation towards
the gig and
2) State which areas of YOUR planning might require further development. Explain why.
3) How would you strengthen/develop/improve these areas if you were to plan another event?
You will need to draw from the following items to provide evidence of your work:
Contracts:
 Venue Hire
 Artists
 PA/Lighting/Backline
 Engineers
Documents:
 Risk Assessment
 Health and Safety procedure
 Live music license
 Public Liability Insurance
 Marketing materials
 Band Riders
 Itinerary
 Stage Plan
 Team SWOT analysis
Photographs:
 Displayed marketing material
 Stage set up (health & safety)
 The gig

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MUSIC EVENT ORGANISATION MUSPRA 338

“Music Event Organisation”

Name: Mica Barton

Sound and light

said to their audience. So the audience were let in at 12:15pm instead

1.2 a. & 1.2d.i.

Creation of a management plan

PROMOTER MARKETING PRODUCTION ARTIST STAGE ???

Responsibilities Responsibilities Responsibilities Responsibilities Responsibilities

Job 1 Title: Reason for selection:

Job 2Title: Reason for selection:

Date Date Date Date Date Date Date

Completed Completed Completed Completed Completed Completed Completed

Meeting Agenda Item: Action: By whom/when:

Meeting Marketing Manager

Target Progress made Date

Health and Safety:

1) State which areas your team excelled in and explain why?

 Health and Safety procedure

 Live music license

 Public Liability Insurance

 Team SWOT analysis

 Displayed marketing material

 Stage set up (health & safety)

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