WHAT GOES INTO OUR EVENTS
Any event does not just pop up in a flash of magic light, I'm sure you know that. But, do you know what goes into each event? From out smaller events like Bonkerz Bingo to our larger summer Hot-Wood Festival, each one takes time. Let's break it down.
IDEAS
We recognize that a well-structured plan is essential for success, which is why our first step is strategic planning. For our summer festival, our initial focus includes identifying potential venues, selecting bands and performers, exploring sponsorship opportunities, and determining which stalls and catering vendors to engage.
Scouting / Research / Budget
After selecting potential venues and bands, the next critical step is establishing a comprehensive budget. This includes allocating funds for key areas such as performers, technical requirements, staffing, and other essential expenses. Once the budget is defined, we can determine appropriate ticket pricing to ensure financial viability while delivering a high-quality event.
Booking
The next step is to finalize commitments by securing the selected acts and venue, as well as making any necessary deposit payments.
Initial Planning
Once bookings are confirmed, the next phase involves detailed planning to ensure a seamless event. This includes finalizing the lineup order, designing stage and venue layouts, securing commitments from stall holders, and coordinating with lighting and sound teams to address some of their technical requirements. This stage is crucial, as it brings together all key teams to align on logistics and execution, ensuring the event runs smoothly.
Advertising
The next step, which may run concurrently with the planning phase, is to finalize the designs for promotional materials, including posters, flyers, and social media content. Additionally, we will coordinate with sponsors to collect any necessary materials for inclusion in our marketing efforts, whether on social media or printed materials. Simultaneously, we will set up our online ticketing system to facilitate seamless ticket sales.
Planning & Tech
The next stage of planning is to finalise things, this includes triple checking on bands that they are happy with the tech requirements they have sent. Make sure there are no last minute tech expenses we have, including consumables and have a plan ready for set up.
Setup
The setup process takes place either on the morning of the event or the day prior, ensuring everything is in place for a smooth execution. The senior team, along with the technical crew and additional support staff, will be on-site to oversee preparations. This includes organizing the venue, ensuring cleanliness, designating spaces for stallholders, and setting up the stage and technical area.
Technical setup involves positioning speakers, rigging lighting, running cables, and setting up vocal microphones, drum microphones, DI boxes, and stage monitors for the artists. Once the setup is complete, a thorough safety check will be conducted to confirm that all lighting fixtures have secure safety cables and that any cables running along walkways are properly covered and taped. Finally, a sound check will be performed, followed by programming the lighting to ensure a seamless production
Running
The day of the event has arrived, and the primary focus is ensuring everything runs smoothly. The key to success lies in having a reliable team assigned to specific roles, including ticket validation at the entrance, coordinating with performers, and managing the technical aspects of lighting and sound. Clear communication and trust in each team member’s responsibilities are essential for a seamless execution.
Post Event
Once the event concludes and the venue has been properly cleared, ensuring it is left in its original condition, the next step is to gather feedback. This involves assessing attendee satisfaction and identifying areas for improvement by distributing online feedback forms. Any issues that arise can then be addressed, and valuable suggestions can be documented for consideration in the planning of future events, helping to enhance overall event execution.
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