Case Study - Previous music event - Reading Festival
reading Festival is a good example of a music event to discuss as it is a huge festival known internationally. The festival itself attracts fans of all genres of music due to having a range of stages where different music is played for example there is the radio 1 stage which mainly plays dance music and chart artists. The NME stage tends to play indie rock and alternative rock and the pit plays heavier music such as metal and Punk. The Event itself consists of lots of staff manning different jobs such as security, stewards, marshalls and merchandise merchants. Most of reading is run on volunteer work which you sign up for online. Workers have jobs like: giving out wristbands for the event, preventing overcrowding, and work to prevent fires or other health risks.A very common issue with music events is tidying up after and during the event. At reading festival there are volunteers known as "Green Messengers" green messengers are in charge of hygine and the environmental side of the event. Jobs include: Salvaging re useable gear, handing out recycling bags and helping people with their litter.
The promotion of reading is widespread amongst social media platforms such as facebook, youtube and twitter. Because of this reading festival is known by most people and attracts a wide audience by displaying a range of different acts. reading also has a lot of safety restrictions to prevent damage to health or potential risks and to remain lawful. The list differs between items and activites that are permitted in the campsite and in the arena. For example alcohol is allowed into the campsite as long as you are over 18 and it is not in glass bottles.
I feel my case study has a lot of elements that I wanted to incorporate into my event such as having a range of different artists and styles of music as this will lead to a more enjoyable night and cause more people to come to it. As well as this the idea of having different people in charge of different things such as refreshments and backstage crew as this helps the night to flow. The final area of reading I wanted to incorporate is the idea of an open layout where people are free to walk around and not be stuck to a seat in silence as I feel this causes a more fun party style vibe that makes the night more enjoyable.
We were tasked with creating and organising an event to put on at college we had to take into account who woud do what role aswell as how th event would work.
The Hotdog SocialActs- 20 Minutes each artist20 Minutes Late- Indie RockEd’s other band- Light RockCharlie- Pop/SoulThe Etcetera- Funk/RockThe Azure- Indie RockThe Wild- PopJess and her sister?
LightingMax, KimHostHenryRefreshmentsAlcohol? Tea, CoffeeJuice for friendsCoke
Ticket Prices£2? (not confirmed)Doors open- 6:45Duration- 7-9:30Interval- 8:15 President- James Vice-AndrewSecretary- FranTreasurer- JessNeed to discuss budgets and how much things are going to cost, how much we need to price the tickets in order to get our money back.Talent Officer- Charlie, Neve, JamesNeed to recruit bands and have them confirm that they are playing.Publicity Officer- NeveLogistics Officers- Dan, Andrew, Amina, Ed- Health and Safety (leader)Host- Henry and Sax
ThemeValentines?- Red lighting etc.
Staging/SeatingHave raised seating so its out the way of the standing area- 20 seats and the rest is standing
Firstly we made a list of the different jobs and roles within the comity, I was voted to be chairman of the committee which meant i had to oversee everyone and organise the event whilst answering questions and help to make decisions. After roles had been agreed and decided everyone went off to do their own jobs and tasks. This included things like like andrew and neve having to make a poster to promote the event. Aswell as being chairman i was also a talent officer. This meant i had to organise acts to play and decide who would play when and make a set time sheet.
1st Committee Meeting -
Committee Meeting 1
In this meeting we went through and discussed our current stage on where we were at regarding planning, acts, poster and how the event will run. Unfortunately Jess who was in charge of finance was not in this lesson so costs hadn't been made. As this was the first meeting we mainly focused on coming up with ideas for different parts of the event such as pricing, acts that would play and how the event would plan out regarding start and finish times. Overall the first meeting was a success. although jess wasn't there we made her a list of tasks regarding the finance that she needed to complete. As well as this we agreed on what acts would play and therefore we had to then go and ask them if they would play and pass on the information to them.
2nd Committee Meeting -
Committee Meeting 2
In this meeting we discussed every aspect of the event in more detail. This consisted of what food and drink we are selling and at what particular prices. As well a this we discussed the acts that were playing and the set list order of which acts were playing then. The promotion of the event was discussed do decide how we would promote and advertise the night.
Final Meeting -
Final Committee Meeting
The final meeting took place on the day of the event. we discussed the last bits of preparation such as deciding who would carry out certain roles on the night such as someone to sell the snacks and refreshments and who would tidy up each area of the building once the event had finished. The Meeting was very succesful as we managed to tackle every possible issue that may have risen such as putting away the staging blocks and making sure the whole premises was tidy.
Committee meetings were structured like business meetings in the sense that we all sat round a table with the chairman and vice chairman at the head of the table. To keep it fair we allowed one person to speak at a time and let everyone have their say on each topic. this allowed for a fair discussion where there wasn't a dictatorship style meeting. I felt everyone was treated equally and no body was left out because of this seating style.
Evaluation of the Event and my Role
After reflecting back to the music event that we organised and managed i feel it was really big success. Looking back there were only a couple of minor hiccups that happened however they did not affect the success of the event. The Event was a success for many reasons. My first example of the show being a success was the fact that everything was cleaned , tidied and put back how it was meant to be. I feel this was due to the fact that we pre planned who would tidy what room and when. This allowed for an organised clean up routine without anyone not knowing what to do. Another Success was that all the acts managed to get on stage and be ready to play without any hesitation I feel this was due to the fact we had a line up list to prevent confusion. Aswell as this we had people setting up the stage between acts. When planning the event we organised to line up so it was similar acts following eachother so that there wasn't to much equipment such as amps and instruments to change around.Personally I feel that my role of chairman of the event went rather well. This is because the event overall ran smoothly with minor hiccups. Acts managed to know when to get on and off the stage. This was due to the fact we had a setlist backstage with timings on. Another reason my job as chairman went well is that everyone working on the event maintained happy with their role and knew what to do. I feel this is because I was a strong and stable leader who kept everyone busy but also keeping calm if mistkes happened. I feel that if I was to do this again I would try to be even more active in helping people that were struggling in the event. For example the refreshments stall started to fall a little as it was undermanned and the supply and demand for customer to people serving wasn't amazing. Compared to how the event went to how a popular music event like reading would go I feel it wasn't too dissimilar as the patrons that attended the event all enjoyed them selves and left the event smiling. Another comparison I can make as chairman of the event to an event like reading was organising a clean up team to tidy up after the event finished. The way I did this was organising groups of two to tidy up and clean a certain area of the venue. Once this was done we all teamed together to dissemble the stage and props.
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