Event Management Timeline by Theo Brooks

Week 1

theobrooks2 — 2023-10-12 13:04:35 UTC

This week, I started thinking about intial ideas for an event and looked at realistic venues within Brighton. I'm not sure what sort of event I want to do yet, but I want to do something around drum and bass or heavy bass music, ideally at somewhere like Volks nightclub.

Week 2

theobrooks2 — 2023-10-12 13:04:39 UTC

This week I found my team I will be working with for my event. I decided to team up with Jo, Gui and Harvey, as we all want to do a heavy bass music night, and we started spitballing what we wanted the night to look like. Eventually we came to the decision that we will be doing a Bass music DJing competition event, where anyone who buys a ticket can sign up to play on the night (probably 20 minute sets each.) We started designating our roles, and I decided to manage the budget to keep us on track with spending on promotion, venue etc.

Week 3

theobrooks2 — 2023-10-12 13:04:43 UTC

This week I got started on my budget. I made a basic spreadsheet with a pie chart to illustrate our different areas of spending for a rough first draft and to see how our budget should be split. However, Steve ended up having a much better draft templates where you can see different things such as break even percentages, which makes it a lot easier, so I switched to that one. I found a quote for £40 for 1000 flyers, and that seemed like enough for us, so I budgeted for that amount. The next big step is to get a headliner confirmed if we are going to have one so I can plan the rest of the budget around that.

Week 4

theobrooks2 — 2023-10-19 12:56:10 UTC

This week I finalised our main budget, and put it into notion with a google drive link so we can all check over it and makes changes accordingly. We also confirmed JFB as our headliner, and I added that to the budget, and then budgeted our ticket sales on the low end just to see how many we'd need to sell at minimum to break even. I worked out that at 70 ticket sales (50 pre-sale and 20 oot) we would just break even. If we sold 100 (50/50) we would make a profit of around £200. Luckily we've saved a lot of money on our headliner and venue, so a majority of our budget can go into marketing.

theobrooks2 — 2023-10-27 14:32:04 UTC

Week 5

theobrooks2 — 2023-10-27 14:40:39 UTC

This week I triple checked over the budget plan to make sure everything was correct for our formative hand in, and make us a tiktok account that we can start to use for marketing. I think that tiktok will be one of our main platforms for garnering attention from bedroom djs, and we will not only post advertising for the event, but other short form based content such as sketches based around production and DJing to try and gain a following around our promotion company and give it a bigger reputation going forward.

theobrooks2 — 2023-10-27 14:41:10 UTC

Week 6

theobrooks2 — 2023-12-09 13:46:54 UTC

This week we took a look at social media algorithms and marketing strategies in class, which revealed a lot of interesting information about how to get the best reach from your posts. Methods like the 80/20 content rule, not including external links or monetary values and using the correct hashtags to boost engagement. As I was now finished with the budget plan for our event, I thought I'd help with promotion as well. I started by creating a table in which to use as a content plan for our social media posts, which we may or may not end up using, but I though it would be a useful research to keep us on track with posting, as we don't have much time left for our promotion campaign for the event.

Week 7

theobrooks2 — 2023-12-09 13:47:02 UTC

While Gui was working on social media, I decided to help Jo with some poster design, and while he did a majority work designing it I gave my thoughts and input on the options while he was designing it and helped come up with a suitable colour scheme. We wanted a dark and heavy feeling to the poster, so we came up with a very monochrome colour scheme, which also worked well with the colours we were already using in the SubToxic logo, so it fit our brand presence perfectly.

Week 8

theobrooks2 — 2023-12-09 13:47:09 UTC

This week we wrote up a basic risk assessment for our event and more specifically the Volks venue, to plan for any unexpected accidents or risks. We identified risks such as loose cables, faulty equipment or slippery/ unsafe surfaces. This is to minimise any risk to the general public and our liability as promoters by looking for any possible risk, assessing the likelihood, and putting reasonable preventative measures in place.

Week 9

theobrooks2 — 2023-12-09 13:47:16 UTC

This week was the event! Overall, it was a success, during the week i didn't have much of a role as it was just Jo and Gui doing social media posts leading up to the night. On the night, I found that we quite effectively ran the night, devising up labour between us and being quick to solve any issues that came up. We are unsure of how well it's done just yet, as we are still waiting to hear back what our ticket sales have been, but overall it has been a massive success for our first official event. We were even able to get a professional photographer at no extra cost, and even though the lighting limited her a lot, she still managed to get some good photos of the night.

Week 10

theobrooks2 — 2023-12-09 13:47:24 UTC

For this final week, I spent most of my time helping to write up the final event report, as well as finishing my event log and personal event report and analysis. In conclusion, I think the event was a massive success, and although I'm unsure of how well it did in terms of monetary success, there was a good amount of people there and it felt like we got quite a few local DJ's down who normally wouldn't come out to an event at Volks, which is exactly what we wanted, so I count that as a success. However, I think our team came across a lot of bumps in the road along the way; the division labour wasn't as even as we had originally hoped and it seemed some members like Gui were juggling a lot of tasks, while other members such as myself had quite basic easy tasks, like just create a budget, which you can't really spend 10 weeks doing, so I had to help here and there with other tasks to keep myself involved. Next time, I think it's essential we designate a more defined team leader and split the bigger tasks up as to not end up in the same position.

Rough content plan idea

theobrooks2 — 2023-12-11 12:26:50 UTC

Notion event plan

theobrooks2 — 2023-12-11 12:32:08 UTC

SubToxic Group chat

theobrooks2 — 2023-12-11 12:36:05 UTC

Discussing design ideas for our logo

Poster design and colour scheme

theobrooks2 — 2023-12-11 12:42:51 UTC

Risk assesment

theobrooks2 — 2023-12-11 12:44:58 UTC

theobrooks2 — 2023-12-11 12:52:58 UTC

theobrooks2 — 2023-12-11 12:53:27 UTC

theobrooks2 — 2023-12-11 13:07:48 UTC

SubToxic Instagram

theobrooks2 — 2023-12-11 13:23:20 UTC