WB06 - Event by Jacob G

Project plan - CPA - Project Plan

grevattjacob — 2021-12-13 13:17:31 UTC

My original project plan, a rough organisation of the upcoming deadlines though not everything went as planned closer to the event deadline.

Key Deadlines

Organise Acts/ setlist - 10th November

Organise advertising - 15th November

Organise other acts - 20th November

Event livestream - 1st of December

For the official CPA, I used Google drive Tasks to organise what tasks i had yet to complete and what roles were most important to attend to.
This allowed me to clear tasks i have completed and set simple instructions for each task so i would know what i needed to pursue each week. This entailed all tasks which needed to be completed on there for the week and the necessary timed deadlines.

Goals

grevattjacob — 2021-12-13 14:37:52 UTC

Individual -
To successfully host a livestream event, so I can gain experience with this and use this knowledge again in the future.
To increase my Twitch viewership.
I aim to release a new ep by January.

Team -
To create a successful ad campaign and draw in an audience for the WB06 event.

( When collaborating we were able to commit most meetings to rehearsals to better the quality of performance when livestreaming.)

REHEARSAL 1 - 50 MIN

REHEARSAL 2 - 25 MIN

(Time I designate to Organisation)
Organisation meeting 1 - 14minutes

Organisation meeting 2 - 10minutes

Organisation meeting 3 - 12minutes

Event Report - WB06

grevattjacob — 2021-12-13 15:45:07 UTC

The project event which was held on the 12th of December, was a livestream event on Twitch and advertised on Instagram. An informal acoustic unplugged event. Originally the plan was to obtain other acts or at least pre recorded videos of live event/gig yet there was a lack or response and organisation when reaching out to said bands. I would rarely receive a response back despite the willing monetary compensation. Although I was able to throw the event sort a set list and perform the lack of a team made organising the event much more difficult as I was not able to share the workload - this helped me make the decision to make the event a livestream acoustic session as I was able to make as much noise as possible in a private smaller location and did not have to resolve any issues involving latency or issues with electrical equipment. I aimed to successfully set up an event and to campaign and advertise the event. I somewhat achieved my aim though the event itself was not as interesting as it could have been with more acts. However, I successfully showcased and livestreamed the event and was able to launch a advert online using Instagram. As a I could not find a team to work with despite emailing fellow peers and posting notices on forums on Canvas no one reached back (this is evidenced in the evidence/appendices), this meant for me organisation of time and the event in general was much easier and fitting into schedules was not as difficult if there were more people involved and so I was able to keep up with my timescale.

There were many roles and responsibilities to look after while organising the event I would typically spit these duty's into days, for example on Monday I would become the project manager ensuring there were no setbacks and to secure everything is on track. This meaning the overseeing of everything which typically meant for me sorting out any unresolved issues or finding solutions. Though I am sure if I was in a team I would steer clear of this role, this person must be responsible and understand everybody's role in the team in order to keep the team work ethic high and happy while working. Typically on Tuesday I would split marketing and event co-ordinator, creating posters and finding ways to distribute advertisements and making certain that the event comes through, since the recent hiccups I was focusing more on being an event organiser due to the last minute cancelation from one of my main acts forcing me to focus on ensuring the events success in streaming. As event co-ordinator I would prioritise the event going live ,meeting schedules and organising the set list and instruments / sound and recording for the livestream. In a group the one in charge of marketing has responsibility in advertising the event and making sure people know about it and hopefully show up. I was able to market and advertise the event on Instagram and was able to reach a total of 2,041 accounts of which 9 engaged in the advertisement. Which may have been higher number if there were some larger names attached to the event and if the account used had more followers.

Though through my CPA as a part of my marketing strategy one of my goals was to gain followers so i would have a further reach on audiences and so i achieved a total of 32 without any monetary loss since I had a week to complete the task. The most difficult tasks i found were the marketing and project managerial tasks such as organising acts for the events and attempting to gain a larger PR reach without paying for advertising. These challenges posed several interesting dilemma's, due to the lack of response when contacting small artists and bands who might seem interested i was forced to create my own set list which needed to cover the span of around 50 minutes a reasonable time for a music stream. Which consisted of covers from artists such as Wilco, Basement, Mac Demarco, Elliot smith, Pinegrove and Jurassic Shark as well as my own original song Cosmic Schlop. Though risks and hazards were limited the risk assessment assured no harm or accidents could take place. Please find project plan, advancing documents and risk assessment below. However, since the event was unplugged and acoustic there was minimal items needed for the tech spec only what was required for streaming. I somewhat organised my time poorly despite following my CPA schedule often i would not give myself enough time to finish a project and so it would remain unfinished until i had time to go back and amend my mistakes. This could have been avoided if i had a team or perhaps split the duties of the team into a easier format giving me more breaks and all work on separate days. For example Monday - marketing Tuesday - break Wednesday - project management etc.
I would also take time to organise everything and make sure I am on the right track, i called these organisation meetings and usually they would take around 10 -15 minutes, though they helped me not only organise my work but to gain a easy grasp on what to do next. In this designated time is when i would usually edit the CPA allocating any key tasks such as creating a risk assessment or creating the set list and i would leave a estimate on how long i think the tasks would take to complete so i can set a day a task depending on the task specifically.

My budget for this project was £20 for advertising and marketing, i was willing to spend more on acts involved. For example I would be willing to pay a small act for £15 if it were just one artist, although if it were a band i would be willing to spend £20 but perhaps provide them with non monetary sort of pay like buying them a pint or giving them a service. However, I only spent £10 on Instagram advertising and then streamed the event in close proximity to when the advertisement was marketed. This was to ensure the twitch stream would receive viewers as a part of my goal was to increase a twitch fanbase to perpetuate scheduled streaming and potentially profit. However as of the event stream no profit was made, this was expected and so I set the low budget knowing i wouldn't make the money back but may increase attention to my channel on twitch. Increasing my audience for a long term reward rather then expecting to receive profit in the short term.

The main target audience being music lovers and people who would be willing to listen to small artists for an hour and enjoy their experience. As for the unplugged acoustic aesthetic which would bring in a target audience similar to myself I attempted to appeal to them through my Instagram advertisement's via design of the ad. I also submitted the ad to go through Instagram's algorithm looking for an audience similar to the people already following the account. Please find evidence below. As a livestream the ad was catered towards people who were at home and were looking for something to do with the simple aesthetic and folk like imagery seen within the advert. I created the flyer on Canva a free service which is used to create flyers, posters and similar content. The photo being something my photography friend took for a folk ep I was releasing at the time, i was able to doodle over it and adding to the photos aesthetic. I only payed Instagram for 1 day since £10 over 1 day would reach a lot of potential viewers, despite the low number of account engagement the ad still served its purpose and throughout the live i had at least 1 viewer at all times which is somewhat of a surprise and success for me as the ad was released a day before the stream. If i had organised the marketing campaign and given myself more time to market perhaps i could have reached more viewers.

The event itself somewhat went to plan. Considering the lack of other acts the plan changed and so it was necessary to change the plan slightly also as there was no act so i had to perform and the set list below is what performed. I would perform 3 tracks then take a break 3 times then 4 songs and the stream was over. I performed 12 covers and 1 original song from my WB05 module. So as well as organising, streaming and marketing the event I was also performing. I was able to perform all songs without any hiccups or fault in tech etc and everything went to plan. Although one aspect i did not plan for was my fatigue i did not expect ot be so tired by the time i reached the last set of songs and so I felt as if the performances were not as entertaining as the perhaps should have been. Though the plan to release the marketing earlier did not fall through and i ended up having to release it a day before the event, clearly this had some negative impacts on the event as it could have reached a wider audience. I have learnt a significant amount while hosting the event and performing, this experience made me realise this is something I want to do in the future performing live and streaming on twitch whether its gaming and music or both, the experience was enjoyable and something I could see myself pursuing in the future. I have learnt how to market myself on social media despite not being very successful it has opened the door of understanding marketing and how I can use it in the future as a DIY artist. Although the project managing side of things is now something i realise is something for natural leaders and not something i see myself doing later in life but know I understand the subject on a deeper level. This Project would be improved if there were acts which drew in a existing audience and if i had a larger budget for marketing to reach further audiences. The absence of electric guitars and loud drums allowed for the unplugged acoustic, cosy aesthetic i was able to achieve, on the other hand a loud talented band would more likely drawn in more viewers as it brings the impression of a more professional performance rather then a simple acoustic guitar performance. In the future i would prioritise the act first and find someone who could draw in an audience and if i had a larger budget the prioritise marketing and managing the event. However, for me the most enjoyable part was performing the event. If i had been working in a team, the most significant point would be to spread out the work load evenly of course each specific to their own role, this is so no work is undone or would need to be finished at a later date and everything controlled can go according to plan. Working alone was significantly less functional and the help of other people would have majorly been an advantage. My own contribution to the project should be clear, I was organising everything. If I could do the project again finding a team and organising acts would have been my priority, on the other hand these unfortunate occurrence could happen in the real work place environment, thus I have learnt how to re-organise and plan under pressure with scenarios that could happen in the future giving me a better understanding of the music industry and how to cope with organising an event as an individual.

Advance sheet

grevattjacob — 2021-12-17 18:35:00 UTC

Day Sheet

grevattjacob — 2021-12-17 18:35:31 UTC

Risk assessment

grevattjacob — 2021-12-17 19:12:25 UTC

Stage Plot

grevattjacob — 2021-12-17 19:15:54 UTC

Set List

grevattjacob — 2021-12-17 19:16:49 UTC

Pine - basement
Sky blue sky - wilco
Via Chicago - wilco

Break

Riverboat gambling
Original - cosmic slop
A lotta things
 
Break

Moon on water - beck
Dreams from yesterday- Mac
Rose parade - Elliot Smith

Break

Need- pine grove
 Marilyn and me - Mac
 Let my baby stay- Mac
Pre occupied - mac

Marketing evidence

grevattjacob — 2021-12-17 19:28:15 UTC

Marketing evidence

grevattjacob — 2021-12-17 19:29:31 UTC

As shown i needed to chance the ad slightly moving the mention of other acts of the page and out the audiences sight.

Marketing Evidence

grevattjacob — 2021-12-17 19:30:36 UTC

Marketing evidence

grevattjacob — 2021-12-17 19:31:23 UTC

Evidence - Looking for a team

grevattjacob — 2021-12-17 19:47:14 UTC

Me searching the forums for a team, as well as the forums i also searched when in classes and outside of lesson.

Resubmission live stream - resub

grevattjacob — 2022-02-24 13:03:21 UTC

Recently I was able to collaborate and work with a fellow musician for this module. We performed in a Instagram livestream with tracks such as " Rose parade " by Elliot smith, " A lotta things by Bonny Doon". Ellie Venables was on the bass guitar and I Jacob Grevatt was on the acoustic guitar and vocals. Unfortunately, Instagram live would not allow me to record the live while I was livestreaming.
My role within the team was to select the tracks organise a date for the livestream and organise the budget, Ellie provided the bass and all necessary equipment to perform and record such as a phone to read lyrics, guitar pedals and a bass amp. As an Instagram live the goal was to promote the channel and gain awareness rather than to earn a profit. This may have been more successful if sensible promotion was released significantly before the event date. Our Target audience were people already following the small page mostly consisting of teenagers similar to my age and anyone else Instagram live may have reached.

Within this collaboration it was important to divide the workload efficiently, as I was organising and hosting the event. Ellie was able to focus on the tracks and make creative choices concerning the bass in each track. Due to the short resubmission date we were only able to create a short CPA largely based off the one I created for the original submission. We had a total of 2 rehearsal sessions lasting a total of 75 minutes and we had 2 weeks of preparation for the final livestream event, although the majority of our CPA consisted of finding time dedicated to rehearsal and learning the songs. We recorded the live and rehearsed in my bedroom, which has a pleasing natural reverb which I can utilize with my vocals. Even with the small group we had we were able to spread the responsibilities equally as Ellie could focus on the more creative aspects ,such as equipment and rearranging the covers ,of the project, whereas I would focus on the non creative aspects, such as organising, planning and promoting the live event.

Our aims and objectives consisted of being able to play a live session and successfully record and livestream the performance. We did not set our goals too high as we knew without proper online promotions on Instagram the live would likely not gain a significant amount of viewers. Promotion was certainly a limitation within this project as I did not have the budget to pay for online marketing like I previously executed in my first live stream event. Therefore to us the project was a success considering our aims and objectives.

All planning and organisation were based off the original plans and evidence of the livestreamed I performed previously which is already submitted below.

Livestream evidence - resub

grevattjacob — 2022-02-24 13:04:11 UTC

Livestream Evidence - resub

grevattjacob — 2022-02-24 13:12:00 UTC

Despite the lack of statistics and lack of viewers, I was still able to learn from experience that without steady widespread promotion online events are more likely to fail. However, I also learned a lot about how to set up an instagram live and to become more comfortable in front of a camera. I am sure with significant simple promotion released weeks before the event and consistently promoted over that 2 week period we would have been able to secure a steady number of viewers but also would have been way above the capable budget.

Collaboration evidence - resub

grevattjacob — 2022-02-24 13:14:04 UTC

This is me setting up our first rehearsal meeting with Ellie

Budget plan - resub

grevattjacob — 2022-02-24 13:29:25 UTC

Despite this being a small budget plan compared to a larger scale event this is all i could afford during the event due to this unfortunately I could not afford any online promotion for the event. On the other hand I was able to promote via word of mouth and Instagram posts which were not promoted only posted on my personal channel.

Having taken into account time management, this budget plan was a perfect schedule to manage when the money was going out and what I needed the money for, which allowed us to stick to the final livestream date of the 23rd of February and allowed us to secure all necessary equipment needed for the live event.