EVENT DEVELOPMENT LOG - EZ JUNGLIN by

Venue Research

bradleyboakes2 — 2024-09-30 18:05:00 UTC

Venues in mind: Patterns, Volks, WaterBear Venue

Patterns basement - 300 cap, £300 fee on the 28th November or the 5th December

Volks: 300 cap, £150 fee (free if more than 250 people attend, £150 acts as deposit)

WaterBear Venue: 60 cap, £25 per hour

DISCUSSING IDEAS

bradleyboakes2 — 2024-10-01 13:31:10 UTC

Myself and my group discussed ideas on what we would want our event to be. A brief conversation on instagram led to the idea of an old school rave night at Patterns. This would consist of Jungle, Breakbeat and Hardcore music being played out by multiple DJs on the night.

WHO IS IN MY GROUP?

bradleyboakes2 — 2024-10-01 14:04:50 UTC

Group members:

Bradley Boakes (Myself)

Louis StJohn-Smith

Xander Bird

Samuel Willcock

FURTHER DISCUSSION INTO IDEAS

bradleyboakes2 — 2024-10-07 17:55:55 UTC

Sam suggested taking elements from a jungle event called Calling the Hardcore, an established jungle event who tend to sell whistles and horns, a very commonly used item at old school raves, which we think may help encapsulate the feeling of the 90s jungle era which we are going for.

TALKING ABOUT MARKETING

bradleyboakes2 — 2024-10-07 17:56:53 UTC

Although it is slightly early to form a definite marketing plan, we had a brief discussion over instagram DM's about how we may approach the marketing side in the next couple of weeks. Some of the ideas that came up were using flyers and instagram adverts to promote the event to people within the Brighton area.

RESPONSE FROM PATTERNS

bradleyboakes2 — 2024-10-07 17:57:48 UTC

Louis eventually recieved a response from Patterns who informed us that the fee for the venue booking would be £480. This is much more than we initially thought as on the WaterBear venue booking sheet we were provided said that the booking fee would be £300. We will discuss over the next few weeks as to whether this is a viable price to pay for our event

FIRST FLYER DRAFT + NAME CREATION

bradleyboakes2 — 2024-10-24 18:09:27 UTC

Sam created a mock up flyer for for the event (seen above) which coincided with him thinking of a name for the event which is E-Z Junglin. We think we are going to stick with this name as it fits the theme we are going for. As we haven't currently got any DJ's to play on our event, Sam left the names blank, however the flyer is clear and concise, and displays all of the information necessary for when it is finalised and printed.

CONTACTING DJ'S

bradleyboakes2 — 2024-10-24 18:26:02 UTC

Sam messaged some DJ's he is connected with (as he said he was able to when we were assigning our roles); Indo P is a DJ who has been involved since the formation of our group which only required Sam to find 3 DJ's who would be available to play. Vxgro and Fendi - K were two DJ's contacted.

LOOKING FOR A BACKUP VENUE - 21st October

bradleyboakes2 — 2024-10-24 18:36:26 UTC

After a discussion between myself, Sam and Xander we thought that paying £480 to book out patters might be too much of a strain on our finances. I suggested Volks as i had researched into booking it earlier in the term and everyone seemed to agree that Volks might be the best bet moving fowards, as it fits the target audience we are going for slightly more than Patterns does and it is less expensive, which would give us more budget for other expenses to do with the event

VOLKS RESPONSE

bradleyboakes2 — 2024-10-24 18:40:09 UTC

The response from Volks was fast and included all the details of what comes with the hire (as seen above in the screen recording). As previously researched, the hire was £150, which we collectively agreed was a more viable price compared to the Patterns fee.

FINALISING A DATE

bradleyboakes2 — 2024-10-24 18:40:56 UTC

When we discussed what day we wanted to do the event previously, we settled on Thursday 28th November; although we are now changing the venue we wanted. to keep the event in a similar window. We settled on the 26th November (Tuesday) as the 28th (Thursday )was unavailable, and the 27th would have fallen on a Wednesday, which is an established student night at Pryzm which may have affected our attendance.

MY EMAIL TO VOLKS

bradleyboakes2 — 2024-10-24 18:41:05 UTC

As seen above, I kept the email to Volks short and sweet, describing what our plans are for the event, an rough time that we want to book the venue out, alongside the djs that we have playing on the event.

UNABLE TO BOOK ONE OF OUR INTENDED DJ's

bradleyboakes2 — 2024-11-04 18:45:21 UTC

Unfortunately, Sam informed us that DJ Vxrgo and Fendi - K were unable to make the event - To resolve this, Sam contacted more DJ's and luckily we were able to finalise the remaining slots with DJ TC, DJ O.KAYE and GR 568. All of the DJ's booked are primarily Jungle DJ's which fits the theme of our event. This showed great conflict resolution and quick thinking from Sam.

SPLITTING OUR TEAM INTO ROLES

bradleyboakes2 — 2024-11-05 15:07:23 UTC

After discussion in our study group after forming our group, we decided between us that these roles would fit us best going forward with this event:

Me: Ticketing and Technical

I will be in charge of creating a ticket page on a ticket vendor such as Skiddle/ Dice where we will be able to sell our advance tickets at a price we will determine at a later date, I will also be in charge of creating resources that will aid the progression of the event, such as task lists and risk assessments.

Xander: Digital Marketing and Promotion

Xander's job will be to create social media pages that we can use to advertise our event and create a space in which we can push our desired aesthetic to attract our target audience, which is mainly students. He will also be in charge of deciding what content we post and share as well as analysing the statistics such as how many people view our posts and seeing our engagement.

Louis: Venue Booking and Finance Manager

Louis will be taking the lead role in contacting venues to finalise dates and times of the event, he will be in constant communication with the venue managers and staff informing them of details of the event as and when it is necessary. He will also be in change of paying the venue deposits as well as payment to the DJ's we have playing on the night.

Samuel: Artist Booking and Flyer Design

Sam mentioned that he knows how to use photoshop and that he was able to do graphic design for the event, which led to us deciding it would be best to assign Sam the role of flyer design, saving us having to pay for someone to design the flyers externally. Sam is also well connected with many DJ's which he would potentially be able to book for the event.

FORMATIVE EVENT PLAN & BUDGET APPLICATION

bradleyboakes2 — 2024-11-11 17:44:45 UTC

FINAL FLYERS

bradleyboakes2 — 2024-11-11 17:49:41 UTC

Sam finalised the flyer for the event, ready to be printed and displayed. We stuck with the original draft but changed the event information to match with the new date and venue, along with all of the performers names.

PRINTING FLYERS

bradleyboakes2 — 2024-11-11 17:49:51 UTC

I used Istaprint to print out 50 flyers. They are scheduled to arrive on Thursday 14th.

EMAIL TO PATTERNS

bradleyboakes2 — 2024-11-11 18:36:12 UTC

Louis sent this email to Patterns, inquiring into the availability of the basement in later November/ early December. Despite being informed that the 28th of November was booked up (as seen in the email above) we were actually able to pencil in that date instead of the 5th December.

BUDGET SHEET

bradleyboakes2 — 2024-11-11 18:53:42 UTC

Last Updated 11th November 2024.

CHANGE TO THE LINEUP

bradleyboakes2 — 2024-11-11 22:35:08 UTC

Unfortunately, one of our DJ's (GR 568) was unable to make it to the event due to prior commitments made of the date we moved the event to. This led to us discussing over instagram DM's who would be a good replacement. Sam and Paul (Indo.p) suggested a DJ called Crucial Intelligence, a Brighton based jungle DJ.

TICKETS GO LIVE

bradleyboakes2 — 2024-11-11 22:41:22 UTC

Today (Wed 6th Nov) tickets were listed by Volks for us on Skiddle. Shown above in the screen recording is the ticket link page.

UPDATING THE FLYER

bradleyboakes2 — 2024-11-11 22:47:38 UTC

Luckily, Crucial Intelligence agreed to take GR 568's place, which allowed us to change the flyer and begin the marketing process.

ANOTHER EMAIL TO VOLKS REGARDING CHANGES TO LINEUP

bradleyboakes2 — 2024-11-11 22:48:54 UTC

As the information listed on the skiddle page was now not up to date due to the lineup change, i sent this email to Volks containing the updated flyer alongside a couple of questions regarding equipment. Our new DJ, Crucial Intelligence, wanted to see if he was able to do a vinyl set, and I was unsure of how ticketing on the door worked so i asked whether we had to supply our own card machine.

DJ GROUPCHAT

bradleyboakes2 — 2024-11-11 23:24:21 UTC

We thought it would be a good idea to create a separate group chat with all of the DJ's performing on the night in order to keep them all up to date with any event information.

INSTAGRAM ACCOUNT CREATION

bradleyboakes2 — 2024-11-12 14:13:28 UTC

As our venue and date had been finalised, Xander created the instagram page this week in which he would be doing the bulk of our promotion. Our event details are coming together (we have the venue, date, time and performers in place) which means the start of our marketing strategy is not far off.

We decided instagram is the best platform to use for our promotional plan as the age demographic of people that use instagram matches our desired target audience of students and people aged 18 and above.

According to Statista, people aged 18 - 34 take up 54.2% of the user base in the UK (as of November 2024)

https://www.statista.com/statistics/1018012/instagram-users-united-kingdom/#:~:text=In%20November%202024%2C%20Instagram%20had,aged%2018%20to%2024%20years.

SORTING OUT SET TIMES

bradleyboakes2 — 2024-11-15 14:13:08 UTC

In the group chat with all of the DJ's, we asked what their preferred set times are. We ended up with these set times:

11 - 12: TC

12 - 1: INDO P

1 - 2: CRUCIAL INTELLIGENCE

2 - 3: O.KAYE

FLYERS ARRIVED

bradleyboakes2 — 2024-11-15 14:17:29 UTC

After the flyers arrived, we did some research into where we would be able to flyer around Brighton and found out that we would need a licence to put our posters in public places. This licence is £77 which far exceeds our budget so I placed some flyers in WaterBear HQ. We are going to discuss other places that would be viable to put flyers next time we meet in our study group.

TASK LIST

bradleyboakes2 — 2024-11-25 22:40:26 UTC

Last updated 25th November.

FIRST INSAGRAM POST

bradleyboakes2 — 2024-11-25 22:41:43 UTC

This was posted by Xander on the 18th November and subsequently made into an instagram advert on the 19th. This ran as an advert for 6 days which recieved 3,734 views by the time the advert had finished running. Out of the 3,734 users that saw our advert, we had 73 interactions with the post, with 52 of those coming from non - followers. Whilst this appears low considering the number of people that saw the post initially, we saw an increase of advance ticket sales from 3 to 22 by the time the advert finished running.

SECOND INSTAGRAM POST

bradleyboakes2 — 2024-11-25 22:43:44 UTC

This post was a collage video of the DJs we had on the lineup made by Louis, this was not put up as an instagram advert as by the time the post was made, there was only a few days before the event actually took place.

FLYER PRICE

bradleyboakes2 — 2024-12-03 14:20:24 UTC

ONLINE TICKET SALES

bradleyboakes2 — 2024-12-03 14:21:02 UTC

INVOICE TO WATERBEAR

bradleyboakes2 — 2024-12-03 14:21:32 UTC

ARTIST BOOKING IDEAS

bradleyboakes2 — 2024-12-03 14:22:02 UTC

RISK ASSESSMENT

bradleyboakes2 — 2024-12-03 14:22:29 UTC

ADVERT STATISTICS

bradleyboakes2 — 2024-12-04 14:45:11 UTC

I took this screenshot a day before the event as as you can see, our advert we shared gained significant reach. 3734 people viewed the post and 88.6% of those were non - followers, meaning that or aim to promote our event to a wide target audience worked. Our interactions were significantly lower however it still worked in driving ticket sales.

bradleyboakes2 — 2024-12-04 15:57:00 UTC

Here is the video from the second instagram post.

POST EVENT REVIEWS

bradleyboakes2 — 2024-12-04 18:02:46 UTC

EVENT FOOTAGE

bradleyboakes2 — 2024-12-05 11:35:05 UTC

Sam made a collage using clips he took on the night. We plan to do a second event at some point in the near future so this video will be used as promo.

GR 568 UNABLE TO PLAY.

bradleyboakes2 — 2024-12-09 14:37:08 UTC

Above is a screenshot of an instagram conversation between Sam and GR 568 in which he confirmed he wouldn't be available to play on the night due to the change in dates. We had originally planned our event on the 28th November at Patterns but due to the Venue change the date was changed to the 26th.

CRUCIAL INGELLIGENCE

bradleyboakes2 — 2024-12-09 14:38:28 UTC

Here is evidence of the conversation Sam had with Crucial Intelligence, our replacement for GR 568.

EVENT DAY TICKET SALES

bradleyboakes2 — 2024-12-09 15:04:17 UTC

Once the ticket page had been taken down an hour before the event started, i was sent an email that informed me we has sold 43 tickets online. We were hoping to sell 40 tickets online so to find out on the that we exceeded that target was great to see.