Pre Event Plan Evaluation
This is the Pre Event Plan typed up by Noelle Brandwood who took on the responsibility of evaluating the team before, during and after the Play To Give Event:
My evaluation is carried out beneath text in (italics).
INITIAL EVALUATION carried out – 11.11.13
The difference between an aim and an objective is that an aim is a general statement that identifies the target of a program while an objective is a more specific.
The point of the initial evaluation is to give us a group focus in terms of the targets and goals we set for our event.
To raise money for a local charity
To hold a ‘gig night’ for local students
To arrange and manage a creative event
As a group, we would like to raise a sum of money somewhere in the region of £ 250 to be donated to ‘CashforKids’ a local charity endorsed by Rock FM (Preston’s local radio station)
(Ways in which we would raise funds are; Ticket sales minus the expenses for the event, drinks offer given by the Adelphi of £1 shots all the proceeds would go to Cash for Kids charity, plus any donations made by customers at the vent that get put into the charity donation buckets).
Money from ticket sales will go to ‘CashforKids’ a local charity endorsed by Rock FM. Also during the event, the venue will produce a ‘special cocktail’ to raise extra revenue for the charity - all profits from the cocktail will go to our charity
( I had a meeting with Sarah the event co-ordinator of the Adelphi along with Claire.B, Katie, and Emily. The question about what drinks she thinks would sell best on a Tuesday night at the Adelphi was asked to Sarah. She replied saying " it's really up to you. Students usually buy beers, ciders or shots. I wouldn't suggest a cocktail because they are usually quite expensive and students don't buy them as much as a shot for example." So Myself and the girls from the group discussed it further and decided there and then to do a deal with Sarah who offered to donate a Keg of flavoured vodka shots which would be on sale at PlayToGive event for £1. price which we think will attract students to buy them and feel good about the money spent going to charity).
We will approach several possible bands for the event, and through a process of curating, choose a final line up of 4 to perform on the night. There will be a schedules programme of events to run throughout the evening
(Finding local bands were our objective, Amy, Emma, and Katie said they all knew a few band members that play in Preston. Contacting our initial venue The Ferret was our first point of call to see if they had contacts with any bands that had played there before. If not then we just went on their web page to research for bands and contacted them directly using their contact details online. We sourced The Escobars from noticing they have a large following of fans in Preston as this is there home town it increased our chances of getting them to play for charity as well. The band Red Nine are from Preston and they were Emma's contact. Tales of Two Counties (from Burnley), and Sky Valley Mistress (from Blackburn) were contacted by Amy who searched for them online.
Sky Valley Mistress are the first act of the event. The are from Blackburn which is 20minutes away from Preston. They play rock music and agreed to play for 30 minutes at the PLAY TO GIVE GIG.
Tales of Two Counties are second and come from Burnley which is 45 minutes drive to Preston. They play folk music and agreed to play for 30 minutes.
Red Nine and The Escobars both play rock music and both come from Preston and Red Nine agreed to play 30 mins and The Escobars 45 minutes because they were headlining the event. This was due to their following in Preston and are expected to attract a certain number of customers aged 18+.
Social Media was used to promote each band that was confirmed to play at the event. The Escobars, Red Nine and Tales of Two Counties all published, retweeted and reposted our event mentions and gave the event shout outs of them playing at PLAY TO GIVE on Tues 3rd December.
The event will run on Tuesday, 3rd of December, 2013 from 7.30pm until 11pm.
(The date was decided upon by the group depending on a day that all of us could attend. This affected what day members were wiling to do the event; as 4 members of the group live outside of Preston and commute by train. Thus making them subject to train times and delays as well. We factored in that a Monday, Tuesday, or Thursday would be ideal because we would have our lecturer attend and everyone would be in that day.
I think that if we had planned it on a Friday evening or weekend it would suit the Student demographic because students and others would be going out after work is finished for the weekend. But it was necessary, to a degree, to have the whole team at the event so they could do their role and evaluate the night at a later date).
It will be a ticketed event, either through purchase of a ticket prior to the event or also on the door if we do not fill to capacity on selling the tickets
(Emma was responsible for designing PLAY TO GIVE's branding and producing the ticket design for the gig. I was pleased with the background graphic that Emma used and myself and team encouraged her to make editorial decisions with listing our bands in sequence on the front with date and time as well. There was also a raffle ticket number section added to left hand side for raffle ticket numbers to be written on a customers purchased ticket. However, on the night we decided to stop that idea and just staple each raffle strip -which had five numbers on it- to the back of the actual ticket, and add the opposite strip to the raffle. We later had a meeting with lecturer Elena to show her the ticket design and she approved but suggested we pull together the look of both the poster and ticket because they looked to dissimilar and not part of the same event. This was due to two different people designing the poster and tickets. A solution would be to use elements of design in both parts. Like the graphics on the ticket could have been used on the poster( but they did make it look too busy) or to use the colour scheme of the graphical image ( colours were, midnight blue, dark purple, neon yellow, white and pink) on both posters, and tickets to pull them together and make them look like part of the same event.
The ticket was successful because it clearly used the font of the poster and tied in with the theme because of the playful graphics and eye catching colours as well as band listing, and using the same font. My only addition or change that could have improved the ticket for the event is too tie the graphical print in with the poster's background).
(The poster was designed by Emily who was responsible for helping Emma with brand design. The poster was edited by Elena and the feedback was to add information about the drinks offer, and improve the clarity of the Cash for kids logo. Emily did that and the poster came out looking good. But I would still have used colure that tied in with the ticket. As the poster included Navy blue, red and white and the font was the same as the ticket in white but red was not incorporated on the ticket and the graphic was not either. However, the poster was successful as it had the appropriate information about dates, time, location, social media links, hashtag, band listing and event logo design. And because the poster was put up on there own without ticket sales going on along side them it was not too confusing. I still believe that linking the tickets with the poster would give customers more identification of our event and recognition of the event when they saw the poster up at the venue to be able to locate where the event would take place).
(The tickets were printed Thursday, six days before the event and only four team members were present to take tickets to sell them over the weekend. I believe that the tickets were printed later than initially planned by the group. I made it known at a previous group meeting for ticket sales to begin at least 10 days before. This I thought would give customers enough time to consider attending the event and to schedule the date to remind themselves).
(The issue with only half of the group taking tickets away the weekend before the event was that it narrowed the reach of tickets sales that could have been done prior to the event. As team members have friends where they live they could have sold tickets to them. The team spoke on Facebook during that weekend to discuss ticket sales and the number of people we anticipated would attend. Most of us were anxious about not having a high number of customers. So an idea was raised that we should have a pre-sale of tickets on Monday before the event. To ensure that physical sales were carried out by all members of the team and to try and gain more customers from the university of Central Lancashire (Uclan). Which is an idea that may have benefited the pre ticket sales if done earlier).
(Thursday afternoon Katie, Clare.V, and I went around popular student areas on campus (E.g. Adelphi pub, source bar, the Atrium, Student Union, and Victoria Building..etc) to place posters on walls as a way of marketing the event in targeted locations bound to attract our student demographic).
(Monday between 12noon and 2pm, the team split into pairs and were delegated by our group leader, to locations on campus to sell tickets. Each pair were given 10 flyers (so three pairs equals a total of 30 flyers) to hand out to students who were not able to buy a ticket there and then, but would like to think about it, and may be welcome their friends to come. The latter was thought of by the group as we all agreed that as we are our demographic, students would not like to have people begging them to buy tickets in front of them. It is a bother. So handing them a flyer would give them the information about the event and let them decide on coming for themselves. Without hassle from us).
romaincrisis
yousharknotpass
turnnoffyourmind