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ZHU ZANJIN (during his student years at Beijing Normal University)

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SubWoofers: It’s Showtime

The day was here. The day we had been building up to for seven months. The day that had caused endless stress, documents, and spreadsheets. The day that pretty much represented my input and effort of second year (I would say roughly 85% of any of the work I have done this year has been towards this event).

One thing I had already agreed with myself about a week prior to the event was that I was going to stay happy and positive. Generally I find this fairly easy, I tend to have a positive outlook in day to day life, however, I also know that once I allow my stress to work me up into a mess I struggle to get out of that spiral. I like to think that I did a pretty good job of staying happy, which doesn’t really sound like a job at all, but I think as a leader, if you’re smiling your team are more likely to, like a sort of reassurance that things are on track.

As requested I arrived later than the first group. My mum was generously offering her photography services to us and so she picked me up and drove me in for 8:30. Though I had offered, we both knew that her staying at my house wasn’t the best idea as my only downtime (sleep) needed to be comfortable and having another person to focus on wasn’t going to help that. I cannot explain how incredible it was to have my mum at the event, getting to see me in action. I am very close with her and always keep her updated on uni work, so she has been a part of this journey too. I also know from the past 20 years of my life that if I make my way into that stress spiral, there is one person who can ALWAYS get me out of it. Shout out to you mum, you are a living legend.

Anyway, I arrived at 8:30 (though that hadn’t stopped me being up since 5:30 checking documents and communicating with the early team to make sure everything was going according to plan) and went straight out to the field. The site actually looked like a festival site and I was BUZZING. This was also the first day that the whole team would be on site and I would be coordinating approx. 40 people. One of the tasks that I had an active influence on was the build and break roles, and basically deciding who needed to come to the site on which days. This is definitely something I would have changed in hindsight. We knew we would need people that were actually going to turn up and put the work in, but a few more bodies would have definitely made the process quicker and easier.

When security arrived on site I became two radios Jessie (see flattering picture below). At this point, I really had to get my head in the game, as not only did I need to focus on communicating with people in person, I also had two radios to listen to. Oh and not to forget my phone ringing every five minutes with calls from members of the team without radios. The staggered arrival times of team members meant the radio protocol had been mostly swept aside. Thought this didn’t cause any major issues there were definitely hiccups involving people cutting into other conversations or just speaking rather than using a call and response system (“Jessie to X”, “Go ahead”). One item mentioned in the debrief was that everyone should have arrived at the same time, with one briefing for all including health and safety, radio protocol, and any other information necessary.

The rest of the team arrived after 10 and were given the health and safety briefing. Then came the moment that made everything real… Alan (our course leader) turned to the group and said “Jessie is the event manager, Jessie is in charge, any questions go to Jessie and she will either answer them or send you to a person that can answer them”. In that moment I realised how much responsibility I had been given and how much was relying on me, but funnily enough it didn’t send me into a panic, instead, it got me pumped. It also reassured me that people would listen to me, as the day before I felt I struggled a little with enforcing instructions, so for everyone to have been told clearly (by someone of authority) that my instructions needed to be followed was a relief.

Though the arena was not due to open to the public until 1pm, myself, Jess (H&S coordinator) and Michele (THD CEO) were scheduled to carry out a final walk around at 12pm to ensure that all structures were safe and everything was in place ready to open. At around 11:50 I started running around, knowing fully well that there were still bits to do, however, it turned out that most of these tasks were reasonably small and could be achieved in a short time with the help of many hands. One aspect that was an issue, however, was the security. In the build-up to the event I had been responsible for arranging and liaising with security. When I met with the boss of the company I felt assured that they were event specialists and since the event target audience didn’t pose any major threats we chose to use their services. The reality was that, although the boss fully knew what he was talking about and the industry, most of his team didn’t. One or two of the on-site team were great, fully communicative and on top of it… the other were simply bodies. They didn’t have any clue about what was going on and within that there is definitely room for improvement on our part as their briefing clearly needed to be more in-depth, potentially even held a day or two before the event so that it didn’t clash with the madness of the on-site tasks. There was also an inability to follow simple instruction and in the end, it took the CEO going down and shouting at them for them to actually follow instructions. I understand that with it only being a one-day event, by the time you have your head around it, it’s almost over, however they felt very separated like they were their own little group and only their team leader would communicate with me, it didn’t feel like a coherent collaboration.

It was showtime! Generally, most things within the arena were running smoothly, the two areas that were a bit hectic were the box office and arranging the stewards. Though I was event manager I had fairly little to do with the box office as there were box office assistants, who were managed by the box office manager, who was managed by the logistics coordinator, and so there were already people capable of making the decisions and adjustments necessary to improve the situation. When it came to arranging the stewards Remely (staffing coordinator) was on boss mode. Having made the stewarding rota I knew what the plan was, however as we found out, rotas completely change on the day when volunteers drop out and problem areas need more help and attention. There were a handful of times that Remely called me asking for assistance or advice on who to move where, but other than that I felt comfortable in the knowledge that she was on top of it and props to her because it’s an insanely difficult job.

Once most people were through the gates the day was in full swing and everyone seemed to be really enjoying themselves. I’ll set the gif (below) speak for itself. I ended up making multiple radio calls along the lines of “does anything need doing, are there any issues anyone needs help with” because my team were doing their jobs so efficiently.

As the final act performed everyone managed to find 10 minutes or so to experience the show. Some of the team went on the rides, others just sat down in the sun for a bit. I was walking near to the main stage as saw my mum dancing to Ska Souls - This may seem like nothing to some people, but I usually have to drag my mum onto the dance floor and build up her confidence to let go and have a proper boogie, so to see her doing this by herself made me unbelievably happy - and so I had no option but to go and join her for a dance. Little did I know that Dan captured a few seconds of it (and probably doesn’t realise how much this footage means to me).

Once that moment was over I had to round everyone up in the production office to go over breakdown roles. Before I could start, Remely got everyone’s attention and ended up giving me a little thank you speech. My production team got me two bottles of spiced rum (my drink of choice) and a card. I cannot put into words how thankful I am to have been blessed my team members. Though some struggled to find motivation at times, we all came together and smashed it! Thank you to all my production gals (that includes you, Michael) for making my life so much easier, I couldn’t have coped without you guys. And while I’m here thanking people, let’s chuck a thank you over to the other team leaders. Without our weekly meetings and communal stress rants, I don’t think we’d have pulled off this event. You guys were my stability through this rollercoaster and I can’t wait for us to work together in the future, cause I know that whatever we do together, we’ll smash it!

Now I am aware this post is getting fairly long now, so it’s lucky that the breakdown on the day was a fairly swift process. Once everyone’s roles were allocated it was GO! GO! GO! (This was definitely helped by the fact that once we were finished we knew we could rush home and go out to the final night of Festiball). During this time I was pretty much just overseeing everything. The main issues involved the vehicle egress. Because so much planning had gone into the placement of stewards during the event, the post-event placement had been given less attention. In reality, more stewards were needed throughout the exit route, as well as more signage (In a larger font size). Within this egress route, more attention should have also been given to traders, as it was a one-way system it became difficult for them to get back onto the field from the parking area. All problems were solved but we were all so focused on the show itself and the breakdown that the egress definitely should have been looked at in more detail.

Though there were many other highlights and hiccups, this post is already longer than anyone wants it to be, so I will finish up here. One last thing I must write is to Alan. Alan dropped the bombshell on us a few days before the event that he would be leaving the university at the end of this term. Now, if you had told me this a year ago, I would have been concerned for the future of my course, but I wouldn’t have been particularly personally affected. Over the past year (the past 5 months in particular) I have grown to have the biggest respect for you and I am truly gutted that you are leaving. You have done so much for this course and this event and I know that in the future I will look back knowing that you will have had a major impact on my work ethic and my career, so again, thank you so much.