Charity Music Event Management: Venue Selection, DJs and Live Band Supplier (Term Paper Sample)

Charity music event management
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Table of contents
Contents TOC \o "1-3" \h \z \u Table of contents PAGEREF _Toc447359090 \h 2Deciding on type of event PAGEREF _Toc447359091 \h 3Venue selection PAGEREF _Toc447359092 \h 3DJs and live band supplier PAGEREF _Toc447359093 \h 5Need for quality entertainment PAGEREF _Toc447359094 \h 5Venue facilities PAGEREF _Toc447359095 \h 6Staging and structures PAGEREF _Toc447359096 \h 7Electrical supplies and installations PAGEREF _Toc447359097 \h 7Fire fighting PAGEREF _Toc447359098 \h 7First aid PAGEREF _Toc447359099 \h 8Stewards and security PAGEREF _Toc447359100 \h 8Communications PAGEREF _Toc447359101 \h 8Staff safety PAGEREF _Toc447359102 \h 9Toilets PAGEREF _Toc447359103 \h 9Information point PAGEREF _Toc447359104 \h 9Waste management PAGEREF _Toc447359105 \h 9Licensing PAGEREF _Toc447359106 \h 10Event organizing committee PAGEREF _Toc447359107 \h 10People to contact before the event PAGEREF _Toc447359108 \h 11Risk assessment and management PAGEREF _Toc447359109 \h 12Contingency plan PAGEREF _Toc447359110 \h 13Conclusion PAGEREF _Toc447359111 \h 13Bibliography PAGEREF _Toc447359112 \h 15Appendices PAGEREF _Toc447359113 \h 17
Deciding on type of event
It is important to start by deciding on the type of fundraiser event to hold. A proper fundraising event is the one that allows participants to have fun and also one that draws the most people (Herbst and Norton, 2012). A music and dance fundraiser event is not only fun filled, but also popular. It is an incredibly awesome way for people to while the day with friends and at the same time raise money that’s channelled towards a good cause. Importantly, a music and dance event, with DJs and a live band in the mix, will keep the contributors engaged and happy (Ball, 2014). Many people would love to take part in as well as share with the rest of the people in their circles. People love to have fun. Music and dance is a great way to have fun, always. A happy people will definitely contribute more.
A music performance featuring a popular DJ and a renowned band will greatly entertain music enthusiasts attending a fundraiser for a charitable cause (Chen, Singh, Bulent Ozturk and Makki, (2014). Charity fundraising events featuring crème de la crème entertainment personalities have the capability to command high ticket prices and will obviously attract more interest. This goes a long way towards achieving the main goals of the charity event, which are to raise as much money as possible for the charity, and to gain publicity for the charitable cause so more people are aware of the purpose of the cause and that contributions can continue trickling in even after the event is done and dusted (Ball, 2014) (see Appendix A). An event with pricey and professional acts would generally attract greater interest than an event decorated by a band which people usually see in the local tavern.
Venue selection
After deciding on the type of event, picking the venue or location is just as important (Shone and Parry, 2004). It would be useless to embark on an exciting event but fail to choose a location where people can access. The chosen location can excite more people regarding the event. There are mainly two options when it comes to venue selection. The event may be held indoors, or it may be held outdoors. Each venue presents unique benefits as well as challenges (Allen, 2005). The idea is to select the perfect venue for the event. However, some factors dictate whether the music and dance event is to be held indoors or outside. Allen (2005) notes that the time of the year is a major determinant. If its winter, then the event is held indoors automatically. Holding the event outdoors can be great as it may allow more participants, and thus more ticket sales and more contributors, but there can happen an act of God to throw the event into confusion. On the other hand, one can navigate through the planning of an indoor event only to find that all indoor venues are reserved on the day the event ought to be held. This paper compares two venues – one indoor and an outdoor venue – in a bid to select the best option. The indoor location is the Royal Borough of Kensington and Chelsea’s Cadogan Hall while the outdoor venue is Royal Parks’ Hyde Park.
Cadogan Hall is a popular venue for holding arts and music events including exhibitions, film, music and dance. The concert hall can accommodate up to 950 seated persons. The Royal Philharmonic Orchestra is the resident music group at Cadogan Hall. The hall has been the venue of many music performances and has also served as a recording location as well. Cadogan Hall has been recently refurbished and definitely makes a great performance venue with the new lighting, sound system as well as custom-made acoustic ceiling module.
Hyde Park makes an exciting outdoor venue as it is one of the biggest and most awe-inspiring city parks across the world. It is 140 hectares in size covered by ornamental flower gardens, 4000 trees and even a big lake. Hyde Park has enough room for almost everybody and it would undoubtedly make a breath taking scenery. With the many sites of attraction at Hyde Park, the venue would definitely lead to more people becoming interested in the fundraiser event.
DJs and live band supplier
Live Music Management is a major entertainment agency in the UK and would provide a top quality team of DJs and live band at a subsidized fee for the charity event. Unarguably, entertainment forms a crucial part towards realizing success of the charity fundraiser (Chen et al, 2014). It is thus only fair to enter into contract with Live Music Management, a company that has provided many bookings of performances for charitable events over the years. ABC London Events Co. can benefit from the expertise of Live Music Management in planning and supplying entertainment to the charity event. The company has an awesome roster of DJs as well as bands in London and the rest of the UK available to be hired to perform in a charity event at discounted prices.
Need for quality entertainment
It is important to note that the success of the charity event largely hinges on the quality of the entertainment on offer (Chen et al, 2014). A happy and thoroughly entertained audience will undoubtedly give more and thus the event would meet its target as a source of funds for the charity as well as covering the costs of the event. Top quality entertainment can only be provided by professional performers (Getz, 2013). These professionals are hardly available for free. The professional DJs and performers depend on performance fees to earn a living. While the artistes may not perform for free, they can be persuaded to perform at a discount for the charity fundraiser. Depending on the date of the event, the nature of the performance and the kind of charity funds are raised for, ABC London Events Co. can get a significant discount on the normal charges by a DJ or a band. A band or a DJ who may agree to perform for free is most likely to be unprofessional or one with an emotional connection to the charity. Clearly, the objective of a charity fundraiser event is to raise money. However, when tickets for the event are sold, then the audience would expect to be entertained by worthy acts. ABC London Events Co. should be cautious and not book a performer just because he is available for free.
ABC London Events Co. should also consider the possibility of having a celebrity appearing at the charity fundraiser. It should be noted that it is understandably hard for a celebrity to commit to a charity event appearance unless he is connected at a personal level with the said charity (Wilson, 2015). This should however not daunt an event organizer from requesting a renowned public figure to appear at the charity fundraiser. ABC can reach out to celebrities who have a connection at a personal or local level with the charity, or celebrities who have previously participated in the particular niche of the charity fundraising.
Venue facilities
Obviously, the site needs to be big enough to accommodate all activities scheduled for the event (Van der Wagen, 2010). There is need to ensure that there is ample space to allow safe movement of members of the public. Fire exits at indoor location need to be checked that they are operational and that there’s nothing hindering movement at the exit doors as well as routes. While an outdoor event would provide unmatched ambience and atmosphere, it can turn out to be very costly when there’s need to provide services such as toilets and emergency lighting plan (Yeoman, Robertson, Ali-Knight, Drummond and McMahon-Beattie, 2012). Since the event is ticketed, there’s need to provide fencing and stewardship around the venue.
Staging and structures
For the indoor venue at Cadogan Hall, the staging structures are already in place. However, if the event is to be held outdoors at Hyde Park, there is need for sound towers, the staging, the lighting as well as the seating and others be done by a professional (Yeoman et al, 2012). The Fire Authority can offer directions regarding fire issues of tents, their siting, provision of normal as well as emergency lighting, provision of fire fighting gear and more (Bowdin, O'Toole, Allen, Harris and McDonnell, 2006). Tents are required to be erected at a minimum of six meters apart. They should also have adequate lighting as well as escape routes in case of an emergency.
Electrical supplies and installations
The Cadogan Hall is readily supplied and installed with the necessary electrical equipment and connections. The outdoor site would however need the services of a suitably competent electrician (Yeoman et al, 2012). Also, the electrical equipment used should be safe as well as suitable f...