Free Essay

Event Launch

In: Film and Music

Submitted By viviansheldon01
Words 2528
Pages 11
Launch Event Proposal

Spending a day with Listener

Name
Student number
Professor
Unit code
Unit name
Word count

Vivian Sheldon
211536
Chanel Lucas
307
Tour & Performance management
1577

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Table of contents
Chapter
1. Introducing Listener
2. Concept
2.1 General description launch
2.2 Theme
2.3 Venue
2.4 Guests
3. Budget
3.1 Reasoning budget
4. Production
4.1 Technical requirements
4.2 Floorplan
4.3 Timetable
5. Personnel
6. Catering
7. Contracts
8. Strategies
9. Conclusion
10. References
11. Appendices

Page
3
3
3
3
4
4
5
6
8
8
9
9
10
10
11
11
11
12
13

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1. Introducing Listener
Listener started out in 2002 and consists of 3 members; Dan sings and plays bass,
Kriss is on drums and Jon works the guitar (I Am Listener, 2016).
The band aims to create a new genre, the spoken word punk rock. They write touching poetry and give it a rough edge by adding guitar and drums.
Listener conducts themselves under a no nonsense policy, focusing entirely on the music, with the belief all the fuss around it is superfluous. ‘We are just three normal guys who love to make and share our music with the world, we are no different than any of you.’ (I Am Listener, 2016)

2. Concept
2.1 General launch description
This event not only celebrates the launch of the new album but it is also the kick off for Listeners first Australian tour! The goal of this event is to introduce the Australian media to Listener and their new album. During the event Listener will perform tracks from their newest album - songs not yet performed in front of any audience. Guests will receive an exclusive opportunity to hear these new incredible songs first.

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2.2 Theme
Listeners new album, ‘normality of me’ coincides with their “no nonsense” policy, it will be called ‘normality for me’ and that is exactly what the launch event will revolve around. For this event the media will be invited to spend a day with Listener. It will look and feel casual and comfortable, no outrageous features or extraordinary attractions. During the event the guests can socialize and network with each other. Attendees will gain a wonderful experience and get to know Listener, musically and personally.
Listener will also get the chance to market themselves personally to Australia’s music industry. 2.3 Venue
This event will be held outdoors in Southbank, on the grass field opposite the Courier
Mail Piazza. In order to create a welcoming, comfortable and normal atmosphere the field will be furnished. It will be decorated with rugs, couches, picnic tables, authentic standing lamps, coffee tables, pillows and beanbags. This will help to provide a laid back and cosy ambience.
Drinks will be provided via a small bar offering both alcoholic and non-alcoholic beverages. The guests will receive a free drink of their choice on arrival.
A food truck will be hired provide finger and street food such as slider hamburgers, fries, nachos and grilled cheese sandwiches.
The event will take place mid-autumn on a Friday, so the guests don’t have the pressure of going to work the next day and can herald their weekend with a drink and some good music.
To maintain the casual, relaxed atmosphere there won’t be fencing to isolate the event. The venue is a square field with two main paths on either side. One path will be blocked by the food truck, and the stage on which Listener will be playing will be facing the food truck, meaning they will have their backs to the people passing through Southbank.
In case of rain there will be a large sail ready to give shelter to the guests, furniture and equipment.

2.4 Guests
The media to be invited include record labels, music magazines, journalists, PR companies, music websites, radio stations, venue owners, producers, agencies, bookers and potential sponsors associated with Listener.

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There will also be a special ticketing campaign where 10 meet-and-greet tickets will be sold in pairs to the highest bidder (5x2). This way the real Australian Listener fans can meet the band and hear their new album live before anyone else.
The media will receive a handwritten, laminated post it note (double normal size) with a magnet on the back as an invitation, so they may hang it on their fridge as a reminder. They will receive the same design post it as a thank you note after the event. To top this event off the guests will receive a gift bag when they leave, including the new album, 1x2 tickets to their show and a beer cooler with Listeners logo on it.

3. Budget
The goal for this event is to break even. All the prices below include tax.
Item

Budget

Revised

Technical equipment $ 2000,00

$ 2000,00

Catering

$ 1500,00

$ 1800,00

Photographer

$ 200,00

$ 200,00

Furniture

$ 1000,00

$ 1500,00

Transportation

$ 200,00

$ 300,00

Invitations

$ 600,00

$ 600,00

Thank you note

$ 600,00

$ 600,00

Lighting

$ 200,00

$ 150,00

Insurance

$ 100,00

$ 200,00

Permits

$ 400,00

$ 500,00

Expenditure

Actual

OK

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License

$ 300,00

$ 250,00

Food and drinks volunteers $ 200,00

$ 300,00

Gift bags

$ 3000,00

$ 3000,00

Total

$ 10300,00

$ 11400,00

Contingencies

$ 1030,00

Total
Expenditure

$ 11.330

$ 12540,00

Savings

$ 2000,00

$ 1800,00

Ticket sales (10)

$ 400,00

$ 400,00

Record label

$ 5000,00

$ 5000,00

Crowdfunding

$ 500,00

$ 350,00

Sponsorships

$ 1000,00

$ 1000,00

Pre ticket sales

$ 600,00

$ 700,00

Total income

$ 9500,00

$ 9250,00

Income

3.1 Reasoning budget


Artists will provide own instruments



Volunteers and band will eat and drink from food truck and bar.

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Expenditure

What

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Cost

Amount Total Cost

$800,00

1

$800,00

240v 4 Way Plug Board

$12.92

1

$12.92

Extension Lead (5 - 30m)

$11.00

3

$ 33.00

Jands 15chx2400watt Power $69.30
Distribution

1

$69.30

Channel Heavy Duty Cable
Cover 900mm Long

$22.00

3

$ 66,00

Marshall amplifier

$120.85

3

$ 362,45

Artists will provide own instruments -

-

-

Catering

Food truck with supplies, labor costs, beverages
(alcoholic and nonalcoholic), bar with supplies and gas.

Unsure

-

-

Photographer

Photographer

$200,00

1

$200,00

Furniture

Couch

$ 150,00

6

$900,00

Picnic table

$120,00

2

$240,00

Beanbags

$80,00

3

$240,00

Transportation

Gas

$ 150

1

$ 150

Invitations

Cards

$ 8,00

50

$400,00

Stamps

$ 2,00

50

$100,00

Magnets

$ 2,00

50

$100,00

Technical
Stage 6x5m requirements (www.stage.net
.au, 2015)

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Lighting

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Standing lamp

$35,00

4

$140,00

Light bulbs

$8,00

4

$32,00

Cards

$8,00

50

$400,00

Stamps

$2,00

50

$100,00

Magnets

$ 2,00

50

$100,00

Insurance
(AAMI, 2016)

Public liability

$70,00 p/w

52

$3640,00

License
(Brisbane City
Council.2015)

Alcohol license

$200,00

1

$200,00

Gift bags

New album

$18,95

50x

$947,50

Ticket to show

$30,00

50x

$1500,00

Beer cooler

$10,00

50x

$500,00

Income

What

Costs

Amount Total Cost

Savings

Listener savings

$1800,00

1x

$1800,00

Ticket sales

Special offer for fans

Estimated at $40,00

10x

$400,00

Pre ticket sales tour

Unsure

-

-

Record label

Sponsor

$5000,00

1x

$5000,00

Crowdfunding

Kickstarter project

Estimated at $350,00

1x

$350,00

Sponsorship

Australian sponsor

Unsure

-

-

Thank you cards Vivian Sheldon 211536

4. Production
4.1 Technical requirements


Small stage



Amplifiers



3 Extensions chord



4 Way plug board



Power distribution



Listener will bring their own instruments

The Courier Mail Piazza has power points that can be used. The lamps will be provided with energy-efficient lightbulbs.

4.2 Floorplan (M.2mymob.com, 2016)

The field is 25 x 15 meters (appendices 1.2)

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4.3 Timetable
Time

Activity

13.00

Equipment arrives at location

13.10

Delimit area with tape (to not be interrupted)

13.10

Start preparing sail

13.15

Start connecting electricity

13.30

Start to build up stage and bar

14.00

Furniture arrives at location

14.05

Start arranging furniture

15.00

Food truck arrives at location and starts prepping food 15.15

Listener sound check

15.20

final sound check/lighting check/run through

15:30

Photographer arrives

15.30

Remove tape barrier

15.40

Open for guests

16.00

Launch begins

16.15

Opening/raising glass to launch

16.30

Gift bags arrive

16.30

Listener showcase

17.20

Listeners show ends

17.30

Meet & Greet with exclusive ticket holders

17:50

Listener can network

18:45

Thank you word and handing out gift bags

19:00

Launch ends

19.30

Lock and load

20.00

Clean up

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4.4 License and permits
This event will need an Event Noise Management Plan according to the Brisbane
City Council. Also this event will need a Waste and Sanitary Management Plan and a liquor license. (Brisbane City Council, 2015)

5. Personnel
Apart from the catering crew this event will be run by Listeners crew. The crew consists of three band members, an audio technician, tour manager, the driver and an online promotor they will run this event.

6. Catering
For the catering a food truck will be provided throughout the event. The guests will have the choice of four different small finger food bites such as slider hamburgers, fries, nachos and grilled cheese sandwiches. There will be vegetarian and gluten free options. 7. Contracts
The contracts required for this event are:
• Photographer contract (appendices 1.1)
• Catering contract + food truck hire contract
• Technical supplies hiring contract

All the other people supporting this event will be friends, family or volunteers. Their positions during the event will be assigned and talked over through verbal agreement. 8. Strategies
In order to gain the media’s attention Listener will send out a press release to the relevant media including a video where they announce the launch event and personally invite the media to join the event. This shall be sent through email. After that the handwritten invites will be send out asking the media to RSVP to the event.
The exclusive ticket offer for the fans shall be announced on social media.
In addition all the guests will receive a gift bag when they leave the event and a handwritten thank you note a couple of days after.

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9. Conclusion
By organizing the event as it states in this proposal the media will be interested in
Listener and the launch event. It will attract the appropriate media for Listener and it will be a great kick off to their first Australian tour.

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10. References
Australian Associated Motor Insurers Limited 2016, AAMI: Public Liability Insurance, viewed 17 March 2016, < http://www.google.com.au/webhp?sourceid=chromeinstant&ion=1&espv=2&ie=UTF-8#q=public%20liability%20insuranc>
Brisbane City Council. (2015). Event Noise Management Plan . Retrieved 14 March
2016, from Brisbane City Council
I am Listener. (2016), Listener, viewed 1 March 2016,

M.2mymob.com. (2016). Griffith University- South Bank Campus map, retrieved on 9
March 2016, Available at: http://m.2mymob.com/austereo/griffith/southbankmap.jsp;jsessionid=93401C8362028 D34D9EDBEC975A2C973 www.lessaccounting.com (2015) 9 Free Photography Contracts From Docracy, viewed on 16 of March, retrieved at http://lessaccounting.com/blog/free-photographycontracts/# www.stage.net.au. (2015). Stage & Audio Event Solutions, retrieved on 17 March
2016, from: http://www.stage.net.au/wp-content/uploads/2013/01/Stage-AudioCatalogue-2015-16.pdf.

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11. Appendices
1.1 Photographer contract (lesscouting, 2015)
This agreement is between Listener, hereinafter referred to as the "Client", and
……………….., hereinafter referred to as the "Photographer(s)".
Date of Event: ……
Start Time: 15:30
Ending Time: 19.30
[CLIENT 1 NAME]
Address: [CLIENT 1 ADDRESS]
Email: [CLIENT 1 EMAIL]
Phone: [CLIENT 1 PHONE]
Location
Name of Location: Southbank
Address: Glenelg St & Little Stanley St, Brisbane QLD 4101
Phone: 0478445698
Additional Contact
Name: Vivian Sheldon
Mobile Number: 0489551420
Additional contacts must be able to be contacted on the day of the event.
Amount agreed: $200,00
The Client agree to provide a meal for the Photographer if the length of attendance exceeds five hours.
Entire Agreement: This agreement contains the entire understanding between
Listeners management and the Photographer.
Confirmation: A signed “Contract for Event Photography Services” and payment of the booking are necessary to confirm the stated event services from the
Photographer.
Cooperation: The Clients and the Photographer consent to happily cooperating and communicating with each other to achieve the best possible result within the understanding of this contract. We recommend that the Photographer be provided with a helper (someone who knows most of the guests) who will point out key individuals to be photographed. Please note that not all guests like having their photo

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taken. In such cases the Photographer will use his discretion but cannot be held responsible for a lack of photos of these people.
The Schedule: The shooting schedule, style of working and experience are designed to achieve a great set of Event photos for the Clients, accomplished with good humour and enjoyed by all concerned. Both the Clients and the Photographers therefore agree that punctuality and cheerful cooperation are essential to producing outstanding photographic results. In cases where the Event does not run on time (for example, extreme lateness by one of the Clients guests) we cannot guarantee to take our normal set of photos although in such circumstances we will do our absolute best to compensate.
Copyright Law: The copyright of photographs remains with the Client. The images taken by the Photographer are for commercial and personal use by the Clients. Sale,
Publication or any Commercial use of the photographs is not allowed without prior written permission from the Client.
Limit of Liability: If a photographer is too ill or becomes injured and cannot supply the launch event services specified above the Photographer will try to book a replacement event photographer. Under normal circumstances a second photographer from the Photographer is there for the day anyway and this photographer will then shoot the day on his/her own. If both photographers are unavailable and a replacement photographer cannot be found then liability is limited to a refund of any payments received. The Photographers have working methods in place to prevent loss or damage to your images. However, there is the unlikely possibility that images may be lost, stolen or destroyed for reasons in or beyond our control. In these circumstances liability is limited to the return of fees paid for the service or part thereof according to the percentage of images supplied.
We have understood the contents of this contract and agree to the terms therein.
Date

Clients signature

Photographers signature

1.2 Location

16 of 16…...

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