The Organisation Diary for my Live Music Event
This blog is on going throughout my project and it will be evidencing and documenting the organisational aspects of my live event.
Wednesday 13th March 2019
I have signed up to Cancer Research UK, by signing up, I have download ‘packs’ that would inform me of what Cancer Research UK does, as well as how to fundraise. This is important to my project as my event is going to be a fundraising event. Preliminary research into this helped me to understand how to fundraise of the charity.
Friday 15th March 2019
I have created a draft email to send to The Glass House on Monday 18th after I have received feedback on the email.
Tuesday 19th March 2019
I have sent an email to the venue that I would like to use, The Glass House, although I have emailed them a bit later than I anticipated, I have received good feedback on the draft email, this helped me to ensure that I was going to send a professional email.
Friday 5th April 2019
Due to no response from The Glass House Via email, I have decided to contact them through Facebook Messenger, as I was successful contacting them this way in a previous project. I sent the same message above as which was written within the email. I also sent a follow-up message to try and make sure that my message was getting read.
Friday 12th April 2019
I phoned The Glass House directly due to a lack of response from my other attempts. I managed to talk to a member of staff, unfortunately a manager wasn’t in to discuss booking the venue with me, so I left a message and my contact details to pass on to the manager.
Thursday 18th April 2019
I called the Glass House again, as no one had called me back, I managed to talk to the Duty Manager Daisy. I took her email down as this was the best way to contact her and organise a booking for my event. Below is the email that I sent her after the phone call.
Tuesday 23rd April 2019
The manager of The Glass House emailed requesting if I had an organised date for the event. I did not see the email until Wednesday 23rd, therefore I could not reply until then.
Wednesday 24th April 2019
I replied to Daisy as I was organising the date and time with my artists, I was able to book and secure the date and the time. I then adapted the promotional posters slightly, to show the correct information. I then announced the event online and gave The Glass House the poster to share on social media. This was a major milestone within my project, I will continue to communicate with the venue and artists, as well as work towards promoting my event.
Thursday 25th April 2019
I contacted a photographer that I know to come and take photographs during my event. He said that he could do it.
Thursday 25th April 2019
Although I knew that the artists were bringing all of their own equipment, I wanted to check that they were going to bring everything, including the table. I also wanted to check how long it would take them to set up.
Tuesday 7th May 2019
Today, I reached out to Ashford Radio to see if it was a possiblility that they could promote my event, this would give my event an added level of exposure to the local community.
Thursday 9th May 2019
Today, I got a response back from Ashford Radio saying that they would give my event a few shout outs on the radio. This is highly benefical to inviting the local community to my event. This is also an important milestone in promoting my event.
Monday 20th May 2019
Today, due to unforeseen medical circumstances, I have been told that I will not be able to attend my event, I have contacted a person with experience and a person who I can trust to be an assistant event manager at my event. I arranged this with a university student called Marcus over the phone. I will be sending over a folder with all of the information he will need on the day of the event. I will be sending this to him on Wednesday.
Today, I emailed I also all people involved with the event, including the venue, photographer and the artists to inform them of the change of plan. All of the replied and acknowledged the situation.
I also called up Cancer Research UK because the fundraising material, such as the collection buckets were yet to arrive. I was on the phone to Richard, who was the Cancer Research UK representative that I had placed the order with. He found that the order had been sent to the wrong address and he would send out a new order to the correct address within next day delivery.
Thursday 23rd May 2019
Despite confirming his attendance to the event earlier in the day, I received the following message from the photographer hours before the event was due to start.
Alice's FMP 