Ska Night Brief
The assistant manager pack that follows is to be sent to the assistant manager to review before the night. It is made up of job role, roles on the night, named trusted collection team, information about the event and AE Events, a day plan, health and safety procedures and a back up plan.
Assistant Managing Role
Your job role as assistant manager for this particular event will be mainly to oversee set-up and to oversee the event as a whole. Please ensure you read this document thoroughly and contact the event manager/organiser as soon as possible if you have any queries or concerns. As you will be working under “AE Events” please ensure that you represent the business professionally.
Roles on the Night
Marcus Bowers – Assistant Event Manager
Alice Teehan – Event Manager (will be absent on the night due to unforeseen circumstances)
Daisy Guy/Elliot Reeves – Venue Managers
Oliver Hill – Photographer
Hannah Rae Phillips/Richard Simmonds – Artists & Techs
Trusted Collection Team (to handle buckets/collect donations)
- Marcus Bowers
- Andy Graham
- Hannah Rae Phillips
- Richard Simmonds
About the Event/AE Events
- AE Event is an events management and organisation company that has been created by Alice, an Ashford College student, for a FInal Major Project for a summative grade.
- AE Events has a Facebook page (@AEEventsuk).
- The charity, Cancer Research UK, has been chosen because everyone knows someone who has been affected by it.
- The night is to fundraise, celebrate 40 years of Two-Tone music, and is a product of course work created by Alice, a student of Ashford College.
Day Plan
17:25 – Greet Venue Managers and Prepare For Artist Arrival.
Introduce yourself to the managers. Ensure that the back door is open ready for the arrival of the artists. Familiarise yourself with the diagram of the venue and ensure you know where facilities are upon arrival. Place collection goblets in appropriate places with a leaflets about Cancer Research UK.
17:30 – Artist Arrival.
Greet the artists. Ensure they know where facilities are such as toilets, stage and power outlets.
17:45 – Artists Set Up/Soundcheck.
Ensure that artists are setting up at this point. Take photos of the set-up for documentation of the events. Please make note of any problems that arise, ensure to use the back-up plan/risk assessment within the Managing Event Pack to prevent delays or problems. In the case of disputes or problems not covered, call Alice directly.
18:45 – Photographer Arrival.
Greet photographer. Ensure he knows where facilities are.
19:00 – Gig Begins
As the event is getting underway, document the gig through media e.g. videos and photos. Make a note of any problems or positive interactions from the audience.
19:30 – 1st Headcount
Document a headcount of the audience at the beginning of the event.
21:30 – 2nd Headcount
Document a headcount of the audience towards the end of the event.
22:00 – End of Event
5 minutes before remind the artists that they have 5 minutes until the end of the set. Artists will pack down and remove the equipment from the venue. Ensure that 1x collection goblets and 1x collection buckets are collected.
Problem Solving for Thursday 23rd May 2019
Malfunction of Equipment
PA System – An agreement has been made with the Ashford College that in the case of a faulty PA system, the college equipment can be used.
Cabling – Use spare cables provided by artists, if cables do not work use spare cables provided by Alice.
Performance Equipment e.g. turntables and audio mixer – Work with artists to come up with a solution, for example: Use only one turntable, use the audio effects and volume dials on the back of the PA system to compensate for the audio mixer.
The Audience
Work with the duty manager of The Glass House to resolve any issues such as intoxication or unwanted behaviour.
Health and Safety
See risk assessment and diagram on the following page.
Please contact Alice Teehan immediately in any discrepancies or issues not covered within the Assistant Manager’s Pack.
Risk Assessment
Health and Safety Diagram – Fire Exits & Facilities
Conclusion
In conclusion, this event pack for the Ska Night has got everything of importance within it, it has the risk assessment, diagrams, a description of the role, an indepth day plan and more information that I have added to adjust to the fact that I would not be using the pack, rather that my appointed assistant manager would be using it. I have sent this to the assistant manager, he has had a look and the brief and he found it to be “good” with “indepth information”, overall he told me that he felt confident about assistant managing the event.
Alice's FMP 