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Organising an Indoor event
Workbook
Mikalah Houghton
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This workbook is designed to give an education in how to set up an event from start
to beginning. Both indoor and outdoor events are included within this workbook in
separate sections.
To complete this work book, please use the guide provided to help however external
research is required.
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Section 1 – Budgeting.
As explained in the guide, a Budget is set up of different sections starting with an
estimated budget and through research an actual budget is then set. By completing
these exercises, it should develop and understanding of how to produce a budgeting
document.
Exercise 1-
Using the basic layout in this grid, produce a basic estimated budget for an indoor
event that doesn’t require any external licenses or equipment.
Expense Estimated Price
Total Budget Estimate:
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Exercise 2-
Using the expenses from the estimated budget, your task is to research the actual
price of all of the aspects listed. Pick a local venue and create an actual budget for a
small event to be held there. This does require some research and the figures should
be accurate for the event being held.
Expense Actual Price
Total Budget Estimate:
The actual budget should be different to the estimated budget, but keep in mind that
different venues and companies do charge different prices.
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Exercise 3-
Place all of your final budget figures in this table and compare the difference.
Expense Estimated Price Actual Price
Total Budget Estimate:
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Exercise 4-
Setting a ticket price is one reason a budget is required. The budget determines how
much the tickets should be sold at to break even. From here as long as the tickets
aren’t sold for anything lower, then the ticket price can be adjusted to make a profit.
To work out the breakeven point, half the capacity of the room as it is a possibility
the event will not reach capacity. Take the capacity and divide it by the price of the
venue.
What is the capacity of the venue?
What was the total expenditure of the event?
How much should the tickets cost to break even?
How much profit would be made if the event reaches capacity?
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Section 2 – Venue
The venue is the first important step to organising an event. This is a research based
Section about selecting a venue for the event.
Exercise 1-
Research into the local venues surrounding the area that an event could be held at.
Use the table below to log the research into the venue.
Venue Capacity Price
By looking at the options, order the venues in suitability for your event:
1st
2nd
3rd
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Section 3 – Booking the Bands
This section is self-explanatory, the amount of bands booked is done by the event
runner’s discretion. This has many factors like time and expenses that does effect
the amount of band booked
Exercise 1-
For an event at a small venue create a set list of bands that would stick to a 3 hour
time limit and to the amount set in your budget for paying the bands. Remember to
take into account for band change over times.
Band Time Playing Expense
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Exercise 2-
Once the bands are booked use the space below to create working set list of songs
and times that accommodate both the bands and engineer working the gig.
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Section 4- Equipment Required
Exercise 1-
Using the table below, list all equipment the venue already supplies, and all the
equipment that is required for the event to be a success.
Supplied Equipment Equipment Needed
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Exercise 2 -
If any equipment needs purchasing or hiring, use the table below to create a price list
for the equipment.
Equipment Needed Price
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Section 5 – Health and Safety
Health and Safety is a very important aspect to the successful running of an event.
With many aspects that could go wrong, a risk assessment is required. As explained
in the guide a risk assessment allows the risk to be assessed and prevented before
the accident occurs. This is one of the most important document to be completed
before the event runs.
This exercise, you are required to develop risk assessment of the venue chosen for
the event that you are running. This should cover all aspects of safety including but
not limited to:
Trips and falls
Safety of the Bands
Safety of the Audience
Safety of the Staff
Electrical Safety
Fire Safety
Consumption of Alcohol
Emergency access and exits
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Site Risk Assessment
Location: Issue Date:
Activities Involved:
Hazard Severity
1- None
2- Minor injury
3- Major injury
4- Major injury/ Death
5- Multiple Deaths
Hazard Probability
1- Extremely Unlikely
2- Very unlikely
3- Unlikely
4- Likely
5- Very Likely
Risk rating
High – 17-25
Medium – 9-17
Low – 1-8
Hazard Involved? Who might be harmed
and how?
Precautions already in
place
Risk rating What further action is
necessarySeverity Probability Risk No Risk
Rating
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Section 6 – Legalities
Legalities are an aspect that the event requires to have to run. The event has to
abide by all the laws and have the correct licenses in place for the event to run.
Exercise 1 –
Research and explain why the laws are needed. Also explain whose responsibility it
is to make sure these laws are abided by.
1. Licensing act 2003
2. PRS licences
3. Health & Safety at Work Act 1974
4. Electrical Safety at Places of Entertainment (GS50)
5. The Control of Noise at Work Regulations 2005
6. Regulatory Reform (Fire Safety) Order 2005
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Section 8 – Marketing
Exercise 1 –
What ways are there to advertise a local event?
List the top 3 ways you would market a local event.
1st
2nd
3rd
Exercise 2-
Looking at the design of this poster, what would you say
were the main aspects to the marketing strategy?
Why would they use these strategies?
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Exercise 3-
For this task, you are required to research into events that are being put on in your
local venue.
What methods do small venues use to promote their event?
Is there any build up methods they use?
Is there any methods you would use to distribute your promotional material for the
event?
Why would you choose these methods?
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Exercise 4 –
Following the basic design ideas of a local event, now create a draft design of a
poster that could be used for an event.
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Exercise 5-
Following a similar design to your poster create a design that could be used for
social media