Organising an Indoor event

Workbook

Mikalah Houghton

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.

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:

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.

Exercise 3-

Place all of your final budget figures in this table and compare the difference.

Expense Estimated Price Actual Price

Total Budget Estimate:

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?

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

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

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.

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

Exercise 2 -

If any equipment needs purchasing or hiring, use the table below to create a price list

for the equipment.

Equipment Needed Price

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

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

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

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?

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?

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.

Exercise 5-

Following a similar design to your poster create a design that could be used for

social media