UNIVERSITI TEKNOLOGI MARA (UiTM) SHAH ALAM

FACULTY OF MUSIC

MUE 601

MUSIC ADMINISTRATION & MANAGEMENT

EFFECTIVE EVENTS MANAGEMENT STRATEGIES AND

PRACTISE FOR MUSIC INDUSTRY

PREPARED BY

NADIA SYAKILA BT MOHD ZAINODIN

2016589347
 Proper event management strategies and practice is vital for our successful music industry
event. The event management plan can perform a number of important functions including to
helps secure permission for the event to proceed, ensures to consider all relevant angles during
planning and provides support during the event. In addition, it’s to ensure the successful of a
management strategies and practice for the music industry. Thus, there are ten main areas to
support the strategies and practice.

First and foremost, we need to have a plan. In terms of planning strategies, we need to
setup a goals, objective or purpose, time, place and logistic. First thing first, we need to set a
goals which mean on what exactly we want to accomplish. Basically, it’s not how many people
do you want to show up. For example, we want new people to be part of our organization, or
even to target 1,000 raised or to get people excited. Literally, we need to think of the top three
things we wish would happen as a result of this event and concentrate on them becoming a
reality. Maybe one goal is financial, one is social, and one is personal. After all, it's depend to
us.

Secondly, we need to define the event's purpose. Having a formulating goals will help
us to lead the event in the right direction. For example, to educate our community, persuade
potential donors for funds, or to celebrate a specific individual or group of individuals. The
main idea is to get as narrow as possible. Think of it as our mission statement and framework
for success. It’s a lot easier when we know exactly what we want to do.

In addition, we need to decide on a time and place. This is the most important thing
when it comes to our event. We want a time when everyone will be free and a place that's a
convenient location and something we can afford to book. The date might already be pre-set
for a reoccurring event, but if this is a new event, be sure to consider the following before
firming up our date. If our event is a large event we should realistically begin planning it four
to six months in advance. Smaller events need at least one month to plan. Be aware of statutory
and religious holidays. Avoid school holiday time periods such as winter, spring and summer
holidays. Also, we need to check dates with key participants such as speakers, presenters, VIP
guests, etc. To keep the final run up to the event flowing smoothly, try to ensure that all vendor
contracts are completed a few weeks before the event.

Other than that, we need to think about logistics. For example, we need to consider
about parking, handicap accessibility, the size of the space, the equipment, extra items such
as drinking water for speakers, badges, brochures which will cost extra expenses and how
many people are needed to truly make it run smoothly. It's important to sit down for a minute
with ourselves and with our team to consider all sides of the story. Not to forget, the obstacle
that can be foreseen and prevented, any special guests that need to be accommodated or any
exceptions that need to be made.

Furthermore, we need to prepare a budget. All possible expenses, incomes, sponsors,

and contingent expenses should be included. If we don't do budget, we'll end up with a wad of
receipts, an empty pocketbook, and no idea of what happened. Be realistic from day one so no
surprises are seen the day of. Also, we need to find ways to keep a low costs low considering
a cheaper venues. I believed, a small and simple gathering that goes well is always more
impressive than a party thrown to the nines that's a flop. Moreover, we may collect sponsors
and other sources of money from delegates. There will be a lot of expenses being incurred in
the upcoming weeks and we don't want them all to come out of our own pocket. Collect at least
some of the money to cover the initial fees such as the venue, equipment and caterers. Some of
these people, places or things may require payment before the event even starts crawling.

Moreover, we need to think about marketing and advertising. First and foremost, we
may prepare a draft poster. It should include the tentative date, time, venue, chief guest, name
of the event, and a theme or tag-line for the event. Nevertheless, let us think about other ways
to get the word out, too. For example, a social media platform such as e-mail, Facebook,
Twitter, the other two dozen event websites out there. Also we need to consider about what do
we need before the event to get people there and what do we need at the event to keep them.
After that, we need to market the event. Another big example, we may release advertisements,
inform the media, make phone calls, send messages to e-groups, and visit potential participants
or sponsors. Make sure the information we're putting out there is fully complete.

Next, to strengthen the progress of our event, we can allocate responsibility to organize
each every one of their own job scope. First, we may gather volunteers. Good team members
with different skills are a necessity. They can help with everything from preparing schedules
and budgets, to making invites and posters, to welcoming in guests and doing the dirty work
of cleaning up afterward. In other words, they can help us to get things done. And if we can,
get volunteers who we trust. Make sure to keep team members and supervisors with our plans.
Collaboration can make our job easier. When we ask them to help, be as complete as possible
from the get-go about the expectations for them and their level of involvement. If we aren't in
a situation where finding volunteers is feasible, hire a crew. It all depends on the type of event
we're organizing. The venue may be able to provide us with one or we can go through a third-
party staffing agency. But the most important thing is to organize ourselves. Take a breath and
open up Excel. Prepare a draft schedule of the activities in the event. Make a few spreadsheets
to organize our thoughts. It may seem like needless paperwork now, but in two months we'll
be profusely thanking our past self for looking out for us. Also, we may prepare a time line
with deadlines for each activity. Write down everyone's names and where they're needed when.
That way we can organize ourselves and field any future questions from others.

As to promote our event, we need to make sure to update any websites connected to the
event. We're probably on Facebook and Twitter, but there's a ton of other websites you can use,
too, that can help us get the word out. In addition, if we're looking to sell tickets online, AirAsia
RedTix is pretty good medium. And, of course by our website/blog/Facebook page, if we have
one. We can send out reminders, set up pictures, and monitor RSVPs. The more active we are,
the more your presence will be known.

As in addition, the real key to successful marketing is targeting to our audience and client
needs. If we assume that just anyone and everyone is our customer, we’ll just be wasting our
valuable time and money. Before we can reach our prospects, we have to be able to identify
them. Trying to sell our products or services to the wrong customer is equivalent to putting our
shoes on the wrong way. Selling to our target audience will eventually strengthen the progress
of our event. Also, we need to pay attention to our current customers that can be broken down
into demographics factors such as age, occupation, gender, income level, education level,
marital or family status, location and ethnic background.

Other than that, we need to consider the safety and security. Even though the process is
quite complex and requires extensive coordination and communication but by employing the
right security practices, we’ll ensure the safety of our guests and staff, plus we’ll prevent
damage to the venue and related property. Firstly, we need to identify all venue entry points.
We should also know how the coordination of the venue is. By any means this is beyond the
actual entry points where people may be able to enter. This may include a back door reserved
for staff, or a window that can be opened from the outside. Once we identify all points of entry,
be sure all personnel and especially the security team is made aware. Creating a diagram where
we can share an easy and effective way to give the team a visual understanding. The larger the
crowd, the more likely it is that something can go wrong. Staff needs to be versed in managing
large numbers of people and exerting authority when need be. The security team may need to
perform the following with respects to crowd management. For example, ask guests to move
away if they’re blocking the exit, monitor the registration line to keep it organized and prevent
people from cutting by Using cones, yellow tape, or stanchions. Ensure guests don’t stray into
staff-only areas or areas reserved for VIP.

Moreover, the talent buying and artist relations are closely tied together as what comes out
of the negotiations and contracting with the artist defines what the Artist Relations team will
need to do during the event. A key component to ensuring a successful event is making sure
our guests are entertained, which sometimes means we have to add an additional entertainment
to our planning. The most important things you should know about booking artists for an event
is to determine what sort of acts we’d like to see at our event, and what sort of talent budget
we have. Research into our preferred list of acts’ availability, and make inquiries into ones that
are available to their respective agencies. Also, we may negotiate the proper amount of
compensation and allowances such as hotels, ground, backline, specific rider requests,
production needs and many more.

Next, if we want our event to stand out, we need to choose a timely and compelling
branding that sets us apart from our competition. This means that we need to come up with a
dynamic overall theme and we need to take great care with the actual name since it can be a
key attention-getter, especially in online media. Firstly, we need to brainstorm of our event
names where how our event is different from other events in your sector. Also, what are we
hoping to convey through this event. Secondly, once we’ve come up with a name, also try to
craft a tagline with a short, memorable branding slogan that describes the event. Thirdly, the
final step will be having a logo created to represent our event. A logo can be an effective
branding tool by offering immediate recognition of our event in all of our publicity and promo
items such as t-shirts, water bottles, bags, and other merchandise.

Communication is the key. Hence, we must meet and talk with our team. Get approval for
our budget, schedule, etc., from team members as well as supervisors. Right now is a good time
to get all the questions bussed out. We need to make sure that everyone know their obligations
and comfortable with any and all issues. Once again, meet with team members and volunteers
to brainstorm any problems that might arise. This is also the perfect time to create an action
plan. Make sure the team does not have any internal problems. Stay in touch with all team
leaders as well as team members and volunteers. Take care of all the post-event
duties. Depending on our event, this could range from absolutely nothing to a long-list of thanks
and receipts. For an instance, thank the all team members, especially sponsors and volunteers.
Finalize and settle the accounts. This should be done as quickly as possible. The fewer loose
strings, the better. Also, we may have a thank you party for those who helped. We want our
crew to feel appreciated and donors to feel like they made a difference to a good cause.
Distribute any souvenirs or other publications to relevant people and deliver the receipts to
sponsors and others.

In conclusion, we need a proper and systematic event management strategies and

practice for the successful of our music industry event. This is to helps secure permission for
the event to proceed, ensures to consider all relevant angles during planning and provides
support during the event. With all the strategies, we may have a systematic planning without
any hustle and proper strategies.