color splash music festival, event plan

COLORSPLASHMUSICFESTIVAL

JuliaFrazee,JackieGansky,ShawahlAbdur-Rahman

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TABLEOFCONTENTSMeetingDocumentation 3 ResearchConducted 6EventDetail 9Budget 11Timeline 12FunctionSheet 14MarketingPlan 16RiskAssessment 20EvaluationPlan 21Sponsorship 23

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MEETINGDOCUMENTATION

Date:Monday,March7th,2016Time:4:30PMLocation:DowntownIthacaAllianceOfficeMeetingLength:4:30PM–5:40PMMeetingObjective:Createaconcerteventplan;gaininsightonwhatwillbeneededtomakethisconcerthappenParticipants:ShawahlAbdur-Rahman,JuliaFrazee,JackieGansky,andTatianaSyWhattobring:Tentativeconcertplan,documentswithideasforconcert,notebooktorecordnotesMeetingwith:TatianaSyAgendaItems:

1IntroductiontoReasonForMeeting-IdeasAlreadyEstablishedby<JackieGansky,JuliaFrazee,ShawahlAbdur-Rahman>

10minutes

2WhatNeededtoCreateaConcertEvent-EstablishPlanbyTatianaSy

30minutes

3CreateConcertEventPlanbyShawahlAbdur-Rahman,JuliaFrazee,JackieGansky

15minutes

4Questions-EstablishGoal,ToCheckintobyShawahlAbdur-Rahman,JuliaFrazee,JackieGansky

10minutes

TatianaSy

SpecialEventsDirectorDowntownIthacaAlliance

tatiana@downtownithaca.comp.607-277-8679f.607-277-8691

Conductedby:JackieGansky,JuliaFrazee,andShawahlAbdur-RahmanGOAL:DiversityInclusionConcertEventatIthacaCollegeToCheckinto:

• Beerandalcoholpolicy• Insurancepolicy

LookatChannelsofRevenue:• Concessions-food

o Whichwillguide$fortalent

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§ Basedonguaranteedincome• TicketSales

Expenses:(needtoprojectexpenses)• Venue

o Iffood+beverageisincludedwithprice• Security

o Hourrateperguard/perattendeeo “SecurityPlan”

• InsurancePolicyo Createclub/organization,forfundingpurposes

• Time:7pm-10pm(3hr.window)o x(2)-45minopenero x(1)-Headlinero 15minute(minimum)-forchangeovertime

• Idea:*DJtostart(saves$,getscrowdgoing)• Step&RepeatInclusion

Income:• Merchandise-possiblet-shirtforspecificevent• Artist(ifontour)

o Tosellmerchandiseo 90/100(intheirfavor)split

• PhotoBoothRentalo Maybewiththeirnewt-shirtpurchaseo Localvendorsponsors

• Meet&Greet• MerchandiseBundle(previouspaidfor)

MentionedContacts:• DavePrunty• DonFoote-t-shirtcompany(local)

Sponsorship:• Providedby…

o Withlogoadditionont-shirtandmerchandiseo Banneronstagewithlogoappearance

• Wegman’s,LocalHotel(freeratepossibility)• PotentialPackagesforSponsors:

o Gold,Bronze,Silvero Whatcompaniesoffertoourdemographic-inregardstopickinga

suitablesponsoro WhatWEcanofferthebrand/company

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o Bannerwithlogo-forbrandexposure§ Posterlogoaddition

One-Sheet:SponsorDeck• Exposure-breakdown• Differentsponsorshiplevelstheycanbuyinto• Ourcontactinfo

Tips:• Comeupwitha“wishlist”• Potentialcircumstances,andlevelsofoperationassociatedwitheach• Comeupwithcertainscenarios• Theplanfortheminimumwebelievewecanproducentermsofexpensevs.

revenueoutpositiveeventoutcome

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RESEARCHCONDUCTEDDATE&TIMINGWhileconductingresearchwedecidedtolookintosimilarlocalevents,targetaudience/demographic,andfunding.WenoticedtherewerenobigeventsatIthacaCollegeintheSpringSemester,anddecidedthatApril15,2017wouldbeanidealweekendfortheconcert.ThisistheweekendbeforeEastersotheprobabilityofstudentsbeinginIthacaisveryhigh(sincemanygohomeforEasterthefollowingweekend).Wealsothoughtthiswouldbeanidealdatebecauseitisrightinthemiddleofthesemesterandcourseloadisusuallyprettylightaroundthattime,somorestudentswillbeavailabletogototheconcert.Moreimportantly,IthacaCollegeColorWeekendsthatweekend,sowefeltitwouldbeagreatideatocombinethoseeventsandhaveourconcertbetheendcelebrationtothatweek.Wethoughtthiswasidealsincethegoalofoureventisdiversityinclusion,andthat’swhatColorWeekispromoting.SIMILAREVENTSAfterdevelopingtheideaoftheColorSplashMusicFestival,wedidlookedintopreviousconcertsthatweresuccessfulintheIthacaarea.Wefoundacommonthemeamongthemostpopularconcerts;allofthemhadhiphop/rapartistsastheirheadliners.Werealizedthatthiswasthedirectionwewantedtogoinforoureventhereoncampus.Thespecificconcertsweresearchedwere:

• SlopeDay–Cornello ChancetheRapper,2015o Ludacris,2014o KendrickLamar,2013

• DowntownConcertso TalibKweli,2015

• IthacaCollege,EmersonSuiteso Jeremiah,2014

Alloftheseconcertshadhugeturnoutsandhighsuccessrates.Sinceweknewthisgenrewouldgeneratealotofattentionandattendanceweturnedourfocusonlookingintohip/hoprapartistssuchasWizKhalifa,2Chains,andTheWeekend.PINTERESThttps://www.pinterest.com/juliafrazee/color-splash-music-festival/WecreatedaboardonPinteresttohelpgetideasforourevent(seelinkabove).Wepinnedideasforpromotionalpostersandadvertisements,concertlayouts/decoration,merchandise,andfunconcertgiveaways.AnotherelementthatwashelpfulonourPinterestboardwasapinforeventplanningtips.Overall,this

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wasagreatwaytoorganizeourideasandgetvisualsforwhatwewantedourconcerttolooklike.Wedecidedtogowithabrightneon-ravevibetogoalongwithourcolorsplashtheme.Herearesomeexamplesofourpins:Asyoucanseefromtheexampleswewouldliketocreatearave-typevibe.Thiswouldaddafun/hypeelementtothehip/hoprapconcert.Wewouldplayaroundwithbrightlighting,balloons,andconfetti.Wealsolookedintousingbrightcoloredfabricstoputoverwhitelightstoreducecosts.DEMOGRAPHICSOurmaingoaloftheeventistopromotediversityinclusionsowewanttoensureweareappealingtoallstudentsnotjustonespecificgroup.Thatbeingsaid,ourdemographicortargetaudienceismainlyIthacaCollegestudents.Wealsowanttoreachouttoothercollegestudentsintheareainordertogenerateabiggeraudience.Sinceourdemographicismainlycollegestudentswelookedatotherconcertstoseehowmuchtheywouldbewillingtopayfortickets.Wedecidedthatpricinganywherebetween$20to$30wasideal.Thiswouldalsohelpusgenerateenoughrevenuetogetadecentperformer.MARKETDATAFORAREAAsImentionedearlierwerecognizedthathiphop/rapconcertsaresuccessfulinthisarea,butitisnotamarketthathasreallybeentappedintoatIthacaCollege.WesawthisasauniqueopportunitytobringattentionandrevenuetoIC.Sincehiphop/rapappealstoourdemographicmorethananyotherwesawthisasaperfectopportunity.

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FUNDINGForfundingwelookedintovariousclubsandorganizationsthatwefeltwouldliketocontributetoourconcert.IdeallywewouldliketopartnerwithICColor,whichistheclubthatorganizesColorWeek.WealsolookedintogettingfundingfromIthacaCollegeEventsBoard,andtheBureauofConcerts.Furthermore,welookedintostartingaclubofourowncallClubE.P.I.C.Beingapartofaclubwouldgiveusmoreopportunitytoreceivefundingfortheconcert.Someadditionalmeansofrevenueweresearchedwerethroughticket,andmerchandisesales.

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EVENTDETAILTHE5W’SWho

• TheaudiencewillincludeICstudents,othercollegestudentsinthearea,andmembersoftheIthacacommunity.

• Weareaccountingforaround6,000attendeesWhat

• ColorSplashMusicFestival,promotingdiversityandinclusionatIthacaCollege.

Where• IthacaCollege,AthleticandEventCenter(A&E)

o Capacity:6,700o Handicapaccessibleo Multipleemergencyexitso Easilycontrolled/monitoredentranceso Facilityequippedwithrestroomso Additionalprivateroomsforartistsonupperlevelo Parkinglotforfacilitylocateddirectlyonsite

When• April15th,2017(SpringSemester)• DuringIthacaCollege’sColorWeek

Why• DiversityinclusionconcertatIthacaCollegetobringindividualstogetherfor

afunanddiverseevent.AUDIENCE

• IthacaCollegeStudents• LocalCollegeStudents• IthacaCommunitymembers

ATTENDEESIndividualsofallraces,cultures,andbackgroundsinterestedincomingtogethertocelebratetheendofColorWeek,andgotoanawesomeconcert.Weencourageanyonewhoenjoyshiphop/raporjustconcertatmosphereingeneraltoattend.Wewanttopromotediversityinclusionthroughmusicandafuntime.

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THEMEDiversityInclusion

• Wewanttopromotediversityinclusionsoourgoalistohostsomebigtimeandupcomingartistsfromallgenres,rangingfrommodernrockandurbanfunktoHip-HopandR&B.WewouldbeworkingwithICColortofurtherpromotethisdiverseevent.

ColorSplash• SincewearehostingtheeventattheendofColorWeekwedecidedtoplay

aroundwiththatthemeandmakethisconcertaneon,colorsplashevent.Wewoulduseneondecorations,lighting,confettiandballoonstocreateabrightrave-likeatmosphere.Wewouldencouragestudentstowearbrightclothesthatstandoutinablacklight.

LOCATIONIthacaCollege,AthleticandEventsCenter

• ThissitehasheldmanyeventsandaconcertintheSpring2016semester.Ithasthecapacityforabout6,700peopleandanaccessibleparkinglotonsite.Itcanbeeasilysecuredandmonitoredbypolice.

TRANSPORTThereisplentyofparkinglocatedbothinfront,andbehindtheA&ECenter.ThereareadditionalparkinglotsnearEmerson,andtheRoyH.ParkSchoolofCommunication.Individualswoulddrivethemselvesorcarpoolwithfriendtotheevent,andwewouldhavestaffonsitetodirecttraffic,orgivedirections.Wewouldalsomarkthedifferentparkingareas,toreduceconfusionandtraffic.MENUThereisaSodexocateringstationlocatedinsidetheA&ECenter.Wewouldgothroughthemtoprovidebeveragesandeasysnackingfoodduringtheconcert.Fortheartistswewouldliketousealocalrestauranttocaterforthemduringtheirstay.Whowechoosetoprovidefoodfortheartistswoulddependontheirpersonalrider.

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BUDGET

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TIMELINE6MonthsOut:

• Determinewhattypeofartistcampuswouldprefer• Conductsurveyforpotentialaudienceofpreferredgenreofmusic

4MonthsOut:• BookTalent

Reservevenue(getinwriting)• Bookcatering• Booksecurity• Hirevolunteers

3MonthsOut:• ReleasePressRelease• Createfloorlayout• Developinternetmarketingplan• Announceticketingsaleinformation

2MonthsOut:• Determinecommitteesandassignresponsibilities• Reconfirmvenueandreassessbudget• Developmarketingplanbasedonspecificartist• Sendemailandsocialmediablasts• Contactpotentialprintmedia• Contactpotentialradio• Contactschoolpaper

6WeeksOut:• Handoutanddistributeflyers• Confirmallaspectsofshow:Venue,production,catering,staffing,security• AnnounceOpenerArtist

4WeeksOut:• AnnounceHeadlinerArtist

2WeeksOut:• Checkticketsales-adjustoutlets/marketingasneeded• 1WeekOut:

Callswithtourandproductionmanager• Confirmloadintimeforbandandproduction• Venuereview• CreateAllAccessPasses/CreateWorkingPasses• Finalmarketingpush-ifnecessary

DayBefore:• Finalcheckinwithtourmanager• Confirmandcleandressingrooms/cateringareas• Confirmvenuestaff• Chargephones,gatherandchargewalkie-talkiesandheadsetsforcrew

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• Get:dressingroomrequirements,earplugs,water,sharpies,phonebooks,flashlights,gloves,lanyards,runnerinfo

DayofEvent:April15th,20176PM–10PM

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FUNCTIONSHEET

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MARKETINGPLANPRESSRELEASE

- FOR IMMEDIATE RELEASE - Event Planners Executive members contact Shawahl Abdur- Rahman C. (607)-555-5555 E. Sabdurr1@ithaca.edu Julia Frazee C. (607)-555-5555 E. Jfrazee1@ithaca.edu Jacqueline Gansky C. (607)-555-5555 E. Jgansky1@ithaca.edu Date for release January 1,2017

Headline: A Splash of Color The color splash debut concert, promoting diversity and inclusion, will take place during Ithaca College’s color week, the third week of April 2017. The location of the event will be the newly establish Athletic and Event center (A&E), designed to host a crowd of 6700 people. The concert will host some big time and upcoming artist from all genres, ranging from modern rock and urban funk to Hip-Hop and R&B. The headline artist for the new annual color splash concert has not yet been named. However, there has been rumor of artist like Drake, Wiz Khalifa, Ed Sheeran, and The Weekend amongst the artists expected to be named the headliner of the Color Splash Event. Executive member Julia Frazee, of the student club E.P.I.C. (Event Planners Ithaca College), came out with a statement confirming the possibility of these artists. Julia Frazee said “ We have been in contact with those artists’ managers and others about being the headliner for our event. I can’t confirm that we have found a headliner but an announce will come out in the next two weeks with his or her name.” She did confirm the first 200 ticket holders will receive a signed T-shirt from the headline artist. The school is excited about the event and it’s potential success. Interim Chief Diversity Officer Roger “ Doc “ Richardson had something to say about the event: “ After the hard, controversial fall 2016 semester at Ithaca College. Where diversity and inclusion became the main topic of decision and concern. To see an event like the color splash annual concerts take place shows that the students and the college are taking steps in the right direction. As we slowly build a better college community. “ For more information or to volunteer, contact executive member Jacqueline Gansky via. Email: jgansky1@ithaca.edu or message us on Twitter @clubEPIC

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PSA60SECTALKINGPOINTS:• Name:ColorSplashMusicFestival• Date:Friday,April26,2017@6p.m.-10p.m.• Where:IthacaCollege,AthleticandEventsCenter• Performers:TBA• Hostedby:StudentEventPlanners(TBA)• Ticketsavailableforpurchase:February1st• Why:CelebrationofdiversityandcolorweekatIthacaCollege• FunFact:First75peopletopurchaseaticketwillreceiveafreesignedshirt• Sponsors:TBA• Repeatname,date,time,place

SAMPLEPSASCRIPT60SEC:It'sDj________withWICBbringingyouapublicserviceannouncement,FridayApril26,2017fromsixuntiltenpm.,ClubE.P.I.C.bringstoyou,theColorsplashMusicFestivaltocelebrateandencouragediversityduringIthacaCollegeannualColorWeeksponsoredby:_______,______,________and_________.Therewillbeperformancesby________,__________,and________,ticketsgoonsaleFebruary1st.Funfact:thefirst75peopletopurchaseaticketwillreceiveafreet-shirtsignedbyalltheperformers.ThecolorsplashmusicfestivalwilltakeplaceFriday,April26,2017from6to10pmintheIthacaCollege,AthleticandEventsCenter.It’sDj______withWICBlet’sgetbacktothemusic.PSA30SECTALKINGPOINTS:

• Name:ColorSplashMusicFestival• Date:Friday,April26,2017@6p.m.-10p.m.• Where:IthacaCollege,AthleticandEventsCenter• Performers:TBA• Hostedby:StudentEventPlanners(TBA)• Ticketsavailableforpurchase:February1st• Why:CelebrationofdiversityandcolorweekatIthacaCollege• Repeatname,date,time,place

SAMPLEPSASCRIPT30SEC:It'sDj________withWICBbringingyouapublicserviceannouncement,FridayApril26,2017fromsixuntiltenpm.,ClubE.P.I.C.bringstoyou,theColorsplashMusicFestivaltocelebrateandencouragediversityduringIthacaCollegeannualColor.Therewillbeperformancesby________,__________,and________,ticketsgoonsaleFebruary1st..ThecolorsplashmusicfestivalwilltakeplaceFriday,April26,2017from6to10pmintheIthacaCollege,AthleticandEventsCenter.It’sDj______withWICBlet’sgetbacktothemusic.

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POSTER&FLYEREXAMPLE

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SOCIALMEDIAWeplanonusingmanyformsofsocialmediatohelpspreadthewordaboutourevent,andtokeepconcertgoersengagedandinformed.WeplanonsendingoutmassemailsthroughIntercomRounduptoinformICstudentsoftheeventandprovidethemwithdetails.AdditionallywewillcreateFacebook,Instagram,andTwitteraccountsforClubE.P.I.C..Thisiswherewewillsendoutpostswithupdatesandspecialpromotionaldealsfortheconcert.

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RISKASSESSMENTWehaveidentifiedthefollowingpossiblerisksandoursolutionstothoseproblems:CrowdSafety:

• WewillhaveEMToncallforemergencyhealthrisk,andOPSofficersonsitetomanagethecrowd.

• Bagsecurity(Nobagswillbeallowed)SneakingIn:

• Theentrancesandexitsarealleasilycontrolled.Wewilllockamajorityofthedoors,keepingonlyafewmainentrances.OPSofficerswillmonitortheseentrances.

RainorShine:Flooding• Theeventisindoorssonomatterwhattheconditionsaretheeventwillstill

beabletogoon• Ithacastaffondutytoattendtothebuildincaseofaflood

DirectionConfusion/Traffic:• Wewillhavevolunteerstoassistwithguidingdriverstotheeventand

parkinglots.FalseTickets:

• WewillbeusingEventbritetoensuretheticketsarenotduplicated,andwewillhavevolunteersatthedoorstochecktickets.

ArtistSafety:• WebeusingextrasecurityaroundArtistlocation,aswellas,backdoor

entrancesandexits.StageAccess:

• Toensuresafetyofboththeartistsandconcertgoers,wewillputupbarricadesinfrontofthestage.

Poweroutage:• Wewillhaveabackupgeneratorondeck,aswellasanAVteamforsound.

Overall,weexpectthisconcerttobeofmedium-risk,andweareprepared,shouldanythinghappen.

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EVALUATIONPLANOurevaluationplanwillbeginwithanassessmentofwhowouldgeneratethemostinterestasaperformeratIthacaCollege.Toidentifythis,wewillsendoutanonlinesurveytoallIthacaCollegestudentsthroughanemailfromClubEpic’semailaccount(EPIthacaCollege@gmail.com).Fromthis,wehopetogenerateinformationfromourmaintargetaudience,IthacaCollegestudents,ontheirfavoritemusicgenre,favoriteperformers,andwillingnessofamountofmoneytospendonaconcerttickettoseeawell-knownartist.

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SurveymadeandconductedthroughSurveyMonkeySoftware.

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SPONSORSHIP

Sponsorship Packages for Diversity Inclusion Concert: Color Splash at Ithaca College

Gold Sponsor — $1000

• Logo on Merchandise (logo must be provided by March 1st, 2017)

• Logo on event promotion banner

• 4 tickets to concert event

• Access to private catering room throughout event

• Announcement in all PR and media

• MC Announcement at the event

• Acknowledgement of company on event Facebook page, Twitter, and email thank you notes (provided by)

• 10 Merchandise with logo display

Silver Sponsor — $500

• Logo on Merchandise (logo must be provided by March 1st, 2017)

• Logo on event promotion banner

• MC Announcement at the event

• 2 tickets to concert event

• Acknowledgement of company on event Facebook page, Twitter, and email thank you notes (provided by)

• 5 Merchandise with logo display

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Bronze Sponsor — $250

• MC Announcement at the event

• Acknowledgement of company on event Facebook page, Twitter, and email thank you notes (provided by)

General Sponsor — Value: $_______ Item/Service: _______________________

• Acknowledgement on event Facebook page

PLEASE PROVIDE COMPANY LOGO IN EPS AND PDF BY MARCH 1st, 2017.

Company Name: _____________________________Contact Name: ________________

Email: ______________________________________Telephone #: ________________

Street Address: _____________________________City, State, Zip: ________________

Formoreinformationpleasecontact:

EventPlannersIthacaCollege

(267)825-4315EPIthacaCollege@gmail.com