SPRING CONCERT REVEAL PARTY
Spring Concert is one of the most anticipated events of the year and the artist is always kept a secret until only a few weeks before the concert. In years past, we simply made an instagram post about the artist, but this year we decided to have a party complete with a "glow park" and swings, photo opportunities, food, drinks, and a fun and suspenseful video shown an hour into the event.
Prior to the event, we created a "Spring Concert Reveal Board" featuring 21 possible artists. Each day at the same time, we would take down one of the artist's photos. This was a great way to generate excitement over who it would be and to help tease the student body with other popular artists.
Total Participants: 150
Features: 2 Free drink tickets for 21+, chicken fingers, mozzarella sticks, mac n cheese balls, and mocktails for everyone
Total Budget: $6,000
Prep Work and Project Background
Prior to the event, we created a "Spring Concert Reveal Board" featuring 21 possible artists. Each day at the same time, we would take down one of the artist's photos. This was a great way to generate excitement over who it would be and to help tease the student body with other popular artists.
Total Participants: 150
Features: 2 Free drink tickets for 21+, chicken fingers, mozzarella sticks, mac n cheese balls, and mocktails for everyone
Total Budget: $6,000
Prep Work and Project Background
- 1 month before event
- Coordinate with glow park vendor (Perfect Parties USA)
- Applied for alcohol permit and ordered catering through the Town of Wellesley and Babson Catering
- Created Spring Concert Reveal Board and Reveal Hype video
- Ordered giveaways and decorations
- Day-Of Responsibilities
- Meet vendor and catering and assist with load-in as needed
- MC the "reveal" aspect of the event and hype up the crowd
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SPRING CONCERT
After 2 years of not having a concert because of the COVID-19 pandemic, our students were really excited for our annual off-campus concert experience! For our concert, we rented our Royale, a club in Boston and ran free buses for students who put down a deposit in advance.
The back end included hours of in-person ticket sales, design and approval process of posters, t shirts, stickers, and tickets, shopping for the hospitality rider, setting up the green room, managing check in keeping in mind the school and the city's COVID-19 mitigation strategies, and of course all the last minute drama! Despite all of this, our students had an amazing time and the energy was so infectious!
Total Participants: 1250
Total Budget: $200,000 ($130-150,000 for artist, $5,000 marketing materials, $45,000 venue, rollover from 2020)
Prep Work and Project Background
The back end included hours of in-person ticket sales, design and approval process of posters, t shirts, stickers, and tickets, shopping for the hospitality rider, setting up the green room, managing check in keeping in mind the school and the city's COVID-19 mitigation strategies, and of course all the last minute drama! Despite all of this, our students had an amazing time and the energy was so infectious!
Total Participants: 1250
Total Budget: $200,000 ($130-150,000 for artist, $5,000 marketing materials, $45,000 venue, rollover from 2020)
Prep Work and Project Background
- 6 months before event
- Surveyed student body to determine preferred genre(s) and potential artist suggestions
- Consulted with Concert Ideas Agency to find an artist available on our date and within our price range
- Chose artist based on diverse wants and preferences of the student body, keeping in mind who would be able to sell out our show
- 3 months before event
- Worked with CAB Advisors and Babson General Council to contract with artists
- Went back to the drawing board for artist selection when one artist's travel schedule and American Visa was impacted because of COVID
- 1 month before event
- Contracts finalized, able to start ordering official marketing materials
- Designed marketing materials - official poster, t shirts, wrist bands, stickers, promotional video, reveal board, ticket design
- Organized "Spring Concert VIP Packages" as raffle and donation prizes
- 2 weeks before event
- Ticket sales open - managed manual ticket sales for 1300 participants and bus deposit reservations
- Determined VIP, All Access, and Staff credentials and communicated with venue security about passes
- Received artists' hospitality riders and ordered/purchased all items from Amazon and Target
- Created and printed directional signage for students, guests, and COVID check-in
- Managed VIP booths and VIP roster, communicated expectations and guidelines to all students involved
- Day-Of Responsibilities
- Transport all hospitality items, signage, credential badges, giveaways, etc. to venue
- Set up green rooms and other day-of hospitality needs
- Coordinated front of house set up and assisted with check-in process and line management
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