Music On The Mound

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Music On The Mound

  1. 1. Music on the Mound Summer Concert in Knoxville, Tennessee Tiffany Hickem, Lindsay Hickman, Walter Hodge, Alicia Nunez, Paul Remy & Whitney Wilkins
  2. 2. Music on the Mound Concert Information <ul><li>What: Knoxville’s Summer Music Concert </li></ul><ul><li>Where: Smokies Park, Knoxville, Tennessee </li></ul><ul><li>Date/Time: Saturday July 18, 2009; </li></ul><ul><li> gates open at 5:00pm, first artist performs at 6:00 </li></ul><ul><li>Size: 6,000 concert-goers, projected minimum of 5,400 to a maximum capacity of 6,400 </li></ul><ul><li>Target Population: Local families, youth & college students </li></ul><ul><li>Cause: Raise money & awareness for music education in the Knoxville area. </li></ul><ul><li>Ticket Price: $35 </li></ul><ul><li>Artists: Jake Owen & The Wreckers </li></ul>
  3. 3. Jake Owen <ul><li>Up & Coming artist </li></ul><ul><li>Plays in smaller venues </li></ul><ul><li>Nashville-based </li></ul><ul><li>24yrs old, appeals to target audience </li></ul><ul><li>Family-friendly </li></ul><ul><li>Host of ABC.com’s “The Countdown to Country Music’s Biggest Night” </li></ul><ul><li>Taught himself to play guitar, would have liked the opportunity as a kid to learn music </li></ul><ul><li>Booking Fee: $25,000 </li></ul>
  4. 4. The Wreckers <ul><li>Has performed in Knoxville before and has a substantial fan base in the area </li></ul><ul><li>Appeals to target audience of families and youth </li></ul><ul><li>Nashville-based </li></ul><ul><li>Both artists are working on solo albums and would benefit by promoting their group as well as their individual projects </li></ul><ul><li>Concert would be one of their first appearances after a long professional break </li></ul><ul><li>Received a CMA nomination for Vocal Duo of the Year </li></ul><ul><li>Booking Fee: $30,000 each </li></ul>
  5. 5. <ul><li>“ The study of music contributes to the quality of every student's life in important ways. Through singing, composing, and playing instruments, students can express themselves creatively. ” </li></ul><ul><li>-Knox County Schools Music Department </li></ul><ul><li>In an area of the country where music flourishes, we think its important to provide children with the opportunity to take part in their community and tap into their creativity. By raising money for music education during the summer, we are raising awareness and funds at a time when there is little competition with other causes or school departments. </li></ul>Cause: Music Education Music on the Mound
  6. 6. Venue: Smokies Park <ul><li>Smokies Park is the home of the Chicago Cub’s AA minor league baseball team, the Tennessee Smokies </li></ul><ul><li>Capacity: 6,400 </li></ul><ul><li>Previously hosted other bands and performers including Dolly Parton, a Jimmy Buffet cover band and Christian group BarlowGirl </li></ul><ul><li>Other venues considered: Lindsey Nelson Stadium, Thompson-Boling Arena, the Knoxville Civic Auditorium & Coliseum & the Historic Tennessee Theatre however Smokies Park was the only venue to accommodate our number of guests. </li></ul><ul><li>Cost to rent venue: $15,000 </li></ul><ul><li>Additional cost of labor, supplies, security, stadium clean-up & scheduling of stadium emergency medical personnel : $9,500 </li></ul><ul><li>Parking is plentiful and available around the stadium, $3 </li></ul>
  7. 7. The stage will be placed behind the pitcher’s mound, as this is a central location for all attendees and has proven a successful location for previous concerts. stage
  8. 8. Smokies Park
  9. 9. Considerations: <ul><li>All-Star Break : The concert is on July 18 th , the Saturday after the Major League Baseball All-Star break. Because of the MLB All-Star Break & Smokies’ travel schedule there is a 9 day break at the ballpark. This nine day break provides ample time to set-up the stage, conduct a walk-through during the am & pm, and provide enough time to clean the stadium and take down the staging area before the Smokies return to the field on Tuesday </li></ul><ul><li>Target Audience: Knoxville is home to many students but most leave during the summer, therefore we need to attract local families, youth and remaining college students </li></ul><ul><li>Competing events : All athletic teams at the University of Tennessee have concluded their seasons & no other major events are on occuring in Knoxville this weekend </li></ul><ul><li>Summer Heat : Average July temperatures for Knoxville are 69 -88 degrees and therefore the concert will be held in the evening, beginning at 6:00 pm rather than during the day. </li></ul>
  10. 10. Food & Beverage <ul><li>Smokies Park maintains a contract with Pepsi and Aramark Refreshment Services </li></ul><ul><li>Concessions sold during baseball games will also be sold during our concert.. </li></ul><ul><li>The Double Play Café as well as the concession stands will be open during the concert. </li></ul><ul><li>Food served includes pizza, hot dogs, hamburgers, chicken fingers, nachos, popcorn, fries, pretzels, chips, various candy, iced tea, lemonade, Edy’s Ice Cream products, Budweiser beverages and Pepsi products. </li></ul><ul><li>Alcoholic beverages will be sold at a maximum of two beverages per purchase for security purposes. </li></ul>20% Smokies Park 30% Concert Revenue 50% Aramark Services
  11. 11. <ul><li>The utilities for this concert are critical because it will save money and will help the environment. The utilities to consider are electric, water, sound, bathrooms, and vision monitors. The planning committee will use eco-friendly organizations to guide us on what products to use. </li></ul><ul><li>First, Sony products would be optimal for sound. On the Website www.climatecounts.org different companies are rated on how well they interact with the environment. Sony was very high in cooperating with environment groups and not emitting pollutants. </li></ul><ul><li>Bridgewater Rentals and Productions would be used for our audio and visual equipment. This company provides all the services our concert would need including microphones, speakers, monitors, and anything else needed. Bridgewater is ideal because it allows us to tailor our equipment needs. </li></ul>Utilities, Staging & Equipment
  12. 12. Permitting <ul><li>$30 fee </li></ul><ul><li>10 day processing for the Department of Review to approve </li></ul><ul><li>The Special Event Permit is first sent to the Mayor’s Office of Economic and Community Development. The Director of Special Events will then take over and ensure that all matters are diligently completed – this includes the Police Department and Emergency Medical teams . </li></ul><ul><li>The city of Knoxville also has a PARK SMART program for ensuring the safety of the concertgoers. This program helps people who have illegally parked or forgotten to lock their doors. The Knoxville Police walk around and monitor parking, and also put flyers on cars to help with parking safety. </li></ul>
  13. 13. City of Knoxville Special Events Form Office of Special Events: (865) 215-4248 􀁺 Fax: (865) 215-4298 Email: ncappuccilli@cityofknoxville.org City County Building 􀁺 P.O. Box 1631 Suite 578 􀁺 Knoxville, TN 37901 **Special Events Meetings are held on the fourth Thursday of every month at 9:00 a.m. at the Ballroom of the Knoxville Civic Coliseum (excluding Nov. & Dec.). Please attend as you will be placed in direct contact with representatives of various City services to assist with your event. There is a non-refundable reservation fee for Market Square and Krutch Park venues; $100 for non-profit organizations and $200 for others. Your event will not be placed on the calendar until fee has been received; it must be filed with the Office of Special Events 45 days prior to the event. ** All service requests must be received two weeks before event date. If event needs are not submitted by the two-week time line the city will NOT be able to assist with your event. Event:______________________________________________ Event Date: _____________________ Event Location:_______________________________________ Time of Event:__________________ Contact: __________________________________ Email: ___________________________________ Phone: ________________________Cell: ______________________ Fax: ______________________ Address: ____________________________________________________________________________ Presenting Organization: ______________________________________________________________ Set-Up Information: Date & Time of Set-Up: ______________________ Date & Time of Teardown: ___________________ City Services: 􀂆 Ambulance/EMS 􀂆 Fire Prevention Bureau (fireworks, tent inspections) 􀂆 Knoxville Police Department (parades, traffic issues, etc.) 􀂆 Public Service (power/lighting/trash barrels, etc) 􀂆 Traffic Engineering (barriers/meter bagging) Permits Needed: 􀂆 Alcohol Permit 􀂆Parade Permit 􀂆Street Closure Permit 􀂆 Banner Request 􀂆Tent Permit 􀂆Street Vendor Permit 􀂆 Parking Permit for Market Square Event Producer Responsibilities: 􀂆 **Insurance 􀂆Portable Toilets 􀂆Press Release 􀂆 Security 􀂆Sound System 􀂆Tables/Chairs 􀂆 Tents ** INSURANCE is REQUIRED for any event on City of Knoxville property . Please list the name, date and location of your event on the Certificate of Insurance; listing the City of Knoxville, as the additional insured for one million dollars. Event Description :____________________________________________________________________ _____________________________________________________________________________________
  14. 14. Marketing & Media <ul><li>Website -Web Developer $3000 -Buy Merchandise $3000 -PayPal Account (Receive about 2% of the transaction) </li></ul><ul><li>Free Advertising </li></ul><ul><ul><li>FaceBook -group -event -Application (Videos, Blogs, Pictures, Articles) </li></ul></ul><ul><ul><li>MySpace </li></ul></ul>
  15. 15. Marketing & Media <ul><li>Posters </li></ul><ul><li>Flyers </li></ul><ul><li>Local TV Commercials-Daytime & Primetime </li></ul><ul><li>Billboard </li></ul><ul><li>Free Radio ads from sponsor, WIVK </li></ul>
  16. 16. Marketing & Media Budget <ul><li>Website Developer $3000 </li></ul><ul><li>Posters (3000) $1000 </li></ul><ul><li>Flyers (7000) $700 </li></ul><ul><li>Local TV Commercials (daytime) $70/spot @ 25 spots $1750 </li></ul><ul><li>Local Television Commercials (primetime), $150/spot @15 spots $2250 </li></ul><ul><li>Billboard (a month) $1000 </li></ul><ul><li>Media Kit $300 </li></ul><ul><li>Merchandise $3,000 </li></ul><ul><li>GRAND TOTAL$13,000 </li></ul>
  17. 17. Sponsorship <ul><li>Presenting Sponsor @ $5,000 </li></ul><ul><li>Executive Sponsor @ $3,500 </li></ul><ul><li>Principal Sponsor @ $2,500 </li></ul><ul><li>Participating Sponsors @ $1,000 each (9) </li></ul><ul><li>TOTAL $20,000 </li></ul>
  18. 18. Presenting Sponsor: AT&T Wireless <ul><li>Company name/logo on all print advertisements, which include billboards, posters, brochures, newspaper ads & news releases.  Name in sponsorship brochure. </li></ul><ul><li>News Release announcing sponsorship </li></ul><ul><li>Special Radio Commercial </li></ul><ul><li>Full page ad in the official concert program </li></ul><ul><li>Name on entryway kiosk </li></ul><ul><li>Excellent banner placement throughout the stadium </li></ul><ul><li>Logo/Name listed on sponsorship banner(s) </li></ul><ul><li>PA announcement prior to concert </li></ul><ul><li>Meet & greet with headliner entertainers </li></ul><ul><li>Logo/link on concert’s website </li></ul><ul><li>50 Concert admission tickets </li></ul><ul><li>10 VIP Suite Tickets </li></ul><ul><li>10 Preferred parking passes </li></ul><ul><li>Vendor/Exhibitor parking passes </li></ul><ul><li>Listed in the “thank you” ad post-concert </li></ul>
  19. 19. Executive Sponsor: WIVK Radio Station <ul><li>Company name/logo on all print advertisements, which include posters, brochures, newspaper ads & news releases. </li></ul><ul><li>Name in sponsorship brochure. </li></ul><ul><li>Mention in radio commercials (Over 1,500 spots run) </li></ul><ul><li>PA announcement mentions prior to concert </li></ul><ul><li>Logo/link on concert’s website </li></ul><ul><li>Opportunity to affiliate with one of our headliner entertainers </li></ul><ul><li>Radio DJ acts as emcee for concert </li></ul><ul><li>50 Concert admission tickets to give away </li></ul><ul><li>10 VIP Suite Tickets to give away </li></ul><ul><li>Name/Logo on sponsor lanyards </li></ul><ul><li>10 Preferred parking passes </li></ul><ul><li>Listed in the “thank you” ad post-concert </li></ul>
  20. 20. Principal Sponsor: Saturn of Knoxville <ul><li>Company name/logo on posters, brochures, banners, newspaper ads & news releases </li></ul><ul><li>Name in Sponsorship brochure </li></ul><ul><li>Excellent banner placement throughout the stadium </li></ul><ul><li>PA announcement mentioned prior to concert </li></ul><ul><li>Logo/link on concert’s website </li></ul><ul><li>30 Concert Admission Tickets </li></ul><ul><li>4 VIP Suite Tickets </li></ul><ul><li>8 Preferred parking passes </li></ul><ul><li>Listed in the “thank you” ad post-concert </li></ul>
  21. 21. Participating Sponsors: US Bank, US Army Recruiters, Clarion Inn Knoxville, Knoxville Museum of Art, Knoxville Utilities, Knoxville Toyota, Comcast Digital Cable, Knoxville Zoo and Marie White & Associates Real Estate <ul><li>10 concert admission tickets </li></ul><ul><li>4 preferred parking passes </li></ul><ul><li>PA announcement prior to concert, in between performances </li></ul><ul><li>Company name/logo on all concert materials </li></ul>
  22. 22. Performers’ Travel Arrangements: <ul><li>All artists are located out of Nashville, TN, which is 180 miles from Knoxville. Artists will travel via their own buses on the day of the concert. They will arrive in the morning for a walk-through and sound check and leave immediately after the concert later that night. A luxury hotel suite will be provided for them during the day. All accommodations and expenses will be arranged by our staff </li></ul>
  23. 23. Staffing <ul><li>Volunteers recruited from the School of Music at the University of Tennessee and from the Knox County School Board </li></ul><ul><li>Minimum of 25 volunteers needed </li></ul><ul><li>All volunteers will help visitors, collect tickets, and assist stadium personnel. </li></ul><ul><li>As compensation each volunteer will receive a t-shirt and free admission to the concert. </li></ul>
  24. 24. Budget <ul><li>Venue Rental- $15,000 </li></ul><ul><li>Stadium Costs (labor, clean-up, security, EMS)- $9,500 </li></ul><ul><li>Jake Owens Booking Fee- $25,000 </li></ul><ul><li>The Wreckers Booking Fee- $60,000 </li></ul><ul><li>Musicians' Riders- $5,000 </li></ul><ul><li>Artists' Travel Expenses- $5,000 </li></ul><ul><li>Utilities- $3,500 </li></ul><ul><li>Special Event Permit- $30 </li></ul><ul><li>Bridgewater Rentals & Production- $7,000 </li></ul><ul><li>Marketing & Media- $13,000 </li></ul><ul><li>Ticketing- $1,000 </li></ul><ul><li>Salaries of Full-time Staff- </li></ul><ul><li>$10,000 </li></ul><ul><li>Staff T-Shirts- $500 </li></ul><ul><li>Projected revenue for the concert: </li></ul><ul><ul><li>Ticket Sales: </li></ul></ul><ul><ul><li>$189,000 (5400 tix) - $213,500 (6100 tix); </li></ul></ul><ul><ul><li>Sponsorships: $20,000 </li></ul></ul><ul><li>4,372 tickets must be sold to break even. </li></ul><ul><li>Total Expenses- $153,030 </li></ul><ul><li>Total (minimum) Projected Revenue: $209,000 </li></ul><ul><li>Which brings our projected total to be donated to $55,970! </li></ul>
  25. 25. Risk Management <ul><li>Security </li></ul><ul><ul><li>Pre-event planning </li></ul></ul><ul><ul><ul><li>Screen stadium for explosive and other hazardous materials </li></ul></ul></ul><ul><ul><ul><li>Check perimeter security and utilize bollards at all entrances into stadium. </li></ul></ul></ul><ul><ul><ul><li>Parking lot cleared the day/night prior to event and ensure sufficient disabled parking </li></ul></ul></ul><ul><ul><ul><li>Ensure Fire exit signs working </li></ul></ul></ul><ul><ul><ul><li>Credentialing of event personnel – identification badges. </li></ul></ul></ul><ul><ul><ul><li>Post Warning and Informational signs </li></ul></ul></ul><ul><ul><ul><li>All key event and law enforcement personnel will be issued hand-held portable two-way radio transceivers for internal communications. </li></ul></ul></ul><ul><ul><ul><li>Law enforcement personnel will be assigned to guard the main energy source for the stadium. </li></ul></ul></ul><ul><ul><li>Access: </li></ul></ul><ul><ul><ul><li>Ticket Office prepares and issues admission tickets </li></ul></ul></ul><ul><ul><ul><li>Law enforcement personnel checks at entrance gates </li></ul></ul></ul><ul><ul><ul><li>Event personnel admit ticketed customers </li></ul></ul></ul><ul><ul><ul><li>Ushers are assigned for each section to ensure that concert goers know where to go </li></ul></ul></ul><ul><ul><ul><li>Law enforcement personnel will be assigned to ensure safe access and exit for bands into stadium. </li></ul></ul></ul>
  26. 26. <ul><ul><li>Crowd Control: </li></ul></ul><ul><ul><ul><li>After all concert goers are admitted, law enforcement personnel will be distributed evenly throughout the stadium especially at each section, for security purposes. </li></ul></ul></ul><ul><ul><ul><li>Establish procedures for protecting the stage and removing disruptive concert goers. </li></ul></ul></ul><ul><ul><ul><li>Monitor crowd for potential problems- aggressive behavior, intoxication. </li></ul></ul></ul><ul><ul><ul><li>Establish procedures for lost children – event staff escort lost children to Security Office at Gate 1. </li></ul></ul></ul><ul><ul><li>Exit: </li></ul></ul><ul><ul><ul><li>Ensure that all concert goers leave the stadium in a safe and orderly manner. </li></ul></ul></ul><ul><ul><li>Traffic Control: </li></ul></ul><ul><ul><ul><li>Law enforcement personnel will be assigned at major entrances and intersections to ensure traffic flow for both the beginning and end of the concert. </li></ul></ul></ul><ul><ul><li>Hazard Insurance: </li></ul></ul><ul><ul><ul><li>Develop a set of criteria for when to postpone or cancel the event </li></ul></ul></ul><ul><ul><ul><li>Weather Cancellation- Stadium Administrator/Concert Director monitors weather radar and stations for probable storms or precipitation. </li></ul></ul></ul><ul><ul><ul><li>Musician Cancellation – If “The Wreckers” cancel prior or on the day of the scheduled event, then the concert would either be cancelled or postponed. In either case appropriate media outlets will be notified and refunds could be issued upon request. </li></ul></ul></ul><ul><ul><ul><li>Ticket Office prepares and issues admission tickets </li></ul></ul></ul><ul><ul><li>Event Insurance: </li></ul></ul><ul><ul><ul><li>A policy will be purchased to cover the following: General liability, liquor liability, automobile liability and physical damage, third party property damage rented equipment, props, sets and wardrobe, participants & spectators medical event cancellation and weather coverage. </li></ul></ul></ul>
  27. 27. <ul><ul><li>Emergency: </li></ul></ul><ul><ul><ul><li>Fire Rescue </li></ul></ul></ul><ul><ul><ul><ul><li>Rescue Personnel and Ambulance located at the stadium </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Fire Extinguisher placement throughout stadium </li></ul></ul></ul></ul><ul><ul><ul><li>Medical Staff and First Aid Station – properly staffed and equipped with AED’s </li></ul></ul></ul><ul><ul><ul><ul><li>Establish transit route for evacuating in case of medical emergency. </li></ul></ul></ul></ul><ul><ul><ul><li>Maintenance personnel will utilize emergency generators in case of major electrical power outageA policy will be purchased to cover the following: General liability, liquor liability, automobile liability and physical damage, third party property damage rented equipment, props, sets and wardrobe, participants & spectators medical event cancellation and weather coverage. </li></ul></ul></ul><ul><ul><li>Staff Training: </li></ul></ul><ul><ul><ul><li>All staff will be familiar with emergency procedures for: injury, accident, fire </li></ul></ul></ul><ul><ul><ul><li>Maintenance personnel will receive training in order to reduce hazards of wet floors or other facility equipment causing problems. </li></ul></ul></ul><ul><ul><ul><li>Briefings will be conducted for select groups of event staff to inform them of any last minute changes or concerns. </li></ul></ul></ul><ul><ul><li>Post Event Risk Management Plan Evaluation: </li></ul></ul><ul><ul><ul><li>Solicit impressions of what worked and suggestions for improvement from all viewpoints: organizers, sponsors, participants, volunteers, vendors, community-at-large and media. </li></ul></ul></ul><ul><ul><ul><li>Ask for input on signs, communications, activities, games, sound, food, crowd control, parking, location, transportation and accessibility. </li></ul></ul></ul><ul><ul><ul><li>Elicit professional analysis from the fire department, the police department, the EMTs, your insurance professional and risk managers in similar size nonprofits. </li></ul></ul></ul><ul><ul><ul><li>Assign people to work in subcommittees to draft proposed improvements for the risk management plan. </li></ul></ul></ul>
  28. 28. Questions?

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