Download 1. Work out a plan for the launch

Establish and manage resources and
technical requirements
- worksheet -
Establish and manage resources and technical requirements worksheet
Worksheet contents
1. Work out a plan for the launch ...................................................................... 3
Activity 1.1 – Create a task list ...................................................................... 3
Activity 1.2 – Create a project plan ................................................................. 3
2. Organise a venue ..................................................................................... 4
Activity 2.1 – Venue contact list ..................................................................... 4
Activity 2.2 – Research a suitable venue .......................................................... 4
Activity 2.3 – Decide on a venue ................................................................... 6
3. Organise potential support bands for the gig ..................................................... 7
Activity 3.1 - Choose two support bands .......................................................... 7
Activity 3.2 - Write up a performance agreement ................................................ 8
4. Promote the launch ................................................................................... 9
Activity 4.1 - Think up ways to attract people to the launch .................................... 9
Activity 4.2 - Create marketing material ........................................................... 9
Activity 4.3 – Research street press deadlines ................................................. 10
Activity 4.4 – Create a database .................................................................. 10
Activity 4.5 – Create an e-mail invitation ........................................................ 10
5. Supervise the production requirements for the launch ....................................... 11
Activity 5.1 – Create a production schedule .................................................... 11
Activity 5.2 – Band production requirements ................................................... 11
Activity 5.3 – Select suitable background music ............................................... 11
Activity 5.4 – Locate fire extinguishers and emergency exits ................................ 12
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Establish and manage resources and technical requirements worksheet
1. Work out a plan for the launch
Activity 1.1 – Create a task list
What tasks will you need to complete to organise the CD launch for 'Beside the
Point'?
When you have finished your list, number the tasks and put them into order,
starting with the task that you think you should carry out first.
E-mail your numbered task list to your online teacher for feedback.
One example has been completed for you. Add more tasks if you need too.
Tasks:
Task #
1
Task
Decide on a venue and ring around to check that they do
CD launches.
[insert task here]
[insert task here]
[insert task here]
[insert task here]
[insert task here]
[insert task here]
[insert task here]
Activity 1.2 – Create a project plan
Using the tasks you decided on for Activity 1.1 you now need to create a project
plan.
Download the project plan (template) and complete it for this activity.
Assume that the CD launch has to be held on a Saturday night in 4 weeks time.
You will see that the project plan is broken up into weekly blocks. Divide your
tasks up, and enter them into your project plan in the most appropriate week.
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Establish and manage resources and technical requirements worksheet
2. Organise a venue
Activity 2.1 – Venue contact list
For this activity you need to make a list of all the venues (within your state) that
would be good to hold a CD launch in.
Download the venue contact list (template) for this activity and use it to create
your own list of venues.
When you have finished your list, e-mail a copy of it to your online teacher.
Activity 2.2 – Research a suitable venue
Ring up 2 venues from your venues’ contact list and ask them the following
questions. Record your answers in this worksheet.
Name of venue 1: [insert name here]
1. Do they support CD launches?
[insert answer here]
2. What is the arrangement for using the venue? Does the venue want a slice of
the action? Will they expect a door charge or cut of any profits?
[insert answer here]
3. Are there any restrictions (i.e. do you have to promise a minimum number of
people will show up, or promise that a minimum amount of money will be
spent at the bar)?
[insert answer here]
4. Is there a house sound engineer?
[insert answer here]
5. What equipment do they supply (i.e. PA system?) and what equipment will
you have to supply?
[insert answer here]
6. If the venue supplies a PA, what are its technical specifications? Find out:

How many fold back sends does the mixer have?
[insert answer here]

What type (and quantity) of microphones do they supply?
[insert answer here]

Will you need to provide extra extension cords and power boards to
hook up your gear on stage?
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Establish and manage resources and technical requirements worksheet
[insert answer here]

Is there extra staging available? Eg do they have a drum rostrum
which is used to raise the drums above stage level?
[insert answer here]
7. What time do you have to be in and out of the venue by?
[insert answer here]
8. What time can you do sound checks?
[insert answer here]
9. Is there appropriate parking and areas to load in equipment?
[insert answer here]
10. Is there a rider?
[insert answer here]
11. Are there any other conditions or restrictions imposed by the venue?
[insert answer here]
Name of venue 2: [insert name here]
1. Do they support CD launches?
[insert answer here]
2. What is the arrangement for using the venue? Does the venue want a slice of
the action? Will they expect a door charge or cut of any profits?
[insert answer here]
3. Are there any restrictions (i.e. do you have to promise a minimum number of
people will show up, or promise that a minimum amount of money will be
spent at the bar)?
[insert answer here]
4. Is there a house sound engineer?
[insert answer here]
5. What equipment do they supply (i.e. PA system?) and what equipment will
you have to supply?
[insert answer here]
6. If the venue supplies a PA, what are its technical specifications? Find out:

How many fold back sends does the mixer have?
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Establish and manage resources and technical requirements worksheet
[insert answer here]

What type (and quantity) of microphones do they supply?
[insert answer here]

Will you need to provide extra extension cords and power boards to
hook up your gear on stage?
[insert answer here]

Is there extra staging available? Eg do they have a drum rostrum
which is used to raise the drums above stage level?
[insert answer here]
7. What time do you have to be in and out of the venue by?
[insert answer here]
8. What time can you do sound checks?
[insert answer here]
9. Is there appropriate parking and areas to load in equipment?
[insert answer here]
10. Is there a rider?
[insert answer here]
11. Are there any other conditions or restrictions imposed by the venue?
[insert answer here]
Activity 2.3 – Decide on a venue
Based on your research in Activity 1.2, which venue would be best for 'Beside the
Point' to launch their CD in?
[insert venue name here]
Explain why.
[explain why here]
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Establish and manage resources and technical requirements worksheet
3. Organise potential support bands for the gig
Activity 3.1 - Choose two support bands
For this activity you need to go and listen to three (or more) local bands and
check out (review) their performance. Use the tables below to record your
answers.
If you have seen a few bands recently, you can review those bands instead (and
you don’t have to find new ones to review.)
Band 1 name:
[insert band name here]
How many members
are in the band?
[insert answer here]
What instruments do
the band use?
[insert answer here]
What style of music
do they play?
[insert answer here]
Rating (out of 10):
[insert answer here]
Band 2 name:
[insert band name here]
How many members
are in the band?
[insert answer here]
What instruments do
the band use?
[insert answer here]
What style of music
do they play?
[insert answer here]
Rating (out of 10):
[insert answer here]
Band 3 name:
[insert band name here]
How many members
are in the band?
[insert answer here]
What instruments do
the band use?
[insert answer here]
What style of music
do they play?
[insert answer here]
Rating (out of 10):
[insert answer here]
Out of the 3 bands that you have reviewed, select the 2 most suitable to play
with 'Beside the Point' at their CD launch. Explain your choices.
I would choose [insert band name here] because … [explain why]
I would also choose [insert band name 2 here] because… [explain why]
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Establish and manage resources and technical requirements worksheet
Activity 3.2 - Write up a performance agreement
For this activity you need to write up a performance agreement with one of the
bands that you’ve selected to support 'Beside the Point' at their up and coming
CD launch.
Download the performance agreement (template) for this activity and use it to
create your own agreement.
Use the information you already have (i.e. the venue you decided on for activity
2.3) but make sure you also include the following details:





Set the date of the event to be a month from today.
Assume that 'Beside the Point' want to start their set at 12pm (midnight).
Assume that your support band will play a 30 minute set.
Assume that it takes 20 minutes to do a band changeover.
Assume that you have agreed to pay your support band a flat fee of $300
for the launch.
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Establish and manage resources and technical requirements worksheet
4. Promote the launch
Activity 4.1 - Think up ways to attract people to the launch
Go to the discussion board and list 2 promotional ideas that you think would
help attract more people to ‘Beside the Point's’ launch.
Check out what other students have suggested and vote on what you think are
the best 3 ideas.
Activity 4.2 - Create marketing material
For this activity you need to create two different types of marketing material for
'Beside the Point'.
You will need to create:


An A4 flyer to hand out to punters on the street.
A press release advertising BTP's CD launch.
Part 1 - Create an A4 flyer
Design a flyer that promotes 'Beside the Point's’ CD launch.
You can do it by hand or on the computer, but make sure it is A4 in size so that it
can be easily photocopied for distribution.
Make sure you include the following (minimum) details:




The date of the launch (use the same date that you included in your
performance agreement to your support band).
Details of the venue (use the venue that you selected in your earlier
activity).
Cost for the event (set your own price, but make it realistic).
Any promotional ideas you had (from for Activity 4.1) to attract more
people to the gig.
Part 2 - Create a press release
1. Which photo would you choose to send along with a press release? a), b) or c)?
Why?
[insert answer here]
2. Write a press release for 'Beside the Point' and their up-and-coming CD launch.
This press release will be sent out to the local street press and must not be longer
than 150 words (maximum) so make sure you do a word count.
[insert your press release here]
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Establish and manage resources and technical requirements worksheet
Activity 4.3 – Research street press deadlines
What free street press do you read regularly?
[insert answer here]
Do you know what the advertising and/or editorial deadlines are for this
magazine?
Pick any music related magazine (or newspaper, or newspaper lift-out) and find
out what their deadlines are. Record the days (and times if applicable) in your
unit worksheet.
[insert answer here]
Activity 4.4 – Create a database
For this activity you need to create a database of industry contacts in your state.
Download the industry contact list (template) and use it to create your own
personal list of reviewers, local newspapers and other music industry
representatives.
When you have finished your list, e-mail a copy of it to your online teacher.
Activity 4.5 – Create an e-mail invitation
For this activity you need to create an e-mail invitation inviting music industry
reps to 'Beside the Point's’ launch.
Include all the relevant details (the same info that you should have included in
your A4 flyer earlier) and send your invite to your online teacher to review.
Page 10 of 12
Establish and manage resources and technical requirements worksheet
5. Supervise the production requirements for the launch
Activity 5.1 – Create a production schedule
For this activity you need to download the production schedule (template) and fill
it out.
Use the information you have already gathered (about the venue, launch date,
support acts etc) but also use the following details to complete your schedule:





The sound check is at 5pm and the doors open at 8pm.
The first band starts at 9pm.
'Beside the Point' are playing a 50 minute set
The two support acts are playing 40 minute sets
Changeovers times are 20 minutes.
Store your completed production schedule with your unit worksheet.
Activity 5.2 – Band production requirements
For this activity you need to took at look at the two stage plans graphics on the
activity page and then answer the following questions.
1. What are the main differences between stage setups?
[insert answer here]
2. How can you speed up the changeover between the support band and 'Beside
the Point'?
[insert answer here]
Activity 5.3 – Select suitable background music
Which CD (or CDs) would you choose to play on the night of BTP's launch?
CD 1: [insert the name of the CD here]
Why would you choose this CD? [insert answer here]
CD 2: [insert the name of the CD here]
Why would you choose this CD? [insert answer here]
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Establish and manage resources and technical requirements worksheet
Activity 5.4 – Locate fire extinguishers and emergency exits
Go to the venue that you have chosen for 'Beside the Point's’ launch and draw up
a map of it. It doesn’t have to be anything fancy, just include the exit and entry
points, the bar (if applicable), toilets and stage.
On your map, indicate where the emergency exits and fire extinguishers are
located.
Also record what types of fire extinguishers are available.
When you have finished this activity, store it safely as your online teacher will
want to review it later.
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