Quadratic Sound hosts multiple community events every week and is on target to host 150+ events in 2024. Organising just one a event requires a lot of moving parts; from reviewing and responding to requests, gathering event materials and promoting, ensuring staff have necessary details, and finally producing reports on the events performance.

The goal of this project is for the student is to understand the full event management lifecycle, and to assist in one or more specific areas of the pipeline.

Specific activities will be tailored to the interests of the student, but may include:

Booking

• Reviewing booking requests
• Communications with event organizers
• Issuing invoices
• Gathering promotional materials

Promotion

• Creating facebook events & ticket links
• Creating posters and graphic designs
• Creating and scheduling monthly newsletters
• Updating website
• Posting event materials on social media platforms

Production

• Working with event staff, hosts, and artists
• Guest services
• Facilities
• Audio/visual services

Post-production

• Event reports
• Communications with event organizers

To ensure that the student completes the project successfully, especially in the realm of coordinating events and creating promotional materials and social media posts, regular touchpoints with the supervisor are essential. Weekly synchronous check-ins have been set up to discuss the student's progress, answer any pressing questions, and provide guidance. During these sessions, the student can showcase draft designs or ideas, get firsthand feedback, and refine their approach.

In addition to these scheduled meetings, the supervisor and the rest of the events team is committed to offering support asynchronously. This will be conducted in several ways such as sending message on Discord, sharing relevant articles or resources, or using collaboration tools like Google Docs to add comments directly to the student's work. Such a system ensures that even outside of scheduled meetings, the student has the necessary direction and can keep the momentum going.

Access to and training on digital tools, including:

• Vagaro
• Checkfront
• Google Suite
• Canva
• Facebook
• Instagram
• Brevo
• Wix

By providing this comprehensive support structure, the supervisor ensures that the student not only completes the project but gains valuable skills and insights into the world of event coordination and promotion.