Category: Consultancy

Technical Production & Advancing

We make art out of science and can cater for every technical requirement effectively delivering shows from the smallest of venues to the largest of fields. Our team will ensure artist specifications are adhered to whilst providing a cost effective and competitive solution that enhances the customer experience, liaising with artists and their tour management from on sale to encore.

Our experience includes specialisms in the following areas for both venues & events:

  • Venue & technical specification review, recommendations, creation and development for venues & events
  • Procurement of audio, lighting, audio visual & special effects for events
  • Procurement of audio, lighting, audio visual installation for purchase or long term lease hire
  • Distribution of venue technical specifications to promoters and perspective clients
  • Event advances – liaison with promoters, tour and production managers satisfying show requirements for all parties
  • Sourcing of engineers, production staff, crew & stagehands
  • Noise management planning and monitoring

Financial Procedures, Processes, Budgeting & Forecasting

We can manage all elements of a venues or events finance requirements – from the initial financial modelling and risk analysis through to post event reconciliations. We operate a fully transparent, open book policy at all times with high levels of communications to ensure key targets are met and the element of surprise is eliminated.

  • Purchase ledger management
  • Raising invoices – deposit, balance, travel, agents & suppliers etc
  • Cash flow management
  • Client Account management
  • VAT returns
  • FEU
  • Monthly Management Accounts
  • Chart of Accounts review & management
  • Payment processing
  • Bank, bank feed & statement reconciliation
  • Event P&Ls
  • Budgeting and forecasting
  • Payroll, pension, FPS, EPS & PAYE
  • Customer / Supplier account management & procedures
  • Debtors management
  • Venue / Promoter settlements
  • Expenses
  • Cash management & procedures

Venue / Event Marketing

Whether a large scale outdoor event or an intimate indoor experience, a cost effective and well targeted marketing strategy is key in order to maximise returns whatever the budget. We have experience of curating successful marketing campaigns utilising online, in print, radio and outdoor platforms.

  • Develop a bespoke marketing plan for any size of event and budget
  • Procurement of advertising across magazines, broadsheets, tabloids, outdoor media, web assets or radio
  • Design and placement of adverts
  • Design and production of street campaigns in your location, region or nationwide
  • Social media management
  • PR campaigns, press releases and liaising with artist management to maximise media opportunities 

Ticketing Solutions & Management

With relationships with all major established UK ticketing companies, we are comfortable working across a multitude of ticketing platforms and scenarios. We can advise on the best ticketing partner for you based on both financial return and market penetration. Our team can deliver a full 360 degree ticketing service from allocations, reporting and reconciliations through to onsite box office management.

  • Ticketing partner negotiations and contracting
  • Ticket agency account management
  • Multiple ticket agent allocation and event confirmation management
  • Ticket agency marketing support
  • Compiling and reporting ticket sales across all parties: agents, venues & promoters
  • Off sale processing and reporting
  • Financial reporting
  • Timely remittance of ticketing funds 
  • Onsite box office services including staffing, guest list and wristband exchanges

Commercial

Optimising ancillary income along with cost control are vital to ensuring the viability and longevity of any event. Whether this is achieved through outsourcing services such as bars and traders or delivering in house, we will work alongside you to assess the feasibility of each option, considering the careful balance between risk and maximising revenue whilst remaining sympathetic to your ethos and event goals.

Our experience includes:

  • Bar infrastructure and builds
  • Negotiation of new or renegotiation of existing listing deals
  • Bar management
  • Sponsorship and name in title arrangements
  • Procurement of merchandising services
  • Maximising commercial opportunities within your venue or event

Venue / Event Designs

We have been instrumental in the opening and development of many of the leading live music and event spaces launched since 2005 including O2 Academy venues in Birmingham, Bournemouth, Leeds, Oxford, Sheffield and the O2 ABC Glasgow. Ghostwriter Consultancy & Events are able to guide you through the venue’s journey from site procurement to welcoming its first customers. We apply the same approach and attention to detail when designing events in order to best enhance the customer experience and commercial returns.

Our experience includes specialisms in the following areas:

  • Site assessment
  • Venue / Event design including occupancy
  • Feasibility & budgeting
  • Liaison with architects, building control & management of building contractors
  • Licensing – application & local authority liaison
  • Accessibility review
  • Health & Safety compliance
  • Production supplier procurement
  • Noise management planning

Licensing Applications & Reviews

Our knowledge and practical experience of venue and event based licensing throughout England & Wales is extensive. Our approach is based on partnership and transparency when working with the responsible authorities ensuring the best outcome for our clients.

There are many subtle variations in policy across the home nations and therefore the right approach is essential when working through the application process.

  • Premises & Event Licence Applications – prior consultation with regulatory & responsible authorities to overcome any potential issues. Submission of applications and any negotiations with responsible authorities or residents to achieve a solution
  • Licensing Committee Hearings – client representation & case management
  • Review of Existing Premises & Event Licence Applications – including occupancy & onerous conditions
  • Safety Advisory Groups (SAG) – attendance, representation and debriefs

Venue / Event Health & Safety Compliance

Our team is qualified to support your needs in all areas of event based health & safety, risk management and compliance. Drawing on our experience of managing event safety for a wide variety of venues and events across the UK we can develop suitable systems of work and processes to positively impact operations for our clients and partners.

  • Review and auditing of existing processes and adapting to ongoing Covid-19 guidance and safe working practices
  • Design of event specific safety plans including relevant compliance documentation
  • Development of risk assessment processes
  • Implementation of systems of work through event-based checklists, procedures and documents for venue and event operations 
  • Supplier compliance including the gathering of all supplier competencies, safety documentation and on site behaviour expectations in line with your venue / event’s ethos and best practice 
  • Show safety procedures established with both venue and touring staff via the implementation of production safety meetings, show stop systems and processes

Case Study – University of East Anglia Students’ Union

Ghostwriter was engaged by University of East Anglia Students’ Union (UEASU) to review existing event management processes with a view to designing and implementing a coherent process for the management of risk for events hosted and produced across all the clients multiple venues. They produce over 400 events per annum in venues ranging from 200 to 3,500 in capacity. This project included a comprehensive review of incident and accident reporting. A required outcome of our consultation was to ensure that the venue staff developed an understanding of any new processes or systems of work by involving them in the development of these procedures and systems of work. The aim was to build confidence with the staff which in turn would introduce and underpin a cross department culture of cooperation and subsequent compliance.

The review included time spent with the staff in both group and one to one sessions, an initial audit of existing documentation and processes to ensure we had a thorough understanding of the existing knowledge and skills sets across the team. This allowed us to design a schedule of work to deliver on the client’s needs including specific training needs for each role within the organisation.

The project extended to developing new paperwork and systems for the administration of the venues day to day operations allowing this to support a robust approach to risk management. Involving the team in Norwich was key to the success of this piece of work allowing them to have influence on changes that would ensure the new processes be adopted. This brief we were set by the client were very broad and saw Ghostwriter produce compliant template documents for varied aspects of event and venue management including but not limited to Event Safety Plans, Construction Phase Plans, Customers Queuing Designs, Opening and Closing Checks, Audit Sheets, Event Confirmation Process, Venue Hire Contracts, an electronic Event / Radio Control Log process and Risk Assessments amongst many others in what turned out to be a root and branch review of how to approach risk and safety in an events driven business.

Venue Diary Management

One of the corner stones of a successfully managed venue is a well managed diary. This should include clear procedures for staff to follow and systems that ensure the diary is accessible and accurate at all times, ensuring clients receive quick responses and reliable information.

  • Creation of bespoke venue diary systems
  • Receive and process incoming enquiries
  • Identify risk level of incoming enquiries in relation to venue licence conditions
  • Issuing of availabilities
  • Clear and defined pencilling and challenging processes & procedures
  • Maximise the venues potential
  • Issuing internal & external confirmation of events
  • Issuing of venue contracts of hire and terms & conditions of hire
  • Controlling information flow to all relevant departments at point of confirmation

Venue Management

We have over 125 years combined experience in managing venues ranging in capacity from 200 – 5,000. We have overseen the day to day operation, design, build, licensing, programming and marketing of over forty of the UK’s leading venues including O2 Academy venues, Manchester Academy, Eventim Olympia Liverpool, Royal Court Theatre Liverpool, The LCR Norwich and The Forum London.

Our understanding of this sector allows us to confidently support the development and operation of your venues. Our knowledge covers all aspects of venue operations from commercial contract negotiations to bars to ticketing to production to recruitment and all elements of compliance.