Worked example · fictional event

Sounds for Shelter: how Jess planned a 250-person fundraising gig

One event, followed through all six steps of the Event Operating System. This is the worked example used throughout Plan Like a Pro.

Worked example · fictional event

Sounds for Shelter

When

Saturday in March

Doors

7pm–11pm

Venue

250 capacity

Line-up

Three local bands

Admit one

$12

For charity

The set-up

A first solo event, with good intentions and no system

The organiser

Jess, 27, works in marketing admin and volunteers with a local homelessness charity. She’s never run an event on her own.

The charity

Northside Shelter Project, a small local charity running a night shelter and drop-in.

The idea

Three local bands at a 250-capacity independent venue, on a Saturday night in March, 7pm–11pm.

Lead time

About five months from first idea to event night.

The mistake: A friend’s band had already said yes, and Jess had pencilled a date with the venue, before she’d worked out why the event existed or who it was for. She started at Build. The system puts Purpose first.

The journey

Five months, six steps

Keep scrolling to follow Jess from first idea to final review.

5 months out

01 Purpose

Purpose statement & SMART objectives

Raise money and find new supporters for Northside Shelter Project among local music fans aged 20–35. Targets: sell 200 tickets, raise $2,500 net, sign up 40 new supporters.

5 months out

01 Purpose

Audience Map & validation

An Instagram poll confirmed $12 was right and $15 too much. Venue regulars said they pick gigs by line-up. Similar gigs sold most tickets in the last fortnight.

4 months out

02 Design

Concept & format

Three bands, a raffle between sets, a charity stall by the entrance, and a two-minute talk from a shelter volunteer before the headliner.

4 months out

02 Design

Scope check: Go

Ballpark costs up to $500: venue on a bar-split deal, sound engineer, posters, raffle printing. Bands play free. Five months is comfortable.

3–4 months out

03 Plan

Timeline, budget & suppliers

Working back from the March date. A detailed budget for the $500 costs and $3,000 income. Supplier Tracker: venue, sound, three bands, the charity, volunteers.

3 months out

03 Plan

Starter risk assessment

Crowd at capacity, cash handling for the raffle and buckets, band changeovers, and alcohol.

8 weeks out

04 Build

Line-up announced

Venue confirmed, Instagram-led promotion, ticketing live, volunteers briefed and the Run Sheet drafted.

Event night

05 Operate

Saturday, 7pm–11pm

The Operations Plan in action: doors, band changeovers, the raffle, mailing-list sign-ups and the cash-up.

2 weeks after

06 Review

Event Review

Results measured against the three objectives, with lessons captured for the charity’s next event.

The money logic

How $2,500 net adds up

Jess set her objectives first, then checked the numbers worked before booking anything else.

$2,400

200 tickets × $12

+$600

raffle and bucket collection

−$500

costs kept under this line

$2,500

net for the charity

Lessons learned

What the system caught early

Test the price

A quick Instagram poll kept the ticket at $12: most people said $15 felt like too much.

Lead with the line-up

Regulars choose gigs by who’s playing, so the full line-up was announced early.

Expect late sales

Similar gigs sold most tickets in the final fortnight. Knowing that in advance meant no panic.

Plan Like a Pro