Wildcat Week Concert

During my time at Abilene Christian University (ACU), I was selected as a Student Director for Wildcat Week—a seven-day orientation program designed to create community and promote school spirit among first-year students. Each Student Director is solely responsible for developing, organizing, planning, and executing a series of events. I was entrusted with one of the program’s most significant responsibilities: orchestrating the grand finale concert.

• Select a Relevant Artist: Choose a headlining artist who would appeal to a wide demographic of attendees, including first-year students, current students, and alumni.
• Create a Festival Atmosphere: Develop a “festival-style” environment to foster community engagement and keep attendees entertained throughout the event.
• Unite the Campus Community: Bring together current students and alumni to celebrate and welcome the incoming freshman class.

I was directly responsible for every facet of the concert, including:

• Artist and Venue Selection: Collaborated with university leadership to choose a suitable artist and venue that aligned with our objectives and budget.
• Vendor Coordination: Managed relationships with vendors for staging, audio/visual equipment, and other event necessities.
• Budgeting and Fundraising: Developed and managed the event budget, ensuring cost-effectiveness while delivering a high-quality experience.
• Marketing and Branding: Worked with ACU’s Creative Services division to develop a marketing plan and promotional materials.
• Event Execution: Oversaw all logistical aspects leading up to and during the event to ensure a seamless experience.

To elevate the event beyond a traditional concert, I drew inspiration from the renowned Austin City Limits Music Festival, branding our event as “Abilene City Limits.” We secured Jesse McCartney, a well-known artist and personal inspiration, as the headliner. To engage current students and alumni, I leveraged my leadership position on the Campus Activities Board (The Cabinet), which plans free events for students throughout the academic year.

Challenges

• Venue Crisis: Two days before the event, a pipe burst at our planned outdoor venue, rendering it unusable.
• Time Constraints: The last-minute venue change required rapid coordination and problem-solving under extreme time pressure.
• Logistical Complexity: Coordinating between multiple vendors, university departments, and the artist’s team to ensure all requirements were met.

Solutions and Achievements

• Emergency Venue Relocation: Anticipating potential issues, I had previously identified a backup venue and developed a contingency plan. Within 24 hours of the crisis, I coordinated with all parties to relocate the event seamlessly.
• Effective Communication: Maintained clear and prompt communication with vendors, university officials, the artist’s management, and my team to ensure everyone was aligned despite the sudden changes.
• Enhanced Event Experience:
  • Social Media Engagement: Organized a creative artist reveal on social media, dropping hints throughout the day leading up to a live announcement on Twitter and Instagram.
  • VIP Meet and Greet: Arranged an exclusive opportunity for students to meet Jesse McCartney, increasing excitement and engagement.
  • Professional A/V Production: Collaborated with 83 Entertainment, a local production company, to deliver high-quality audio/visual setups, including an IMAG package, lighting, and staging per the artist’s requirements.