Events category infographics from google drive event category folder link.

https://drive.google.com/drive/folders/1hlWP59VsTSDCzWdkVsovbePF1Svl0Gl_?usp=drive_link

EVENT

An event is a special and meaningful occasion that people organize with care and intention. It doesn’t just happen by accident ,it’s something that is carefully planned ahead of time. This includes choosing the right date, finding a suitable venue or location, and deciding on the exact time it will take place. Whether it’s a joyful celebration, a serious ceremony, or a fun gathering, every detail is thought through to make sure the event runs smoothly and feels memorable.

According to Shone and Perry (2013), an event is a planned occasion created to achieve specific goals. These goals can be emotional, social, cultural, or even educational. For example, some events are designed to bring people together to celebrate something important, like a birthday, graduation, or national holiday. Others might be organised to raise awareness, share knowledge, or honor someone’s achievements. Events often carry emotional weight they can be exciting, heartwarming, inspiring, or even life-changing. 

They reflect human values like connection, joy, remembrance, and unity. Behind every successful event is a team of thoughtful people who work hard to make sure guests feel welcomed, included, and uplifted. At Hillbrow Radio, we organised our own event called the Open Mic partnering with JICP, Momo's kitchen, Soft solutions ,Inner city partnership, STIR COLLECTIVE,INSTITUTE OF MUSIC, Event Classics and Throb Tek .It went really well because our team worked hard and stayed committed. 

Purpose of Open Mic event

The purpose of the Open Mic event was to give local artists a chance to perform and share their gifts. Many of these artists are talented, passionate, and full of emotion, but they don’t always have a stage to express themselves. We wanted to create a safe and friendly space where they could feel proud, confident, and appreciated. We also wanted to show that Hillbrow Radio is not just a radio station—it’s a caring platform that believes in people and supports their dreams.

The reason we planned this event was to help artists grow, to promote Hillbrow Radio, and to bring people together. We saw how much talent lives in our community, and we knew it was time to give those voices a chance to be heard. We also wanted the public to learn more about Hillbrow Radio and see how we are involved in uplifting others. The event helped people meet, talk, and build new friendships. It was a space where ideas were shared, stories were told, and connections were made.

The aims of the event were:

• To give local artists a stage to perform and feel proud of their work.

• To promote Hillbrow Radio and show our role in supporting the community.

•  To help people meet, talk, and build strong relationships.

•  To create a joyful, inclusive, and inspiring space where everyone felt welcome.

Check list

Before event

 Choose the Venue

• We chose the rooftop at 28 Auret Street in Maboneng. It was selected for its beautiful night view of Johannesburg and its fresh, open-air feeling. The space matched the creative and relaxed vibe we wanted for the Open Mic event.

 Set Time and Date

• We planned for the event to start at 2 PM. This time was shared with artists and guests in advance. Even though the event started later, setting a clear time helped with organizing and promotion.

 Communicate with Stakeholders

• We reached out to performers, team members, and Hillbrow Radio staff to share updates and responsibilities. Good communication helped everyone know their role and stay prepared.

 Design and Share Posters

• We created posters with clear details—event name, time, venue, and contact info. These were shared on Facebook and Instagram to attract attention and invite people to join.

 Create and Post the Video of the Venue

• We made a short video showing the rooftop venue. It helped people imagine the space and feel excited about attending. The video showed the view, the setup, and the vibe we wanted to create.

Clean the Venue

• Before the event, we cleaned the rooftop to make sure it was safe and welcoming. A clean space shows respect for guests and helps everyone feel comfortable.

Prepare the Stage

• We set up the stage with microphones, cables, and space for performers. A good stage helps artists feel confident and keeps the event organized.

 Arrange Chairs

• Chairs were placed neatly for the audience. We wanted guests to sit comfortably and enjoy the performances without feeling crowded.

 Test Sound System

• We checked the speakers, microphones, and music setup to make sure everything worked well. Even though we had some delays, testing helped us fix problems before the event started.

Confirm List of Performers

• We collected names of registered performers to create a program. This helped the MC introduce artists properly and keep the event flowing smoothly.

 Prepare Hillbrow Radio Email for Walk-ins

• We made sure the Hillbrow Radio email was ready to receive music from walk-in performers. This helped us stay flexible and include last-minute artists.

During the event

 Allocating Security to Their Positions

• Security staff were placed at key points to guide guests, manage the entrance, and keep the space safe. Their presence helped everyone feel protected and supported.

 Give Tickets to Paying Guests at the Entrance

• Guests who paid at the entrance received tickets. This helped us track attendance and manage entry in an organised way.

 Welcome Guests and Performers

• The MC and team greeted everyone with warmth and friendliness. Making people feel welcome helped create a positive and inclusive atmosphere.

 Play Music

• Music was played between performances to keep the energy high and entertain the audience. It helped fill quiet moments and kept the vibe lively.

 Keep Venue Clean

• During the event, we made sure the space stayed clean. Trash was collected, and the area was kept tidy so guests could enjoy the event without discomfort.

 Help Walk-in Artists

• The MC helped walk-in performers send their music and join the lineup. This showed that the event was open and supportive of all talent.

 Engage with the Audience

• We interacted with guests, answered questions, and made sure they felt involved. This helped build connection and made the event feel more personal.

 Take Content

• Photos and videos were taken during the event to capture special moments. This content was useful for sharing highlights and promoting future events.

After event

 Clean the Venue

• After the event, we cleaned the rooftop space. Chairs were packed away, equipment was collected, and trash was removed. This showed professionalism and respect for the venue.

 Thank Performers and MC

• We thanked all the artists and the MC for their time, energy, and talent. Showing appreciation helps build strong relationships and encourages people to return.

 Share Highlights on Social Media

• We posted photos and videos from the event on Facebook, Instagram, and TikTok. This helped us celebrate the success, thank the community, and promote Hillbrow Radio’s role in supporting local talent.

Statistics

Target market

For our Open Mic event at Hillbrow Radio, our target market was upcoming artists—those who are still growing, learning, and trying to make a name for themselves. We focused mainly on performers from Johannesburg and nearby areas, because we wanted to support local talent and give people in our own community a chance to shine.

We welcomed artists of any age group, whether they were young beginners or older performers with experience. What mattered most was their passion, creativity, and willingness to share their voice. We believed that everyone deserves a platform, no matter their age or background.

Venue

For our Open Mic event, we chose a very special and unique venue—the rooftop of a building at 28 Auret Street in Maboneng, Johannesburg. This location was not just practical, it was also beautiful and full of character. We wanted the event to feel fresh, exciting, and different from the usual indoor spaces, and the rooftop gave us exactly that.

Hosting an event that will end very late at night made the experience even more magical. From the rooftop, you could see the sparkling lights of Johannesburg stretching across the city. The view was stunning and gave people a feeling of peace, joy, and inspiration. It created a calm and refreshing atmosphere where guests could relax, enjoy the performances, and feel connected to the city around them.

We chose this venue because we wanted the event to feel open, creative, and full of life. The rooftop helped us achieve that. It matched the spirit of Hillbrow Radio—bold, fresh, and deeply connected to the heart of Johannesburg.

Time

The Open Mic event was originally planned to start at 2 o’clock in the afternoon. That was the time we had shared with the artists and the audience. However, the event only started at 4 o’clock, two hours later than expected. Even though we were excited and ready to begin, there were a few challenges that caused the delay.

Some of the artists arrived late, which made it difficult to start on time. Many of them were coming from different parts of Johannesburg, and some had transport issues or needed extra time to prepare. We understood that things don’t always go perfectly, and we tried to stay calm and patient.

At the same time, our team was still working on fixing the sound system. We wanted to make sure that the microphones, speakers, and music setup were working properly so that every performer could be heard clearly. It was important to us that the sound was good, because we wanted the artists to feel proud and the audience to enjoy the performances.

Another reason for the delay was that the MC (Master of Ceremonies) was still busy organizing last-minute walk-in performers. These were artists who had not registered before the event but showed up hoping to perform. The MC kindly asked them to send their music to the Hillbrow Radio email so that we could play their tracks during their performance. This took extra time, but we wanted to give everyone a fair chance to be part of the event.

Event statistics bar graph showing the success of the open mic event and the purpose of the event which was to promote many local artist around Johannesburg of any age.

Publicity for the event

Measures

One of the first things we did was design poster that included the event name, date, time, venue, and contact details. We shared them on Facebook and Instagram, where many people in our community spend time. We also asked friends, artists, and followers to share the posters on their own pages to help spread the word even further.

To give people a better idea of what the event would feel like, we also posted a video of the rooftop venue. The video showed the beautiful view of Johannesburg . We wanted people to see that the space was not only cool and creative, but also welcoming and full of good vibes. The video helped people imagine themselves there performing, listening, or just enjoying the moment.

To make things more fun and interactive, we created a TikTok challenge which was a way of reminding people about the Open Mic . It also helped us discover new artists who were excited to join.All these efforts were made with love, creativity, and teamwork. We wanted people to feel curious, excited, and welcome. By using social media, we reached different age groups .

Where did we promote the event

We promoted the Open Mic event on Facebook, TikTok, and Instagram to reach more people in the community. We shared posters, videos of the venue, and fun content to get people excited. The TikTok challenge helped remind people about the event 

Was it effective

The social media platforms we used Facebook, Instagram, and TikTok and they were very effective in helping us promote the Open Mic event. These channels allowed us to reach many different people, including local artists, music lovers, and members of the community. We posted posters, videos of the venue, and reminders to keep people interested and excited.

Because of these efforts, the event had a great turnout. We had more than 100 artists who came to perform, and over 120 people in the audience. This showed us that our message reached a wide and diverse group of people. 

The strong response proved that using social media was a smart and helpful choice. It helped us connect with people of different ages and backgrounds, and made it easy for them to learn about the event, share it with others, and decide to come. 

MY ROLE

At the Open Mic event hosted by Hillbrow Radio, I worked with Momo’s Kitchen to help sell food to guests and performers. My main job was assisting with the sale of bunny chow, chips, and plate meals. This was a very busy part of the event because many people were hungry and excited to enjoy good food while watching the performances. I helped set up the food area, made sure everything was clean and ready, and served people with a smile. It felt good to be part of something that made people happy and comfortable.

Selling food was not just about giving people something to eat ,it was also about creating a warm and welcoming atmosphere. Some guests came straight from work or had travelled far to attend the event, so having food available helped them relax and enjoy the night. I talked to many people while serving, and I saw how food can bring people together. It gave me a chance to connect with the audience and be part of the event in a meaningful way.

Even though I’m just an intern, I felt proud to take on this responsibility. It taught me how to stay organised, work under pressure, and communicate with different people. I also learned how important food is at events it keeps the energy up and helps people feel cared for. Working with Momo’s Kitchen showed me how teamwork and kindness can make a big difference. I’m grateful for the experience, and I’ll use what I learned to help even more in future events.

Reflection(Kolb's Experiential learning theory)

I will reflect on what I did, how I felt, what I learned, and how I will improve in the future .

Concrete experience

Concrete experience is the first stage in Kolb’s Experiential Learning Cycle, where learning begins through direct involvement in a real situation.  .Kolb (2015) states that concrete experience is the stage where learners engage directly with tasks or events. McLeod (2025) highlights that this stage is essential for emotional and practical engagement in the learning process .The next paragraph will explain what i did

I was part of the amazing team that planned and hosted the Open Mic event at Hillbrow Radio. We partnered with groups like JICP, Momo’s Kitchen, STIR Collective, and others to make it happen. I helped with many tasks from promoting the event on social media to managing food sales during the show. We chose a rooftop venue at 28 Auret Street in Maboneng. It was beautiful and full of life. At night, the city lights made everything feel magical. Even though the event started two hours late, we stayed calm and worked together to fix sound issues and welcome walk-in performers. I also helped with selling food, which was a fun and busy part of the event. People were hungry and happy, and it felt good to serve them with a smile. It made me feel useful and proud.

Reflective observation

Reflective observation is the second stage in Kolb’s Experiential Learning Cycle, where you take time to think about what happened, how it made you feel, and what you noticed during the experience.  Kolb (2015) explains that reflective observation involves reviewing and thinking deeply about an experience from multiple angles. McLeod (2025) highlights that this stage helps learners develop insight by analysing their actions and feelings. The next paragraph will state how I felt

I felt excited and proud seeing the artists perform. Some were shy, some were bold, but all of them were full of heart. It made me emotional to see how much talent lives in our community. At the same time, I felt a bit sad and stressed when things didn’t go as planned. The late start, the sound problems, and the rush to help walk-in artists made me feel overwhelmed. But I reminded myself that no event is perfect, and I focused on staying kind and helpful. Selling food also gave me joy. I got to talk to guests, smile with them, and feel part of the crowd. It was tiring, but it made me feel connected.

Abstract conseptualisation

Abstract conceptualisation is the third stage in Kolb’s Experiential Learning Cycle, where you begin to make sense of your experience by forming ideas, theories, or general principles. It’s about thinking deeply and logically turning what you’ve done and reflected on into structured knowledge that can guide future actions. Kolb (2015) describes abstract conceptualisation as the process of forming theories and ideas based on reflection. McLeod (2025) explains that this stage helps learners move from experience to structured understanding. The next paragraph will show you the concepts I came up with in this whole experience.

I learned that planning an event takes more than just ideas—it takes teamwork, patience, and strong communication. I saw how important it is to test equipment early, prepare for delays, and stay flexible. I also learned that social media is powerful. Our posters, videos, and TikTok challenge helped us reach over 100 performers and more than 120 guests. That’s a big success! Most of all, I learned that emotions matter. When people feel welcome, they open up. When artists feel supported, they shine. That’s what Hillbrow Radio is all about—giving people a voice and making them feel seen.

Active experimentation

This is the last stage in Kolb's experiential learning cycle which refers to using the experience that you have to future events or situations. Kolb (2015) states that active experimentation is the stage where learners apply new ideas to future situations. McLeod (2025) highlights that this phase helps learners test and refine their understanding through practical action. The next paragraph state will explain more to you about how will i use this experience to my next workplace 

Next time I help plan an event, I’ll make sure sound checks happen earlier to avoid delays and create a simple backup system for walk-in performers so things run smoothly. I’ll suggest using WhatsApp or shared documents to keep the team updated in real time, and I’ll help promote the event more creatively—maybe with artist interviews or countdowns on social media. For food sales, I’ll help organise a clear menu and setup to make things easier for guests. Most importantly, I’ll keep working to create spaces where people feel proud, safe, and inspired—because that’s what makes an event truly meaningful.