By: Emily Udy
Strategic Organization
Intro
For my senior project, I organized and managed a Center Stage concert at BYU-Idaho featuring Mat and Savanna Shaw. With over two years of experience in the Purchasing and Travel Office, I have worked extensively on contracts for the Center Stage concert series. However, my role was primarily focused on contract management, and I wanted the opportunity to oversee the full scope of concert planning, from initial negotiations to final execution of the event.
I pulled this event together in just six weeks, starting with contract negotiation, moving through marketing and promotion, and wrapping up with logistics and hospitality. This project required extensive coordination across multiple departments, and I wanted to give you a look behind the curtain at how everything came together.
Departments & Collaboration
Administration & Contracts – I worked in the purchasing office with the Director of Center Stage to get Mat and Savanna approved by the President’s Council to come on campus. I negotiated the contract with the artist’s agent, and made sure everything followed university policies. I also managed financial logistics, setting up payments and worked with the travel office to arrange Mat and Savanna’s hotel accommodations.
Marketing & Promotion – Once the contract was signed I helped create and approve posters, press releases, and digital ads with media coordination. I worked with ticketing services to set prices and track sales. To expand outreach, I set up a special choir workshop at Madison High School and coordinated an artist interview with BYU-I Radio.
Technical Production & Venue Logistics – Getting the Hart Auditorium prepared for the concert meant working closely with Tech Services, Security, Parking, and Custodial teams. To ensure no details were missed I reviewed the artist’s tech and hospitality rider, scheduled advance meetings, and made sure all necessary equipment was available.
Hospitality & Artist Services – I picked up food that was requested for the green room and I arranged dinner and catering for the artists, their band, and the tech crew. I also handled transportation and backstage needs, making sure Mat and Savanna had everything they needed.
Event Execution & Takeaways
On March 14, the concert came to life. I had the opportunity to MC the event and kept everything running smoothly. The night was a great success with about 1,000 people in attendance, thanks to the combined effort of every department involved.
This project taught me how interdepartmental coordination, strong communication, and adaptability are essential for executing a large-scale event. It was an incredible experience, and I’m grateful for everything I learned.
