Events with live music are the best. They’re engaging and entertaining. Without a plan, it is possible to run into some problems. This guide will help you to how to plan a concert.
Concerts have more moving parts and elements than other events, so there are more things that could go wrong. Inclement weather, technical problems with audio-visual equipment, illness or injury to musicians, and other factors can all impact the experience of everyone. Keep reading to learn how you can be prepared for any mishaps, and make sure your concert is a success.
In just 10 steps, Learn how to plan a concert.
1. Establish goals.
One of the most important steps when discovering how to plan a concert is establishing goals. You have likely already decided on your event goals and objectives , and that a concert is the best way to achieve them. Without a clear vision of the goals and objectives you want to achieve with live music, it’s unlikely that you will have a memorable concert.
Live music events that are the best have a theme or concept driving their narrative. The concept guides everything, from the music to be performed, the venue, the event activities, and the style and merchandise of the event.
Think about the attendees at your event to determine what style and concept will appeal to them. Talk to as many people as possible to ensure that your concept is engaging and exciting.
2. Make a budget.
It is tempting to calculate how many people you expect to attend your concert. Then multiply that number by the price that you believe people will pay for tickets. Finally, consider the total as your budget. This is a backwards approach.
A budget outline is essential in order to be able to cover expenses and contingencies as well as to make a profit if you have that goal.
The rest of the list can be used to help you determine what you will need for your event. You can also create line items for each category. You should allocate between 10-30% of the unallocated funds to cover contingencies or unanticipated costs. This will ensure that you are ready to handle any unexpected expenses.
3. Find the talent.
Your concert will be influenced by the musical talent you bring in. Depending on the talent you choose, this may be one of your major budget lines.
Find talent that is compatible with your event objectives and concept. You should ensure that the target audience is similar to theirs. You don’t want a band that is predominantly teenage performing in front of a room full seniors.
Remember that you will likely have to cover their travel costs if you hire talent from out of town. If you aren’t careful, this could cause you to go over budget. You may be able save money and build a relationship with your local community by choosing local talent.
4. Choose a location.
Many venues can accommodate live music. Consider hiring someone who has experience with live music, and who can set up a stage and seating arrangement that suits the music you choose. Although outdoor venues are more expensive and have less control over the weather, they can still be great for events like barbecues and picnics. You should have a plan in place for weather conditions such as rain, snow, wind and heat.
Your venue’s size will have a significant impact on the energy and enthusiasm of your concert. You’ll end up with a half-full venue and a low-energy audience if you book it too big. You’ll be wondering if you lost more revenue and ticket sales if you sell too fast if you book small venues. It’s better to choose a smaller venue than you think you can fill because the crowd’s energy will be affected.
It is important to secure your venue before the event begins. Once you have this piece in place, the rest of details will fall into place.
5. Get insurance and permits.
You may need permits to allow alcohol, food and music depending on the venue you choose. You can check with the venue or local authorities to find out what permits you will need. Also, it’s a smart idea to have insurance for your event. It will cover you for most common mishaps and may be required by your venue.
6. Finalize the date and time.
Your event’s ideal date and time will depend on the audience and your event idea. Certain themes and concerts are more effective in a nighttime setting. You can use lighting and backdrops for the atmosphere and tone. It will be easier to manage other venues and concepts, especially those that are outdoor, during the day.
Remember that every audience member has their own preferred times. Consider things such as school, work and holidays when deciding the best day and time for your concert.
7. Decide what equipment you need.
Talk to your musician talent and the venue to find out what equipment they will need and whether or not the venue can supply it. This could include speakers, microphones and sound systems, lighting, and any other audio/visual equipment. You should discuss with your musician talent what equipment they will bring and what responsibility you have.
Consider the acoustics in your space, whether or not you will need amplification to perform the music, and what seating arrangements are most appropriate. Outdoor venues should have protection for equipment. When you meet with vendors, talent, or the venue to discuss your equipment requirements, be sure to ask them how long it will take to set up and tear down, as well as whether they require access to power, a loading ramp, or other special access. To avoid costly errors, these details are essential to include in your plan.
8. Create a comfortable environment.
A backstage area can be used to make your talent feel comfortable and prepare them for the show. You can make this area private or semi-private, but it must be easily accessible to the stage and have access to restrooms.
By providing water, snacks, and other necessities, you can make backstage a more comfortable environment. You can ask them ahead of time if they need to change, warm up, or rest between performances.
Access to toilet facilities, refreshments, and seating is key to your audience’s comfort. Outdoor venues should have enough shelter for inclement weather or a plan in case of a severe storm.
Make sure everyone is safe. For the venue and size of your audience, you should ensure that you have sufficient security and medical assistance.
9. Start selling tickets.
Sell tickets is a must if you want to make money at the concert. To offer digital or printed tickets, you can partner with a ticketing company. Many ticketing services allow you to put your branding on the tickets and accept multiple payment methods. Some even offer tiered pricing. Many services will include a website to facilitate your ticketing and integration with social media.
It is important to clearly mark the time and date of the concert on your ticket. Also, include information about seating and a return/refund policy.
10. Encourage the concert.
Promotion for your concert is just like any other event. A marketing strategy will be required to take into consideration your event’s concept, audience and the musical talent you have brought onboard. You should make sure that the talent uses the right channels for marketing and work with them to promote the event.
Help from event partners can help you increase your reach and get your message out further. Your event can be promoted by merchandisers and concert promoters as well as ticket sellers. Make sure everyone is on the same page about your event goals and concept. Give them all the tools they need to promote it via social media, email and printed assets.
High-quality videos and photos should be taken during and leading up to the event. These photos and videos will be a marketing asset in your event following-up. They could also prove to be very useful if the event is made into a series or repeated next year.
You now know how to plan a concert.