How to Plan a Concert in 10 Steps
- 1. Establish goals. One of the most important steps when discovering how to plan a concert is establishing goals. In other words: What do you want this concert to accomplish? ...
- 2. Create a budget. ...
- 3. Find the talent. ...
- 4. Pick a venue. ...
- 5. Apply for permits and insurance. ...
- 6. Finalize a date and time. ...
- 7. Determine what equipment is needed. ...
- 8. Create a comfortable environment. ...
Full Answer
How early should I get to a concert?
The earlier you arrive to the concert, the more likely you are to find a good spot on the floor. If you want a front-row spot for a large, sold-out event, it is recommended that you show up to the venue up to 6 hours early in order to secure your space. Arrive at least 1-2 hours early for any general admission event.
How do you organize a concert?
- Before booking any dates, consider looking into gig swaps with other bands you've befriended on social media in their home regions.
- Assemble a street team online made up of your followers in the places you'll be touring.
- Plan some press with local newspapers, fanzines and radio stations.
How to start a concert?
Start by promoting local parties and events to gain prominence and build a business from there. A good concert production company doesn’t happen overnight. It takes long hours with the creators of the event determining exactly what their needs are and the target audience for their event.
How to set up a stage for a concert?
Steps to Proper Stage Setup
- Make a stage plot. ...
- Make a sound plot. ...
- “Spike” center stage. ...
- First, sweep the stage. ...
- Set up platforms and risers. ...
- Set up pianos, percussion, harpsichords, and other large instruments. ...
- Set up chairs and stands. ...
- Set up sound gear: mic stands, mics, monitors. ...
- Have a plan for gear coming off stage during the concert. ...
How do you plan a concert show?
Concert planning made simpleCreate a budget. ... Find the talent. ... Pick a venue. ... Apply for permits and insurance. ... Finalize a date and time. ... Determine what equipment is needed. ... Create a comfortable environment. ... Start selling tickets.More items...
How do I plan an event?
See the full checklist.Define goals and objectives. ... Establish an event budget. ... Build your events team. ... Pick your venue and date. ... Develop event branding. ... Plan your program. ... Confirm sponsors, exhibitors, and speakers. ... Identify and select your tech tools.More items...•
How long does it take to plan a concert?
8 to 10 Months Before Your Concert Money will play a driving force in planning your concert. You will have to keep in mind that you will need a buffer budget too as there can always arise unexpected expenses.
How do I set up a music concert?
Your concert planning checklistSet your music event budget. ... Find your concert venue. ... Talent buying and finding your performers. ... Price your concert tickets. ... Market your music concert. ... Plan a digital version of your music concert. ... Source the right equipment.
What are the 7 stages of event planning?
7 Steps to event planning successDefine your objectives. Always ask yourself beforehand 'What are you hoping to achieve from this event? ... Choose your location. Make sure that your location aligns with your objectives. ... Set a date. ... Create a plan. ... Issuing invitations. ... The day of the event. ... Evaluate.
What are the 3 important steps in organizing an event?
3 Crucial Steps of the Event-Planning ProcessSet a goal with objectives and a budget. Before you even begin to fantasize about a theme for the event, you need to set goals, objectives, and more importantly, a budget that encompasses all parameters of the event. ... Locate a venue and establish vendor contracts. ... Branding.
How long should a concert last?
Expect a concert to last anything from 90 minutes to two hours, and that is a pretty good guide. There is often a 15-20 minute interval too.
What to do if you dont know the songs at a concert?
Go in the middle of the group and just imitate whatever it is they're doing. If they scream, scream, if they're crying, cry and so on.
How early should you be at a concert?
The question is, how early should you get to a concert? The earlier you get to your concert, the better. As a rule of thumb, arriving 2 hours before the show starts is ideal. If you have reserved seats, showing up 15 minutes before the opening act is sufficient.
What makes a successful concert?
For a good concert, the combination of enthralling production, fun atmosphere and a quality performance can imprint an unforgettable memory onto the many music fans who attend.
How do I organize my home concert?
How To Put On A House Concert And Host Them Successfully (A Guide For Musicians)Why House Concerts?Setting A Ticket Price Is Recommended. ... Set Up Concert Seating.Say A Few Words Before The Show.Set Up A Place To Sell The Artist's Merch.Encourage A Pot Luck.Provide A Meal For The Artist.Provide Water & Coffee/Tea.More items...
How do you host a show on the stage?
How to host a showBe yourself. Who else would you be? ... Be a fan. The best thing you can do for the show you're hosting is to let the audience know why it matters. ... Be prepared. ... Be a professional all the way. ... Get to know the acts you're introducing. ... Less is more. ... Know your go-to material. ... Take your role seriously.More items...•
What are the five stages of the event planning process?
The Perfect Plan: What Are the Five Stages of Event Planning?Stage 1 – Research and Goal Setting. ... Stage 2 – Design the Event. ... Stage 3 – Brand the Event. ... Stage 4 – Coordination and Day-Of Planning. ... Stage 5 – Evaluate the Event. ... Successful Event Planning.
How do you organize an event example?
10 Tips for Organising a Successful EventDefine the purpose and format. ... Pay sufficient attention to planning. ... Draft your budget taking into account unforeseeable situations. ... The devil is in the detail. ... Check the location and have a plan B. ... Allocate responsibilities. ... Tell your audience about the event. ... Pay attention to service.More items...
What are the 4 categories of events?
Corporate eventsSeminars. A seminar is organised with a specific target audience in mind and aims to convey highly relevant information. ... Conferences. Conferences tend to be much more complex events with multiple speakers and sessions across a number of spaces within one or more venues. ... Trade shows. ... Workshops.
How do you plan an event for a party?
The ultimate party planning checklist templateChoose a theme. ... Determine your budget. ... Choose a few date and time options for the event. ... Book an event venue. ... Arrange entertainment. ... Make a guest list. ... Order supplies if you're making your own decor.
Step 1: Identify the Concert Goals
What does the concert aim to achieve? Is it a musical concert, a fundraiser, a talent show, or a festival? It would be best if you had a clear idea of your end goal to achieve a memorable concert. Take into account the attendees to the event.
Step 2: Plan the Budget
When organizing a concert, you need to set a realistic budget to cater to all the contingencies and expenses. It will also help if you intend to make a profit. Make use of a budget template that you can always make amendments to depending on the event.
Step 3: Look for Talent
Look for the talent that perfectly fits your attendees’ needs. Evaluate their expectations to determine what fits them. For example, if you host a concert for people between ages 25 to 50, bring in an artist they will love.
Step 4: Select a Venue
When choosing the venue, ensure the venue management has no problem with live music. Outdoor venues can be unpredictable due to weather changes. They also have higher costs in production. Outdoor venues offer an excellent choice for picnics and barbeques.
Step 5: Get the Required Permits
Depending on your venue of choice, you may require permits for music, alcohol, food, and the event. Check with the local authorities and the venue to confirm what you need to do. You may also need to get insurance for the event. It will take care of any unexpected incidents.
Step 6: Determine the Time and Date
The perfect date and time for your concert will depend on the concept of the event and your audience. Some concerts and themes are perfect at night. Other venues and concepts are best when managed in the daytime.
Step 7: Determine the Equipment You Need
Talk to the musical talent and the venue management to decide on the equipment you will need. Find out if the venue can provide some of the equipment: speakers, a stage, sound system, microphones, audiovisual equipment, and lighting.
How to plan a concert?
Depending on your local authority’s regulations, you will have to adjust certain items when you plan a concert checklist, for instance: 1 Understanding the number of tickets you are now allowed to sell. 2 Identifying special seating arrangements that will ensure social distancing. 3 Including additional rental equipment, like screens or crowd control devices. 4 Adding hygiene equipment and products (i.e. hand sanitizer dispensers, antibacterial soap, disinfectant wipes, among others) to your pre-concert purchases list. 5 Considering buying health monitoring equipment (i.e. thermometers, oximeters.) 6 Determining if you need to hire additional staff to perform extra cleanups? 7 Asking if you need to complete procedures, such as obtaining additional permits, for the event to take place? 8 Ensuring all contingency plans are in place, in case there is the need to unexpectedly cancel the show?
Why is profitability important in concert planning?
You should keep track of it all along the way, as everything that happens before the show, affects how profitable it is in the end. A tool that lets you integrate all financial variables, such as ticket counts, reimbursable expenses, overtime, etc, will help you manage this aspect easier. Even better if your tool lets you make projections into the future, allowing you to estimate the health of your overall operation within a month or even a year.
What is time management in concerts?
When it comes to concerts, time management involves everything from meetings and appointments, to holds and confirmed events. You need to find a calendar that lets you, your team, and other parties visualize when things are happening. Ideally, this calendar should be available on any device and will let you share information with whoever you choose.
Why Is Project Management an Important Concert Checklist Skill?
Whether you are planning a massive festival – like the ones that used to take place before 2020 – or an intimate solo show, all concerts are projects. For them to turn out perfectly, they require a particular skill from the people involved; it does not matter if it is a promoter or a venue manager.
How many people attend live music events in the UK?
The market for live music is booming: Over 29 million people attend live music events in the UK every year. Almost 11 million of those numbers are music tourists—people travelling specifically to see a gig or concert. This means that there is plenty of infrastructure and talent you can lean on to make planning a concert as easy as possible.
What is the most important part of putting on a show?
Perhaps the most important part of putting on a show is getting the right venue. Maybe you already have a venue in mind, or you might be considering a number of different options.
What is Billetto ticketing?
Billetto is a ticketing platform that helps you manage, promote, and host events. Set up an event page and start selling tickets in 5 minutes.
Do you need a sound tech for a venue?
But if you are working in a venue that isn’t designed for music performances, you’ll need a good technician to get the sound quality right.
Do you have to plan a concert around multiple acts?
If you need to work with several different acts, do not base your concert planning around them. In this case, sort out the date and venue before you think about booking the acts.
Is it hard to have a concert without sound?
It’s difficult to have a concert without sound.
Do music venues have sound systems?
Specialist music venues will have their own specific sound systems. This makes it easy, as the venue and the acts can then work together to establish what the former can provide and what the latter will be bringing with them.
How long does it take to plan a big concert?
Yes, that is a good amount of time to start planning for a bigger concert which will be successful. With so many elements to take care of during events nowadays, even small wedding preparation takes 6 to 8 months. Planning a big concert is a huge project to start with. All variables will impact each other and small errors ...
What is the first thing to decide on when planning a concert?
The first thing to decide on is why you are organizing the concert. It is a well-known fact that when you have a solid ‘Why’ as a reason, you always find a good ‘How’ solution. ...
What to do with a press release?
A press release on social media, your website, and local newspaper stating how the event was, will be a bonus that you can use for publicity for your next event. You can also conduct a post-event survey from all participants to know what they enjoyed the most and what elements need to be changed for your next event.
What to do after an event is over?
Set up a cleaning committee that will come the next day to clean the location up and return it to the way it was. Pack and return all the equipment hired for the event to the suppliers.
Do you have to spend all your budget on booking an artist?
You don’t have to spend all your budget on booking an artist but also take into consideration expenses like marketing, production, staff, food, printing and so on. Form a team who will help you estimate the cost of each element and add some extra budget on each just to be on the safer side.
How to prepare for a concert?
If you’re counting down the days before a concert, start preparing for the event by working out how you’ll get there and what kind of parking is available so you don't waste time looking for a spot. On the night before the concert, pack essential items like your tickets, ID, and ear plugs. Then, on the day of the concert, charge your phone a few hours before leaving since you'll need something to entertain you while you wait in line. Additionally, eat a hearty meal a couple of hours before leaving so you won’t be hungry during the show. To learn more, like how to get backstage and join the mosh pit at your upcoming concert, read on!
How to get to a concert with friends?
If you are planning to go to the concert with friends, decide who is going to drive in advance. If you need a ride, check out a rideshare service such as Uber or Lyft to see if they are available in your area.
How to get backstage at a concert?
The earlier that you show up to the concert venue, the better your chances of getting backstage will be. Lots of people try to get backstage at concerts and as the evening progresses, security guards become more cautious and selective of who they allow backstage. If you show up early, you will have a better chance.
How to stop hearing loss when listening to music?
Buy earplugs. Permanent hearing loss and tinnitus are serious side effects of listening to loud music, but you can help prevent these conditions by wearing earplugs at concerts. If you are concerned about the effect that earplugs may have on sound quality, you can purchase high fidelity earplugs that dial down the volume of the music rather than muffle it like foam earplugs tend to do.
How to protect your ears from loud music?
If it's a loud heavy metal concert for example, it'd be best to stay away from the speakers, and/or wear special earplugs . You can buy earplugs made specifically for music, which do a good job of protecting your ears while still making the music sound good. It also depends on how often you go to concerts. One loud concert probably won't do permanent damage, but if you go regularly without earplugs, you could damage your hearing gradually over time.
What to pack for a concert?
Pack your essential items. Put necessary items (TICKETS, lip gloss, ID, cash, earplugs, comb or pocket brush, etc.) in your wallet or purse the night before the concert. If you plan to bring a purse and you don’t have a small purse or wrist clutch, you may want to invest in one because you will not want to be lugging around a large purse all night.
How to find a pit in a concert?
Depending on the size of the concert venue, there might be one large pit or multiple smaller ones. Look around and see where the closest one is and head towards it. You may have to wriggle your way through the crowd to get there.
Put Together The Performers
Work with A Venue Or Venue Finder
- Perhaps the most important part of putting on a show is getting the right venue. Maybe you already have a venue in mind, or you might be considering a number of different options. You need to think carefully about the size of the venue and its suitability for a music performance. It may be the case that you’ve staged other events in a venue and believe it would be ideal…but it …
Organise The Sound System
- Potentially overlooked by first-time music event organisers, the sound system clearly plays an absolutely crucial role in ensuring the concert is up to standard. Specialist music venues will have their own specific sound systems. This makes it easy, as the venue and the acts can then work together to establish what the former can provide and what the latter will be bringing with them. …
Understand Set Requirements
- Different artists will have specific set requirements. This will often extend to much more than just amplification systems. It may be that the artist will have a set that goes along with their show. This could include anything from pyrotechnics and strobe lighting to feature pieces that involve high access. These may have health and safetyimplications and will need careful planning and …
Get A Good Sound Tech
- You also need to ensure that you are working with a high-quality sound technician. Venue designed for music will have their own sound tech who will be able to manage it all for you. But if you are working in a venue that isn’t designed for music performances, you’ll need a good technician to get the sound quality right. Don’t assume that this is something that artists can tak…
Work with The Right Staff
- It’s important to have the right staff working at your event. Make sure that you hire ticketing, security, and other members of staff who have experience working at live music events and understand the different challenges in this environment. Dealing with a large crowd in a loud space can be challenging. That’s why it’s extremely valuable to have a team that understands ho…
Put in The Marketing Work
- An essential part of putting on a great concert is making sure that people actually turn up for it. Concert marketingis a subset of event marketing with its own techniques and tools. Posters are still a major part of concert marketing, as well as leveraging the support of local acts.
Get Planning!
- Yes, planning a live concert will take a lot of work, but there is no time like the present to start putting that work in. Hopefully you now have a better idea of how to plan a concert. The more time you give yourself to start getting the work done, the more you will be able to achieve. Author: Dakota Murphey provides content for a small selection of event industry sites including Billetto.