How to organize a concert and not go crazy while doing it? Whether you’re a novice or an experienced event planner, there are few types of events that are more daunting than a concert. Either a huge performance on a stadium or a small gig in a pub, a concert is a complex affair in which precise timing and planning are key.
We broke down the process into 10 logical steps to save you the headache.
1. Start from your objective
Why are you organizing the concert? Is it for a fundraiser? Is it a way to inaugurate a venue such as a bar, pub or club? Do you want to showcase new talents in town? Or is it part of a bigger event such as a festival?
2. The artists
Decide what artists you want performing at your concert. You will normally need one or more main acts, and one or more opening acts. The bottom line rule is that the more famous/prominent artists should perform at the end of the show, and the less known/newcoming names should perform in the beginning. Check availability dates for all of the artists and write down the possible dates when all are available. If your budget doesn’t allow for big names, try as much as possible to get local artists, to save on transportation and accomodation costs.
3. The venue
Once you know who will be performing, you can choose the concert venue. The venue should reflect the potential size of the event and the potential of the artists/bands to actually “fill” it. It’s better to have a 300 people venue filled at maximum capacity, than one of 5000 seats out of which half are empty. If the main objective of your concert is the inauguration of the venue, this step is of course easier, and the choice would be done the other way around: you will choose the artists who best fit your venue in terms of genre and the capacity to fill it. If the venue is outside, have a backup plan in case it rains.
4. The date
You have the who, you have the where, now it’s time to choose the when: the date of your concert should match both the availability of the venue and artists, and allow for enough time for organization and promotion. Ideally, there aren’t any other important events on your chosen date, and it’s during the weekend. Choose and book the date a couple of months in advance for a small concert. For a large affair, featuring big names, needing to sell thousands or tens of thousands of tickets, book the date up to a year in advance.
5. The budget
Figure out your finances: set up your event budget, make previsions of ticket sales, set your ticket price based on these, and see if you need other sources of financing such as sponsors and selling merchandise. Check out our event budget template to make this task easier, and, since we mentioned selling merchandise, did you know you can do it directly through your Metooo event page? Find out more here.
6. The logistics
Book and rent stage equipment (lights, sound, and an actual stage if the venue doesn’t already have one). This also involves the set-up for backstage – artists dressing rooms, catering, fulfilling special needs.
Sort out bureaucracy. Check out what permits are needed in your town/city as far as noise and alcohol consumption are concerned. Get an insurance for your concert. Concerts are one of the most complex types of events, and the combination of high voltage electric equipment and some hundreds/thousands of excited audience members, potentially with some alcohol on board, means that a lot of things might go terribly wrong. An insurance protects you and your guests from that.
- Recruit staff (technical staff, event check-in staff, security). Depending on your budget, you can try to reduce costs by looking for volunteers, and see first if the artists/bands come with their own technical staff. Extra tip: if you sell your tickets through Metooo, you will need less event check-in staff than you would normally think, because the check-in process becomes so simple!
- Promote, promote, promote! Ideally, the artists you chose already have a big following/fan base, at least in your area, and you can leverage that, but you still need to make sustained efforts to communicate your concert by all possible means: the event website, social media, email marketing, and even traditional media if your budget allows for it (radio, TV, posters/billboards).
Extra tip: if you sell your tickets through Metooo, you can create your own complete, beautiful and efficient event website within the platform. You can also set up emailing campaigns straight from your event page. Find out more about the Metooo features here.
10. Final check
- Re-confirm and double-check everything. A couple of weeks before the concert, get further confirmation from the artists, nobody likes a no-show! Then double check your orders for equipment and the availability of all your staff. Now it’s also time to see that updated weather report and see whether you’ll need to use that Plan B you made for the venue.
This is it, our take on how to organize a concert in 10 easy steps! Stay tuned for our next post on what exactly to do the day before and the day of the concert, to make sure everything goes smooth and flawless!