Tips for Musical Event Planning

Extend Your Lead Time

Whether you’re planning a benefit concert, showcasing a musician friend or bringing a bunch of bands to the campus quad, you’ll find out quickly that hosting a music event can get complicated.

Arranging for the actual music is often the simplest part of the plan. You may need to get into promotion, equipment rental and venue research. You might discover a scheduling conflict deep into your well-laid plans and have to move the date — and promote all over again. It could turn out you got the wrong permit and have to start navigating the local red tape all over again.So give yourself more time than you think you need. For a small, casual event in your own home, a few weeks lead time might suffice; but for larger events, you’ll probably need months. It’s not always easy to get everything lined up just right.

To Save Money, Think Local

We all want to fly in Adele for a show, but unless you’ve got the budget of a record company, major musicians are probably out of reach for someone just starting out.
The fact is, even a lesser-known act might be tough to swing if getting them to your show would require travel. Travel costs, including transportation and lodging, add significantly to the cost of a performance, so if you’re on a pretty tight budget, your best bet is probably going to be a local act. It will cost you a lot less to book performers who live close by.

Know Your Audience

Just because you’re booking a great act and selling tickets doesn’t mean people are going to buy them.
Something to keep in mind: A band that sold out a small venue two towns over may not be as popular in your area. To put on a successful show, knowing your audience — and using that knowledge to do some precise targeting — is essential. Who’s especially popular in your area? If you’re not sure, check Facebook pages to find out how many of a band’s followers live nearby, or try looking into past shows to find out what sold out quickly (or at all).

Choose an Appropriate Venue

If you’re planning a concert you’ll be selling tickets for, you want it to sell out; short of that, you want it to look sold out; and short of that, you want it to look full.
A half-empty venue is a something of a downer for everyone — the band, the audience, and, of course, you. But if you’re a relative novice at hosting these types of events, or if you choose to feature an act that doesn’t already have a huge following, selling a huge number of tickets can be tough. The easiest way to avoid this type of downer is to book a small venue. Sell out a 200-person show first, and then set your sights higher.

Identify your target audience and define your budget

The first thing to do before launching your project is to identify the target audience you want to reach with your music show. What type of audience would you like to attract? Whether you are targeting children or an adult audience, the permissions that you will need to apply for will vary. Think about the sale of alcohol for instance, or the time of your event – these will be different for an audience of under or over 18.
Define an attendance goal – this will help you define the compensation of the artist, the venue hire, and all related expenses.

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