How to Organize a Concert

The budget and sponsors

It would help if you kept in mind at all times the budget available for the concert. This way, you will always have a global view of where you can cut back if you have to put more resources into another game. It will serve as a roadmap throughout the organization of the concert and will help you in the post-concert analysis.

In addition, the budget is essential to be able to establish the price of the tickets (without overlooking the audience you are targeting, a factor that greatly influences the price you can set for your tickets): calculate your minimum attendance goal so that With the price of the ticket and the expected expenses, the concert is profitable. This point is called break even.

You don’t have to bear all the expenses. That’s why there are sponsors and other collaborators with whom you can reach beneficial agreements for both parties: normally, they will give you money, products, or services necessary for your event in exchange for advertising their brand. To help you find sponsors, we have written an article on how to find sponsors.

The artists (the booking)

Without an artist, there is no concert. Does your event revolve around the artist, or is the concert just another part of it? Is the concert an end in itself, or is it part of another objective, such as raising funds? These questions will help you see if you have to adapt the universe of your event to the chosen artist or, on the contrary, choose an artist that fits the universe of your event.

Contact the booking agency or the manager of the chosen artist and don’t forget to send all the information related to the concert: where it will take place, capacity, characteristics of the space, etc.

The target audience

Age, educational level, socioeconomic level, type of usual leisure… Knowing your audience well will make things much easier for you since you will be able to adapt to take advantage of the behavior of each group. Age is essential information since it will have a great impact on the permits you have to process (to sell alcohol, for example), the time of the event, etc. Never forget who you are organizing the concert for.

You can get more useful information about your concert attendees by including a form in the ticket-purchasing process.

Space, procedures, security, and technical elements

 

  • The concert venue: Regardless of whether you choose a hall or an outdoor venue, you must make sure what the space offers you and what you will have to obtain on your own (alcohol licenses, security, technical elements …) and that you check details such as cleanliness, whether or not it has a wardrobe, ventilation, if there is coverage, if it is accessible for people with reduced mobility… It is also important to look at whether there is easy access for trucks, etc., if the assembly requires it.
  • Procedures: Do not forget to check the procedures that you may have to carry out with the city council, the Treasury, the SGAE, the contracting procedures, insurance, and others related to the security of the event.
  • Security: We must look at this issue from two angles: what in English they call safety and what they call security. This includes, on the one hand, the conditions of the room, respect for capacity, fire measures, etc., and on the other hand, ensuring that dangerous objects are not introduced, security personnel both at the entrances and inside the premises, etc. Don’t forget that, depending on the type of event, you may also have to rely on the police or ambulances.
  • Technical elements: Make sure you have everything in order that the artists tell you they need in the technical rider. This includes everything related to sound, lights, backline …
How to Organize a Concert

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