How to Plan a Music Event Your Guests Will Never Forget

If you want to have a crowd-pleasing music event, it’s possible with the right plan. You just need to enjoy what you do, be smart about it, and put in the work. Whether you’re planning for a small concert or a nationally recognized event, the steps to get to the results are essentially the same. Take these steps from start to finish to plan a memorable music event.

Carefully Select a Date

It doesn’t seem like a huge factor, but choosing a date is crucial for a good turnout. Before setting a date in stone, think about a few factors that can affect the dates you have in mind. Even then, jot down some backup dates in case the one you want is taken.

Think about other popular events happening in the area that could affect interest in yours. You also don’t want to get drowned out in a larger event’s marketing. Other factors like the weather, time of year, and seasonal holidays will influence the date you choose for your event. Take your time with making your decision about the date.

Choose a Great Location

Your task of choosing the venue and date will cross each other. You’ll have to coordinate the two, which is why you need to have more than one date and venue in mind. A high in demand venue will fill dates quickly, so you may have to go with another venue or a different date to reach your goal. Some venues also cater to specific events first, like weddings or corporate events.

Take time to visit each venue while thinking about what you need for the music event. Think about how much space you need and if the venue meets those necessities. Do you want an open space without chairs or do you want seating? Is it a time to have an outdoor or indoor event? You also want to observe the lighting and electrical setup.

Before you finalize your venue, ask the manager what’s included. If you plan to have sponsors, you might want to see how they can display sponsor information. Ask if they give access to projectors and screens or if you’ll have to take care of it yourself.

Find out their rules on vendors and what they’re allowed to sell. Ask what you’re allowed to sell or provide to your guests. Some venue might want to control food and drink sales. Lastly, you need to know if they help with ticket sales and what the commission arrangement will be.

Create a Budget

Your budget is the core of your planning strategy. You need to invest money along the way, and bring in dollars to pull the event off. To create your budget, make a list of all you need for the event.

Start with the costliest items like the performers and venue. Document down to the smallest items like ticket printing costs and wrist bands. Once you calculate all the business costs, you’ll have your break-even number. Your revenue must exceed that number to make a profit.

If you’re in what’s considered a walk-up city, you won’t be able to rely on ticket sales to meet much of your expenses. Most guests in this category will wait until the day of, or close to it, to buy their ticket to the show. In that case, you must pitch to sponsors or investors and use their funding. If you use investors, make sure you include any repayments or ROI in your expenses.

Set your prices just right

Perfect pricing requires research too. You need to know some things about the location for the event to set the right ticket prices. Learn about what guests have been willing to pay for similar shows in the recent past. Take surveys to find out who would attend and what price they’d be willing to pay. It also wouldn’t hurt to know the average income for residents and their interests.

Make Sure Your Sound Is High Quality

To put on a good show, you need stellar sound quality. This is one thing your audience will notice right away. They paid to see a good show and hear the equivalent, and they want their money’s worth. This means you need to put some time and work into making sure the sound is perfect.

The sound could change depending on the location of your event. Differences in the size and structure of buildings alter the sound. The material in the walls can absorb or deflect sound. Outside environments can cause echoes or alter how far sound travels.

Think about all these factors when you’re gathering sound equipment and mics from microphone geeks. A good mic could mean the differences between a bad show and clear, beautiful music. You want to make sure the mic doesn’t cause static, muffles, or feedback.

If you’re entirely new to coordinating shows, you should also get a sound company to handle that area. Some will take the responsibility of setting up equipment, conducting pre-show sound checks, and monitoring sound during the show. It’s normal to delegate sounds while planning your show.

Put Your Marketing Skills to Work

Putting on a show is a business, and you need some level of marketing skills to run a successful business. After the planning and all the legwork, bring your best sales and marketing strategies if you want a successful event. Use all avenues to get the word out about your event. Paint a picture to make prospective guests feel like it’s the best event they’ll ever attend. Make them not want to miss it.

Use social media daily to promote the event online. With this, you can take advantage of Facebook’s free event posting and invite service.  This can give you a rough idea of people’s interests in the show, and how many people might attend. You can also hop on and motivate the interested users to go ahead and buy their tickets.

Don’t limit your marketing to just digital. Other traditional forms of promotion still work. You can use radio, billboards, send press releases to news stations, and purchase commercial time. Post up flyers at businesses and in outdoor open spaces. Many businesses have designated areas on a counter or wall to promote products and services.  Find out the rules for yard signs and set them up too. Market everywhere you can think of.

Finding people who love music isn’t hard to do. Music is a popular interest among all cultures, groups, and demographics. The work comes in with putting on a satisfying event. You want guests to spread positive words about the event and look forward to the next one. Stay organized with your budget, choose the right place and time, and have fantastic sound to give a killer music event.