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So you want to organize
an event...but never have?
Note - the easiest show in the world is a show with few requirements, performers who have simple setups and no egos, and is in a venue that handles just about everything (soundman, system, door, security, bar etc.). Anything the venue doesn't handle is important for you to handle or else it will detract from the show on the whole and you will wind up running around putting out fires rather than enjoying your show.
usually this will include:
Step 1 : Analyze your resources VS your needs.
by listing ALL of your expenses including :
Note - that if you have enough clout and/or reliable friends, you may be able to get volunteers to help out with several of the roles you would otherwise budget ... but make sure they only get one simple responsibility and if they're volunteering don't stick them where they can't see the show for the whole night (Door man in particular is the job I hate doing and am horrible about getting some one to be responsible for ... I'm told some people actually like that job but that just baffles me).
Step 2 : Booking the venue
You've analized the
requirements and the budget and now you can contact venues that fall within
budget or that have an opening where a rental isn't necessary.
2] When in a college town/state try to book while class is in session but not near finals. Hot points in the year are September through November, and March through May.
3] When you have a choice in the north try to avoid winter bookings.
Step 3: Booking the line up
Now that you have a date and location, before asking even a single artist to play you should always break down how much time there is that people will be able or want to play on.
So now for example lets say your venue is open from 9-12:30. Your typical line up will have 30 to 40 minute sets with 15 minute break down times (yes this sounds hard to pull off but I'll explain how later on). You'll notice that there is a 5 minute buffer between the change over and the next performance start. This will save you many times and can be used to shift the event schedule throughout the night.
Here's a sample
OK so there it is. In that room you can book no more than 4- 30-minute performances with a DJ to cover the painfull silences that would otherwise clear the crowd out during the set up break down times. Yes, depending on the artists you book this may vary.
Now dream up the line
up you want and ask those artists to confirm. Have a backup line up ready.
Rotate till the line up is full. Note - much as I'd like to say that you
can book a show for your friends who have never played out in a real venue,
the artists you select and the location of the venue will help determine
the turn out you can get.
Step 4: Set up
The earlier bands can get there and set up the better. This is usually determined by the venue.
Step 5: Keeping the show on track
responsible for making everyone sound as good and loud as is possible.
I'm forgetting a lot here, but this should get you started and well on your way.
Contact us if you have any suggestions or inquiries: email@example.com
Best of luck ...
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