It is easy to assume that all music events are fast-paced “rock and roll” events that happen spontaneously. However, knowing how to smartly and effectively plan a music event is a masterful skill.
With live music events, participants can experience a wide range of emotions and have a lot of fun. However, a concert event can hit and snag, or even lead to fatalities altogether, if not planned properly. That’s why we have curated this comprehensive guide to help you plan a concert.
Photo by Marc Schulte
Tips to host a successful live concert event
The largest chunk of the work on a concert event (approximately 90%) happens before the concert day. We can guarantee that if you put these tips into practice, your event will go a whole lot smoother. So, without further ado, let’s dive in!
1. Establish Goals
The most significant action when deciding how to plan a concert is establishing objectives. You’ve probably already established your event objectives and decided that a live music event is the best method to achieve them.
However, without a clear vision of what you want to achieve with the live music part of your event, the outcome will not be excellent.
A great live music event usually has a concept or theme that drives the story. Everything from the music played to the audience, venue, and other event activities, as well as the event’s decor and merchandise, is based on this concept.
2. Plan your budget
When planning a concert, it’s tempting to estimate how many people will attend and then multiply this number by the cost of a ticket to arrive at a budget. However, this is a mistake.
In order to have enough money to meet all the expenses involved and for any contingencies that may arise, you need to draw up a clear budget before you begin. After making the budget, ensure you have enough money to cover the upfront costs without depending on ticket sales.
3. Identify the target audience
A key item before you start planning the concert is to identify the target audience. This expected audience ought to be in line with the goals you are trying to achieve with your live concert.
When this has been done, determine what concept and style will most appeal to, and be memorable to your said audience. Verify that your concept is exciting and engaging by talking to a few members of your target audience if you can.
4. Find the best talent
You will have the greatest impact on the atmosphere of your concert through the artist/talent you bring in. This will probably be the biggest item on your budget, depending on the type of event. Make sure that the talent you choose matches well with your event concept and goals.
Also, your target audience should overlap with the talent’s audience. You wouldn’t want to bring a band that appeals to seniors in order to entertain teenagers.
5. Choosing the venue
Next, you have to select a venue that is appropriate for the type of music you wish to play, and the attendance goal you have set. Additionally, this venue will need to meet certain legal requirements as well.
The type of venue (outdoor or indoor) will matter both for the objectives set, target audience, and budget. An indoor venue might already have PA equipment and heating and toilet facilities. These will save you money.
Additionally, the size of the venue also matters greatly. A large venue may not get filled up, resulting in losses and a low-energy crowd, while a small venue may get sold out, leaving potential extra revenue on the table.
6. Apply for permits, if any
In most areas, there are laws concerning various facets of a concert, location, noise pollution, alcohol, etc. Make sure you check with your local authorities to see which permits you might need to apply for.
7. Fixing a concert date
Your event’s optimal date and time will depend on your audience and the nature of your event. You’ll be able to set the tone and mood with lighting and backdrops if your concert or presentation is held at night.
On the other hand, outdoor events are easier to manage during the day. Also, outdoor events are generally better during the warmer months of the year.
Also, be cognizant of the fact that your audience has schedules that work best for them, too. Take into account things like work and public holiday schedules to determine what day and time are best for your concert.
8. Determine the required equipment
Before the performance, find out what equipment you’ll need and whether the venue will supply any of it. You might want to include a stage, speakers, microphones, lighting, and other audio/visual equipment.
In fact, if possible, ask your musical talent what equipment they will be bringing and what you will need to provide them.
Audio visual system
An audio-visual system is a definite requirement for any concert. Sound from the talent will need to be amplified to reach the entirety of the audience. Some venues have audio-visual systems already installed, and for others (especially outdoor ones), you might have to hire one.
Lighting system
Professional stage lighting and visual effects add to the atmosphere and will influence the senses of the audience, making for a great concert experience. All concerts should have some sort of unique lighting to complement the talent’s musical output.
Just like the audio-visual system, some venues will have stage lights already installed, but in most cases, you will need to hire them.
Staging structure
If your concert is an outdoor one, a staging structure will definitely need to be part of the equipment you get. A stage with a good professional-grade structure will make it easier to install lights, speakers and any decoration that you might need.
Event backdrop
A live concert can’t be completed without a stage backdrop. An engaging stage backdrop is one of the most effective and subtle ways to influence emotion and provide impactful branding for your concert as a whole.
However, concert backdrops can come in different sizes to suit all types of events and purposes. So, be sure to carefully evaluate available options from suppliers to find one that suits your concert theme.
9. Consider event logistics
Putting together a live concert involves many moving parts. Equipment hire and transportation, hotel bookings and transportation of the talent, and a plethora of logistical requirements can be a nightmare if not properly considered and planned for.
So, ensure to be meticulous when planning every aspect of your concert logistics. For example, how to transport essential music equipment, within the specified dates without any unexpected halts or delays.
10. Arrange for a ticketing partner
Given all that is involved in setting up and putting on a live concert, some aspects of the process ought to be outsourced for better management. Tickets and their sales and marketing can’t be avoided if you intend to make money from the concert. You can work with a local ticketing service to provide print or digital tickets for your event.
In fact, many ticketing services offer the ability to employ custom branding on the tickets, and accept multiple payment methods with tiered pricing. Many ticketing services also include a dedicated website for your ticketing needs, as well as integration with your social media accounts.
Also, make sure to include the time and date of the concert, as well as seat information, along with a clear return/refund policy.
11. Event promotion
The success of your concert will depend on the design of your marketing strategy, the audience, and the musical talent you’ve hired. If your talent has channels that work well for their marketing, work with them to spread the word. These could also include social media platforms like Facebook, Instagram, etc.
The use of event partners can increase your reach and disseminate your message, for example, concert promoters, merchandisers, ticket sellers, and venue sponsors.
Your event concept and objectives should be clear to everyone, making it simple for them to promote the event via social media, email, and print assets they can easily share.
Take great photos and videos before and during the event to maximise marketing opportunities down the line. This can be a goldmine for follow-up marketing and future incarnation if you decide to repeat the event.
Why should you partner with an event production management company?
Without proper event planning, an event can turn into a nightmare. It is, therefore, critical to plan properly if you want your event to go well.
In most cases, hiring an event production management company to do all the heavy lifting will make planning and execution a breeze. It will allow you to hand over all the administrative tasks and concentrate on the creative tasks and the concert’s objectives.
In Malaysia, DOREMi provides effective event management services with over forty years of experience in the space.
Conclusion
It is important to always remember that the real work of an event happens behind the scenes, where the guests aren’t involved.
Nonetheless, when you become experienced in planning a musical event, you will see that there is much to think about. The advice listed above is a great starting point to ensure that you have all the basics covered.
As you approach the concert day, you will need to think about everything from marketing to event staff. Putting the advice into action will save you a great deal of resources, and energy and ensure that your audience has a great time.
Reach us at DOREMi and allow us to help you host a successful live concert!
