Organising a music show / concert takes as much preparation and skill as any other form of public performance. The host is responsible for maintaining the energy of the house, and weaving the thread that links all performers, sponsors, presenters and audience together.
Here are ten tips for hosts a music show / concert
- Plan and be organised
Events take a lot of planning; finding a venue requires good knowledge of the city you’re in. Using website resources are good but you need to keep your ear to the ground. New venue openings are happening all the time. Sometimes a walk around an area you’re interested in can bring up some interesting surprises.
- Hire the right people
Depending on the type of venue you’ve hired it might have a full production installation or be a ‘dry-hire’ space, meaning there’s nothing in it; just a blank canvas for you to create an environment. You’ll need to hire sound, lighting, staging, dressing, security, caterers and/or bar staff and if you’re selling tickets you’ll need to make sure you source a ticket agent to sell your tickets and someone to manage your box office/guest list on the door.
- Find a suitable venue
It might be a tight squeeze to get an eight-member octet into a little chapel that holds only 30 guests, and conversely, a solo guitarist may get lost in a reception hall that can seat 300, unless he is placed on a well-lit stage.
Note the size of the performance area. Make sure it’s on level ground and not on sand, wet grass, or a slope. Also, make sure that it isn’t near a food-service station and that it’s clear of foot traffic. Give the musicians enough space to do their job and be seen. Can you now clearly see where to place them and how many band members will fit the space?
- Put together a schedule
So show day has arrived and you’ve brought all these people together and now you need them to realise your ideas and put them in to action. By this point you should have already communicated a schedule for the day and shared contact details where necessary. Your schedule needs to be meticulous. If you’re in a residential area for example the venue will tell you that you can’t load-in too early in the morning or load-out too late at night. Then you’ll want to make sure all your suppliers are NOT turning up at the same time. If you’ve got caterers bringing in boxes of glassware and some staging being loaded in at the same time you can’t be surprised when there’s smashed glass all over the floor!