How to Organize a Concert Successfully: 5 Key Points

How to Organize a Concert

Budget and Sponsors

It is important to keep in mind the budget available for the concert at all times. In this way, you will always have a global view of where you can trim if you have to put more resources in another game. It will serve as a roadmap for the entire 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 prices of the tickets (without ignoring what audience you are going to, which is a factor of great influence on the price you can put on your tickets): calculate your minimum assistance objective for that, with the price of the ticket and the planned expenses, the concert will be profitable. This point is called break even.

You don’t have to bear all the expenses. For that there are the 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 your brand. Do you want to know how to find sponsors? Read this article.

Artists

Without an artist there is no concert. Is your event revolving around the artist or is the concert a part of this? 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 contracting agency or the manager of the chosen artist and do not forget to send all the information related to the concert: where it will take place, capacity, characteristics of the space, etc.

Audience Demographics

Age, educational level, socioeconomic level, type of habitual leisure… Knowing your audience well will make things much easier for you, since you can adapt to take advantage of the behavior of each group. Age is an essential fact 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 if you include a form in the ticket purchase process.

Space, Paperwork, Security and Technical Elements

The venue of the concert: Regardless of whether you choose a room or an outdoor place, it is important that you make sure what the space offers you and what you will have to get on your own (alcohol sales licenses, security, technical elements …) and that you check details such as cleaning, whether or not you have 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 assembly requires it.

Procedures: Do not forget to check the procedures you may have to do with the town hall, the Treasury, the SGAE, the procedures for contracting, insurance and others related to the security of the event.

Security: This topic must be viewed from two angles: what they call safety in English and what they call security. This covers, on the one hand, the conditions of the room, the respect of the capacity, the measures against fires, etc. and on the other hand, the vigilance that dangerous objects are not introduced, the security personnel both in the accesses and inside the enclosure, etc. Do not forget that, depending on the type of event, you may also have to have the police or ambulances. Make sure to place enough crowd control barriers in crowded areas where queues will be required

Technical elements: Make sure you have everything the artists tell you they need in the technical rider. This includes everything related to sound, lights, backline …

Number of Ticket Sales

Does not matter if you are selling concert tickets or leadership training workshops, any event that requires someone to buy a ticket will give you a rough estimation of how big of a venue you should get.

You have to set the prices (as we have seen, the budget and know who your audience will help you) but also decide when and where to put them on sale.

Today, limiting yourself to the physical sale of tickets makes no sense; both for the preferences of the attendees and for the possibilities and flexibility offered by online sales. Combine both forms according to your needs, collaborators, public …

The sale of tickets online: Within the online sale, there are different possibilities, which do not have to be exclusive. We believe in the self-distribution model, which is why we offer: with this model, we give the organizer the technological tools so that he can be self-sufficient in the sale of his tickets, taking care of the marketing himself (integrating his virtual box office in his own web, in a microsite that we provide you, on Facebook or in all those sites!). Thus, in addition, the end customers are theirs, so the data is too. This does not mean that it is not interesting, depending on the case and as a complement, also use another type of ticket for the distribution of tickets. One thing does not take away the other, but don’t give up all control!

Ticket sales at the box office: If you have tickets left to sell, or even during the entire sale, you can complete the sale online with the physical sale: print a stock of tickets to sell or install a physical box office at the venue or at points of sale of your collaborators. Look what box office more we have for you.

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James Williams
James is our Lead Content Publisher here at Feeds Portal. He has worked with many top websites over the years, including BuzzFeed.

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