Here is our comprehensive, step-by-step guide that will walk you through the process of planning a live music event or music festival from beginning to end.
A concert or festival including live music is a wonderful thing to add to the calendar of your neighbourhood or town. It is feasible to construct a genuinely one-of-a-kind music showcase that will draw many visitors from your local community as well as from far afield without spending a significant amount of money if the event is carefully prepared.
1. Determine the reason for holding your event.
The formulation of an idea is the first stage in the planning process for any worthwhile musical event, and this ought to be the case with yours.
What do you want to accomplish? > Would you like to organise a festival geared at families in your neighborhood’s community?
> Are you going to host a concert that will include just songs from a certain kind of music?
> Would you want to perform live music in a location that is completely unlike any other?
> What is it that sets your event apart from others like it?
When you have a certain theme in mind for your music festival or event, the rest of the preparation that needs to be done will be much simpler.
2. Inventory all of your possessions
After you have figured out what you want your event to be, it is possible that you may feel an overwhelming want to immediately begin making preparations for it. Nonetheless, the second step is to inventory all of your assets. It is essential that you do this right away in order to have a complete understanding of the resources at your disposal.
A music festival or other kind of event that you are planning might be considered an asset if it already has all that it needs to be successful. This consists of a financial plan, which may include funds that you currently own as well as funds to which you may have access, your first team and human resource, as well as any connections you have or musical acts that you are certain will instantly agree to participate.
When it comes to making your goals into reality, if you have a clear understanding of your budget, you will be able to distribute your finances in the most effective manner possible.
3. Organise a venue
The next step is to choose the location of the event. For a music event or festival, it might pay off to be a bit creative when picking a location; nevertheless, it is important to bear in mind the magnitude of your event. Venues that are accessible to you will naturally rely on your budget.
If you have the appropriate gear, the actual location of the music festival might need a little amount of upkeep, which is especially true in the case of outdoor events like music festivals. The Glastonbury festival, while being on a gigantic size, is primarily hosted in a wide field; so, when you are searching for a site for your event, you need be imaginative.
When looking for a location for your event, be sure to keep in mind both the aim of the gathering and the people you want to invite. Your venue will need to be able to meet your plans for an event that is appropriate for families if you want to host one. It is also essential to keep in mind the sorts of conveniences that you may want and to check that the location you have chosen is large enough to accommodate not only your performers and services but also your stage(s) and, of course, your audience members.
If you are in the process of organising a community gathering, you may want to think about holding your music event or festival over a number of smaller locations, or you might do it all in one location. Even while holding an outdoor festival may be a lot of fun, you will need to get a permission from your city council, which can be expensive in certain cases. Before moving on to any more stages of the planning process, you should make it a priority to do the necessary research to determine which permits are required for whatever types of musical events.
4. Make sure you have the proper permissions and insurance.
It is not necessary to consider licences and permits if you are planning your event in a purpose-built venue; however, there are many more restrictions when it comes to organising events outside, even if you are planning your event on private land. If you are planning your event inside a purpose-built venue, then it is not necessary to consider licences and permits.
In the unfortunate event that an accident takes place, you will need either public liability insurance or property insurance to cover not just your company but also the participants at your event.
You may be required to submit an application for a Temporary Event Notice for gatherings that have 499 people or less in attendance. The Temporary Event Notice is required if you want to sell or otherwise serve alcohol at your event, if there will be any kind of entertainment or hot food given after 11 p.m., or if there will be any time before 11 a.m. that alcohol will be provided.
If you anticipate having more than 500 people attend your event, you will be required to get a premise licence. You are required to have a Designated Premises Supervisor who is in possession of a Personal Licence in order to sell or serve alcohol.
If you want to host your music event on public land, you will need to submit an application to the local council. Specific permits are also required if you plan to broadcast copyrighted material (such as music, films, or plays), and if you want to broadcast copyrighted material, you will need specific permits. If your event necessitates the closure of streets or roads, you may also need a temporary traffic control order from the local authorities.
Naturally, if you organise a more intimate gathering at a music venue that was constructed specifically for that purpose, you may be able to avoid acquiring certain complicated permits; however, if you want to hold your gathering outside, you should make sure to get in touch with the relevant authorities well in advance.
5. Assemble your starting lineup.
A music event or a music festival cannot be planned without music; thus, the following step should be to ensure that you will be able to complete your programme with performers.
Again, you should be aware of how much of a budget you have to work with in this area (if any), so that you can choose whether or not you can splurge on hiring established talent to perform at your event. On the other hand, there may be a large number of excellent local bands and artists that would jump at the chance to get some good exposure.
If at all feasible, you should strive to have an eclectic mix of up-and-coming talent, unsigned local talent, and one or two somewhat well-known names.
6. Organize the members of your staff.
In order to guarantee the safety of those who are attending your event, you are going to want, at the absolute least, some form of security, and it is now time to organise your crew.
Because there are so many various things that event security will need to keep an eye out for, such as slips, trips, and falls, wandering children, boisterous crowds, and more, it may be worthwhile to hire specialists if your budget allows for it.
In order to make your event a success, you will also need the assistance of volunteers. Volunteers are going to be absolutely necessary for ensuring that your event goes off without a hitch, regardless of whether they are managing the audience, scanning tickets upon admission, or taking care of your performers. You’ll also need to think about who can assist with the cleanup once the event has concluded.
If you are organising a local community event, you can consider placing an ad for volunteer help in one of the local newspapers or on one of the local Facebook groups. You should reach out to members of your family and friends as well as gather as much support as you can since it is always helpful to have more people helping out.
7. Arrange for the manufacturing and technical assistance
In order to successfully organise a music festival, you will need the services of a sound and production business. The provision of excellent technical assistance may assist in ensuring that not only the sound but also the ambiance and the production are of an exceptionally high standard.
You are going to want to make sure that you have someone on hand who is aware of how to handle the sound production, the lighting, and the overall experience that you are providing for your audience.
It is recommended that you have someone manage the stage(s) during the whole day to guarantee that your performances go off without a hitch and that you stay on track with your schedule.
8. Plan your space
Organizing your assigned area at the venue is the next key step that you need to do after you have completed the planning of your event’s entertainment, which is only one of the many aspects of your event preparation that need to be completed.
Should we arrange for the rental of portable toilets? If your music event is going to take place outside, would you need to hire a fence firm to set up barriers? How will you supply food for the visitors of your event? Will there be room for food trucks or local merchants to set up? Where exactly are we planning to move the stage to?
Before you can go on with publicising your event, you will first need to get the answers to all of these questions. Consider going this route if your budget is somewhat limited since many of the practical concerns, such as the provision of restrooms, will already be addressed if you have your musical event at a location that was specifically designed for that purpose.
9. Make use of a ticketing system that is accessible online.
When putting on a concert or festival that features live music, there are a great number of moving components that must work together in order for the event to be a success. Because of this, it is crucial to choose an online ticketing platform that is not only adaptable, but also simple to use and intuitive. This will allow you to sell your tickets and simply monitor ticket sales even when you are not at your desk.
TicketSource gives you the ability to develop an online box office for your event and generate a listing for it in a matter of minutes, all completely free of charge. Thanks to its seamless interface with MailChimp, you will be able to sell tickets online, post your event via social media, and even generate a newsletter to keep your guests up to speed with any interesting developments.
Its registration solutions and real-time analytics enable you to keep tabs on who shows up at your event, while its real-time analytics let you manage your ticket sales while you are on the move, which enables you to gauge how successful your event is and determine when you need to step up your marketing efforts.
You may also use its creative platform to offer discounts and specials as an incentive for your consumers to sign up for your event. This can be done by taking use of the platform’s features.
Your participants will be able to tell their friends and relatives about your event if it is held online, which will ideally result in some further advertising for your business as well.
10. Make a plan for your marketing approach.
After putting in so much effort to prepare for your event, you need to be certain that you meet or exceed your attendance target in order to do your preparation justice.
The preparation of your music festival or other event requires careful consideration of your marketing approach. In order to maximise your visibility and communicate with prospective attendees, you will need to consider both online and offline methods of communication.
When it comes to online marketing, ticketing platforms such as TicketSource offer seamless social media sharing. This feature gives you the ability to regularly push out information about your event to your followers and encourages those followers to like and share the information in order to increase exposure.
As was indicated earlier, you will also have the ability to create an email campaign and provide updates to the people who have purchased tickets from you in order to urge those individuals to invite their friends to attend your event.
Additional pointers to market your music event include the following:
> Encourage your musicians to advertise the event to their fans and followers. This will increase the likelihood that a committed audience will attend your festival in order to watch their favourite performers play, and they will also enjoy your festival.
> Leverage the resources of your immediate neighbourhood by contacting local Facebook groups and Twitter accounts, as well as sending emails to local organisations and companies, in order to get their assistance in promoting your event.
> Make contact with influential people and organisations in your neighbourhood and inquire as to whether or not they can promote your event.
> Make posters and fliers, and distribute them among the local coffee shops, libraries, and even schools in the area.
11. Get yourself ready for the real occasion.
Make sure that you give yourself a sufficient amount of time to be ready for the buildup of the music event or festival that you are hosting. You need plenty of time to work out whether or not you forgot anything, enough of time to fix anything that can go wrong, and plenty of time to make sure that your event is as successful as it possibly can be.
Making sure that you have plenty of time allows you to enjoy the process of witnessing all of your thoughts come to fruition as well as to play around with the decoration of the space until you are satisfied with it.
To ensure that you are prepared for everything that may occur, it is imperative that you not overlook necessities such as first aid supplies and that you maintain detailed records of everything.
If you follow these 11 stages while preparing your live music event, you won’t stray too far from the path that leads to success.
Make sure you make the most of the tools that are readily available to you by taking advantage of TicketSource’s innovative platform to elevate your marketing strategy. This could be the difference between a good music festival and a great music festival, so make sure you don’t miss out on this opportunity.
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