At the height of the pandemic, we had to stream home concerts to continue supporting our favorite artists and keep ourselves entertained. Fortunately, as we slowly assume a life of normalcy, we can now join and enjoy events face-to-face, even though minimum health protocols remain. According to a 2020 survey, 26% of respondents agreed that they would attend more outdoor and sporting events after the COVID-19 pandemic. Another 36% said they’d attend these events just as frequently as they did pre-pandemic.
Concert planning can be a daunting yet exhilarating experience. Making sure everything comes together beautifully means having a solid plan in place.
In the coming sections, we shed light on how to organize a concert event with finesse, complete with checklists for organizers.
Let’s dive in, shall we?
For those wondering how to organize a concert event, you must remember that there are several factors to consider to make sure that everything is planned and executed in the most professional, streamlined manner. However, you should also keep in mind that the ultimate goal is not just to have your tickets sell out but also to ensure people have fun and are likely to attend your events in the future!
You’ll need to keep these points in mind to discover how to organize a concert event that everyone will rave about.
Without proper budget planning, your concert expenses could go haywire. It’s necessary to have a clear outline of the financial aspects involved, with some money set aside for unforeseeable expenses.
First, make a list of the things you’ll have to take care of before, during, and after the concert. Once you’re confident with your checklist, discuss and plan the concert cost breakdown with everyone involved in the event planning.
If you’re unsure how to prep for a concert budget list, here’s a sample:
The next challenge is putting together a concert at the right venue to host a performance. To execute a concert setup, you have to choose between an indoor or outdoor venue. You’ll need to bear the nuances of how to prepare for a concert in mind, such as sound aesthetics, number of attendees, the size of the band/s, and the number/type of performers. A lot of concert organizers like to add a diverse mix of performances, from dances to fashion shows and stand-up comedy.
Venues for outdoor events do well for organizers planning a concert for the first time or who want to project a festival vibe. People increasingly prefer outdoor events because of how easy it is to maintain social distance and mingle in the open air as opposed to a closed, crowded space.
Keeping today’s needs in mind, opt for an outdoor venue with more room to get creative with a concert stage setup and an on-ground layout for stalls, food and beverage (F&B) trucks, photo booths, and more. Once you finalize your plans, block the outdoor space at least 6 to 8 months in advance.
Here’s what you’ll need to do next as part of your concert checklist:
Once the major aspects of how to organize a concert event are taken care of, the next step is to put a solid program together. Swap or replace items as you delve deeper into the planning stage. For those who aren’t familiar with how to organize a concert event, this is a crucial step that takes weeks to put together, fine-tune, and finalize.
Here’s what your concert preparation list should include when piecing together your program:
Marketing your concert can make or break your sales. Whether you’re a seasoned or noobie concert host, it’s paramount to focus your energy on hyping up your concert. This can take anywhere between 4 to 6 months to establish online and offline. You’ll need enough time to finalize the following:
Your accounts team should have a firm handle on the concert website or ticketing platform to keep track of sales. Monitoring this is imperative to ensure that marketing efforts work in tandem with ticket sales.
It’s D-day and time to set things into action! On the main day, ensure that all teams are at the venue, bright and early. Go through your program checklist to make sure you haven’t left anything out.
It’s best to hire a professional team that you can rely on for timely and proactive updates and assistance, ensuring everything is running as smoothly as planned. Request presenters to rehearse their speaking points before the event begins. All sponsor, partner, vendor, and association mentions should be carefully cross-checked.
Sometimes, even the best-laid plans can run into trouble. It’s important not to panic if such a situation arises. Stressful moments will be easier to tackle when you react and think calmly. Your team should be equally adept at handling curveballs.
If you’re wondering how to organize a concert event with fewer to zero hiccups, read on. The last thing you want to do is look at the concert with a sales-y mindset. Change your approach and be open to suggestions on how to host a concert that benefits everyone involved.
Here are the most common mistakes concert organizers make:
Do you need portable toilets for events? Yes, you do! These toilets are a godsend for events and should be at the top of the list of concert must-haves. You can rent our portable toilets for special events to accommodate guests, artists, performers, and attendees. Our portable toilets for special events are an essential part of how to make a concert a raving success.
Here’s why you should consider renting portable toilets for special events from John To Go:
Now that you know how to throw a concert, we explore a few popular questions about our VIP restroom trailers.
For a standard concert, you’ll need a trailer that can accommodate anywhere between 1,000 to 2,000 people. Our VIP restroom trailers incorporate as many as 10 dedicated stations for large gatherings. Depending on how many people attend your concert event, you can rent small, large, or multiple units at a time.
Based on how many people are coming to the concert, you’ll need to rent additional restroom units with more stations. Our largest VIP restroom trailer can cater up to 2,000 people in a day.
The above pointers and checklists should answer your questions on how to throw a concert like a pro. Create your own concert checklist to cover all bases, and you’ll be setting up your concert for success!
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