Organizing a concert is a complicated process that requires a lot of effort, time and nerves of steel. If you know how to persuade people, communicate your point of view clearly, and have good arguments, you won’t find “how to organize a concert” too difficult. To improve your chances of getting a return on your investment, follow these guidelines.
Find sponsors
An important point, without which further steps will be meaningless. It is necessary to attract one or more sponsors who will give you the necessary amount of money for free or in exchange for advertising. Convincing sponsors is not easy. Especially if there is a lot of money to be spent. It makes sense to approach more than one sponsor. If you want to organize a benefit concert, it is worth contacting community organizations and the ministry of culture in your area.
Sponsors can be commercial companies, organizations, foundations, or individuals. It is important to understand that charity concerts involve the transfer of the proceeds to non-profit charitable foundations. There is no money to be made at such events, but it is a great chance to hone your organizational skills. Keep in mind that not all artists will agree to perform for free under the auspices of a charity. Most will refuse to participate or ask for payment according to the price list. Sponsors can be sold advertising in the lobby, on tickets, on stands and posters. You can give the opportunity to hold a contest on behalf of the sponsor, hand out promotional flyers, allocate sponsorship spots. You can also offer audio and video advertising at the booth.
Attracting Artists
When the money is found, you can start hiring artists. You can find their contacts on official websites or on licensed CDs. You will communicate with the agent of the artist, whose task is to extract the highest possible payment for the services of his ward. Here it is necessary to bargain, call several times, offer favorable terms of placement, etc.
It is necessary to make an agreement at least 6 months in advance of a festival, recital or compilation concert, because most artists can have their schedule painted several years in advance. If they are unpopular bands or singers, it is easier to negotiate with them.
Choosing a venue
Take your time with your choice. Surely there are many venues in your city where you can hold a concert. Typically, these are clubs, sports stadiums and central squares. Rental prices can start at $10,000 (small clubs for 50-100 people) and go up to several hundred thousand (Adrenaline Stadium, Glavclub, etc). It is important that the venues are not far from the center and are within the reach of public transportation. Call the administrations of several suitable venues and check the dates, try to negotiate discounts.
If the concert is on a weekday, getting a discount will be easier. If you plan to organize a concert in a central town square, you need to coordinate with the administration. Usually this can be achieved only if the concert is timed to coincide with the City Day or a major holiday. Getting permission to hold a commercial concert on the square is very difficult (almost impossible).
Advertisement
In order to make potential visitors aware of the concert, you need advertising. Negotiate with online ticketing sites. They give up to 80% of all sales, but take a percentage of each seat sold (up to 20%). You can use the services of an advertising agency, where you can order the design of posters, tickets, rent stands and billboards in the city, conduct distribution of flyers on the street, etc. Advertise to the city’s social media groups and online concert posters . You can also hold a repost contest with tickets as a prize.
Small organizational details (tickets, helpers, presenters)
In the question of how to organize an artist concert, the important nuances are the small aspects that take a lot of effort and time. If you do not have assistants, it is time to get them. It will be much easier. Make sure you get a presenter with good diction. It’s good if this is a media personality. If the site where you’re going to be placed, there is a full-time music equipment, check it in advance. Be prepared to bring your own sound system. It can be rented.
Also check the quality of the ticket printing. If you decide to use an advertising agency, check this beforehand. If you make your own tickets, choose a print shop and make arrangements for printing. You should also arrange to meet the artists, arrange their hotel accommodation and transfer to the concert. Additional power generators in case of an emergency power outage will not be superfluous.
After the concert, don’t forget to pay for the services of all the people involved, thank them, and exchange contacts in case of cooperation in the future. Don’t be upset if you make a mistake the first time. The experience you gain will help you avoid them in the future.