Updated: Dec 13, 2021
Planning a Concert in 10 Steps
Concert planning and producing doesn’t have to be complicated! To achieve an amazing concert, all you need is a plan. Concert planning can be sectioned into ten steps.
Step One: Identify Your Goals and Objectives
Ask yourself honestly what you hope to achieve and which outcome you will be most satisfied with. Are you hoping for your concert to lead to more concerts like it? Are you trying to raise money for a certain charity close to your heart? Is the concert for a celebration of some kind? Perhaps it is a mixture of all three, or some other reason. These objectives will colour almost every decision you will make when concert planning.
Step Two: Dream Up a Concept
How do you want this concert to look and feel? Do you have a theme in mind, for instance: Winter Wonderland? Glow in the dark? Midsummer night’s dream? Perhaps you are holding the concert to raise money for a cause and are therefore tied to a certain colour scheme. Whatever the case, dream up a concept as specific as you can.
Step Three: Identify Your Target Audience
Once you know your ideal objectives for producing this concert, you will likely discover your target audience. Create a small focus group of people that fit. Run your ideas by them and make sure they are as pumped as you are! Ask your focus group if they have any ideas themselves. You do not need to take on all their ideas, but a focus group can be an excellent source of inspiration. What was the best concert they remember attending? What made it so great? Did they have a negative concert experience? How can you avoid making similar mistakes? Ask them how much they have spent on tickets in the past; this will help you come up with a price that fits your concert.
Step Four: Decide on a Budget
Once you know your concept, goals, and objectives, you can start to formulate a budget. Event budget templates can be found online and help you to split up expenses and minimise overspending. Funds should be allocated for hiring your performers, venue, security, first aid, decoration, profit, insurance, food and drink, equipment, merchandise, promotion, and any unforeseen expenses. Start with a general budget based on what you can afford, and then update it accordingly as you finalise details. It may be that when you find your ideal venue, for instance, it is cheaper than you anticipated. You could reallocate the unspent funds to another area of your budget, like decoration. If your chosen venue is more expensive than you budgeted for but provides its own food and drink or security, you can reallocate those funds somewhere else. It is important to know what your costs will be before you set the final ticket price, to make sure all incomings will cover outgoings.
Step Five: Decide Upon a Time and Date
When considering your date and time you need to think about the type of person you want to attract, as well as what will suit your theme best. A winter theme may be best in winter, for example. Older people and families may prefer daytime, but younger people may prefer a night-time gig. Be sure not to book your concert at the same time as another event that may be appealing for your target audience.
Step Six: Choose Your Performers
Decide whether to have just one or two performers or a line-up of different artists. If you are featuring multiple talents, make sure they all fit your theme and are comfortable performing at the same show. If you book talent that has a long way to travel, be prepared for the request to cover travel and accommodation expenses.
Step Seven: Decide Upon Your Concert Venue, and Reserve it
As soon as your performers have confirmed the dates you choose then that venue needs to be locked down! Find a venue that not only fits your budget but also your overall theme and size of concert. If you picture an outdoor venue where picnics and barbecues can be conducted, you will need to think about various weather possibilities. If you wish to hold your concert inside, then you need to check the venue is suitable in terms of comfortable seating and ventilation. If you choose a large venue, be sure you have enough interest in the concert to fill it. A half empty room will do little for an exciting atmosphere and a memorable night! Check out the venue with your focus group and have a critical eye when it comes to facilities, including toilets, parking, and public transport.
Step Eight: Apply for Insurance and Permits
It is a great idea to get event insurance, especially if you lack experience in concert production. Even with the best planning possible, there may be unforeseen mishaps. Your venue may even require you to have insurance. Consider the need to have permits for selling alcohol, food, loud music, or even just holding the event itself.
Step Nine: Make Provisions for Comfort
Create a comfortable environment backstage so your performers are happy. Provide snacks and drinks, make sure the temperature is good, and that there are sufficient bathrooms and changing rooms if required. Comfortable seating while performers wait to go on stage is also a must.
Security and medical assistance should be on hand throughout the concert, as well as water and shelter from inclement weather. Choose a number of staff that is proportionate to the size of your venue.
Step Ten: Promotion
It’s no use producing a once in a lifetime event if no one knows it is happening. Promote your concert wherever you know your target audience will be, whether that means handing out flyers in public areas or paying for social media promotion. Get the word out and interest will come flooding in!
Now you are ready to create the memorable concert that you dream of, in just ten easy steps. Sell those tickets and get ready to see those smiling faces!