Faq organising a concert

If you want to know how to organise a concert, check all the subjects mentioned below and download the ‘Ten P’s’ checklist.

Plan: determining the goal

Why do you want to organise a concert? What is the reason? Check with all parties involved what you want to achieve precisely and if the desired level is feasible. Reflect also on when and where the concert should take place. Who is the audience, which music is expected and how long does it last?

Planning: the right moment

Time is a crucial factor when organising a concert. Subsidies and the necessary permits must be applied for months in advance. In addition, you need time for the production, rehearsals and publicity. You need time afterwards for follow-up activities. Think about your financial administration and settlement, distributing reviews, photos and recordings, and don’t forget to adjust the calendar on your website.

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Project management

Production: necessary facilities

In addition to the rehearsal and concert space, an office space may also be necessary in the case of a large production in order to arrange all kinds of issues beforehand. This includes sound, lighting and scenery; contracts (room hire, equipment rental and employment contracts); permits (permit under the Nuisance Act, noise pollution, etc.) and publicity. You should also make sure you have a good input list, rider and think about your personnel: do you need to arrange everything yourself or is it an existing concert location with its own employees? In addition, you should arrange transport and any insurance required.

Money: financing

Make an overview of all costs and the expected revenues. Costs mainly concern the fees and pay, technology, insurance, room hire, permits, publicity and other production costs. Revenues include: expected number of paying visitors, subsidies, sponsoring, merchandise and catering. Take care not to exceed your budget.

Talk: organisation and communication

Ensure that all parties involved know who is responsible for what. Agree on who has ultimate artistic responsibility; who the contact person is for the venue and band members; who signs the contracts, keeps an eye on the budget and makes payments, who arranges transport and facilities and who takes care of promotion.

Promotion: publicity

Start promoting your concert in good time. Approximately six weeks before the concert is a good guideline, but this differs of course per concert, venue and medium. Find out what the deadlines are for the press, for example for concert schedules, so that you can make optimal use of free publicity. In addition, arrange an Electronic Press Kit (EPK) with biographies of various lengths and in different languages. A one-line biography is preferable for a poster or flyer, for example, while an extended biography is preferable for a website or newspaper. You should always provide press photos in different formats, so that an editorial team or webmaster can select a landscape or portrait picture for example. In addition, add a YouTube, Spotify or other link to your online music. Finally, think about your network: invite the people who could be important to your career.

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