5 Tips for organising your own music event

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Organising your own music event can feel a little bit daunting at first, but with the right planning it’s not as difficult as it sounds. 

Taking the reins and setting up an event yourself is a great way to generate exposure for yourself & other local artists. Here are some tips to help you put on an event to remember.

1. Set your budget 

It’s no accident that budget is first is first in the list, your budget will determine all your decisions for the event. No one wants to find themselves losing money from an event and by following a budget it’s easy to break even or make a profit. 

No two events are created equal and this means that you need to plan your budget carefully. The easiest way to do this is to set a reasonable price for entry, have an educated estimate of the number of attendees and to then use this information to set your budget.

2. Find the perfect venue 

Finding a venue that suits your event is crucial. Music crowds can be fans can be attached to venues and not just artists themselves. Think about how the venue fits with your genre, does the atmosphere suit the type of event that you are putting on? 

If this is your first time finding a venue, fear not, there are some great resources out there that can help you find the perfect one for your event. Make sure you check out places like music.net.nz, Concrete Playground & Heart of the City.

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3. Confirm bands & artists 

Finding artists that fit the bill takes some work and there are some important factors to consider when going through this process. 

Firstly, think about the size of your venue. While confirming 4 artists that you know from the local scene is the easier route, do they have the fanbase to draw a big enough crowd to the event? It pays to find a strong headline name that will be a bigger draw than other artists to make sure you are filling the venue. 

We are blessed in New Zealand with an accessible music scene, so flick out some messages to artists on social media or email them. Make sure to outline your vision for the event & explain why you think the artist would fit in. You’re more likely to get a ‘yes’ if the artist feels comfortable with the plans & message of the event.

4. Plan your equipment 

When it comes to equipment, you will find that most venues will provide equipment and sound engineers when you book with them. Don’t take this for granted and make sure than you confirm this as part of the process for booking a venue. 

Even if the venue is taking care of your broader equipment requirements, take some time to talk to the artists and check if they have any specific equipment requirements. Knowing this ahead of time gives you the opportunity to work with the sound engineer to make sure everything works & fits together.

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5. Know your logistics 

Logistics can sound intimidating but really, they are just common-sense actions that you can take to make sure that the event runs smoothly. Things such as: 

  • Have you promoted the event? 

  • Does the venue have a minimum age for entry? 

  • Are there licensing requirements?

  • Are you aware of health and safety requirements? 

  • Do all the artists/staff/volunteers know runs times & when to arrive? 

To plan a successful event, there are many things that you must consider however, following out tips can make this process simpler for beginners. As you gain experience, you’ll be able to rely on experience & connections to help set up awesome events.