There are a number of reasons why you might want to be involved in putting on a live concert. It could be a charity fundraiser, a local community event, or you may just want to promote your own music. Whatever your reasons, it’s an exciting thing to do and is perhaps more manageable than you may have assumed.
If you want to make sure you are doing it right, there are a number of ingredients to bear in mind, and it’s a good idea to make you aware of them. In this post, we’ll discuss what these components are and more generally, what you should focus on to ensure you are putting on a concert that people are going to enjoy. Read on to see what might be involved.
A Clear Vision
Every concert starts with a reason to exist. That might be showcasing a new artist, celebrating a community, launching an album, or raising funds for a cause. Whatever the purpose, clarity at the beginning shapes every decision that follows.
Choosing the right performers is central to that vision. A strong line-up isn’t just about talent; it’s about cohesion. The artists should make sense together in tone, genre, and audience appeal. Think about pacing too. Opening acts set the mood, while the headliner delivers the emotional peak. A thoughtful flow keeps energy rising rather than plateauing.
Once your artists are confirmed, contracts, riders, and schedules need to be handled professionally. Clear communication at this stage prevents chaos later on.
The Right Venue
Your venue defines the experience. A small club creates intimacy and intensity. A theatre offers acoustics and seated comfort. An outdoor space adds scale but also complexity. Capacity is critical. Too large and the room feels empty. Too small and it becomes uncomfortable or unsafe.
You’ll also need to consider accessibility, transport links, parking, and local regulations. Noise restrictions, curfews, and licensing requirements can all influence your timeline.
Visit the venue in person if possible. Stand on the stage. Walk through the audience area. Visualise the flow of people entering, buying drinks, using facilities, and leaving. A smooth physical layout makes everything else easier.
Professional Sound and Lighting
No matter how talented the performers are, poor sound can ruin the night. Audio clarity is non-negotiable. That’s why renting audio visual equipment is often one of the smartest decisions you can make. High-quality PA systems, microphones, mixing desks, stage monitors, and lighting rigs transform a basic performance into a professional production.
Audio visual rental companies can supply not only equipment but also experienced technicians who understand how to optimize acoustics for your specific venue. Lighting matters just as much as sound. It shapes mood, builds drama, and helps direct the audience’s focus. Even a simple lighting setup can elevate the atmosphere dramatically. For larger productions, coordinated lighting cues and visual effects add a layer of spectacle that audiences now expect.
A Detailed Production Plan
Behind every seamless concert is a meticulous production schedule. This includes load-in times, sound checks, rehearsal windows, doors opening, set times, intervals, and curfew.
Create a running order document and share it with everyone involved: artists, technicians, venue staff, security, and promoters. The clearer the plan, the fewer surprises you’ll face.
You should also have contingency plans. What happens if a performer is delayed? What if a piece of equipment fails? What if ticket demand exceeds expectations? Planning for problems doesn’t invite them; it prevents panic if they occur.
Marketing and Promotion
Even the most beautifully organised concert won’t succeed if nobody knows about it. Marketing should begin as soon as key details are confirmed. Eye-catching visuals, clear messaging, and consistent branding help create recognition. Social media campaigns, email newsletters, local press coverage, posters, and partnerships with community groups can all contribute.
Timing matters. Build momentum gradually rather than announcing everything at once and hoping for the best. Early bird tickets can encourage quick sales and generate buzz. As the date approaches, increase frequency and urgency in your messaging.
Budgeting
Live events come with numerous expenses: venue hire, artist fees, technical equipment, staff, insurance, marketing, security, and potentially accommodation or transport. Create a detailed budget early on. Estimate conservatively on income and generously on expenses. Unexpected costs almost always arise.
Ticket pricing needs careful thought. Too high and you limit attendance. Too low and you struggle to cover costs. Consider the perceived value of the experience, the reputation of the performers, and the purchasing power of your target audience.
Top Photo by picjumbo.com; Pic Source – CCO License
