10 Step Guide To Organize A Successful Concert Event

10 Step Guide To Organize A Successful Concert Event

Listening to your favorite band or artist while traveling is way different than experiencing them live in action at a music concert. Planning a successful music festival is an exhilarating experience in itself and everyone involved would not want to miss it. 

Music has a magical way of connecting people from different communities and age groups. If you’re an event presenter or hospitality venue looking to, here is your 10- step guide to organize a successful concert.

1. Plan your Budget

It all starts with the event budgeting and the scale at which you want to organize your concerts. Stick to an event budget template that can be used for all your upcoming concert events. Set up a realistic budget to cover all expenses related to the infrastructure, venue booking, talent buying, and logistics including any contingency. 

Ascertain at this point, if you need to generate sponsorship exposure for your event, especially if it’s a fundraiser event or concert for charity. Track your budget to ensure you don’t overspend.

2. Talent Buying

Depending on the type of concert you’re organizing and your budget, build an artist line-up that your attendees will enjoy and appreciate. Do an analysis of what works best for your audience. For example, if you’re looking to organize a concert in Washington for people aged between 21-50, who enjoy rap, pop, and dance music, then get an artist like Pitbull for your event. Also, if you’re going for multiple artists, make sure they are comfortable performing with the other bands. Basically, give your audience what they love. 

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3. Finalize your Venue

Once your artists are decided, finalize the venue. Is it an indoor or an outdoor concert? If you already have a casino or a pub, the venue won’t be a big concern. But if you’re hosting the concert outdoors, you can choose a stadium or an open space to accommodate everyone. 

Depending on your budget and how many attendees your venue can accommodate, finalize your venue. Consider the traffic, transit time, and parking facilities while booking the venue. Geotag the event location on social media and your Online Ticket Store so your attendees can locate the venue easily.

4. Finalize the Concert Date

Based on the availability of your artists, lock on to your concert event date. Create the buzz around the event and also while launching the concert, send out email campaigns and reminders to the stakeholders and your audience. 

With the holiday season arriving soon, there will be several events during the time. Make sure your event dates don’t clash with other popular events. Once you finalize the concert date, kickstart your targeted event marketing strategy.

5. Take Care of Logistics

Be it a small gig or a big concert, book a super sound system needed for that amazing experience. If it’s an outdoor space, set up the big stage for your artists, rent the stage equipment including light and sound. Set up a backstage, dressing room and take care of the event catering at the concert. While you take care of logistics, don’t miss out on procuring permits for noise and alcohol consumption. 

Begin your recruitment process well in advance as you’ll need volunteers to welcome, answer queries and attend to any issue they may face while at the concert. If you’re offering liquor at the concert, make sure you have trained security, CCTV surveillance, and drones to take care of any unwanted situation.

6. Price Your Tickets

Ticket pricing is one of the crucial factors for growing your event revenue. Once you know your event expenses and the no of attendees expected at the concert, add an extra margin to cover up additional expenses and set up your ticket price accordingly. Create multiple ticket types and seating combos to give your attendees the ultimate flexibility of choosing what’s best for them and their group. 

Pro-Tip: Choose to deploy early-bird discounts or surge pricing to sell more tickets online.

7. Pick your Event Ticketing Partner

Ticketing may seem like a small part of your event planning, but that’s what facilitates your revenue stream generation. From the event management, revenue generation, branding, our event ticketing features are the most preferred in the concert industry. We’re not only feature-rich but also offer 24/7 Customer Support to our event presenters. 

Concerts and overcrowded queues go hand in hand. An over-excited audience waiting to enter your venue is not be tested. With our mobile apps – YapScan & YapStats, concert managers have been streamlining ticket validation and data reporting on their mobile devices. 

Are you a concert manager looking to sell concert tickets? SIGN UP NOW

8. Promote your Concert

Online marketing channels have made event promotion simple and straightforward. You can post your events on social media, roll out contests, offer group discounts, create your event on Facebook and check how many will turn up for your concert easily.  Apart from social media campaigns, use our email marketing integration to send out invites and access codes to VIP attendees weeks before the event. 

To get you started, read more on Different Types Of Email Templates Needed By Every Event Presenter.

9. Post Concert Highlights

Whether it’s your first event or you’re an expert at it, always capture memories or key highlights of your concert. It’ll help you in two ways – you can see the results of your hard work and second, you can share it on social media to let people know about the success of the concert. So, if anyone missed your concert, they’ll make it a point to attend your next concert for sure.

10. Post-Concert Follow-Up

Build and maintain your relationship with your attendees even after the concert. Event presenters on board with Yapsody use our Email Marketing Integration to personalize their emailers as a post-event follow-up practice. A simple post-event survey or feedback form gives you an idea of what they thought about your event. With our Questionnaire & Surveys feature, concert managers asked their attendees all the right questions through logic-based questionnaires.

Once they become your loyal fans, their word of mouth will get you more success compared to any other promotion. With this 10-step guide, you’re about to capture your attendees’ hearts by organizing the most memorable and successful concerts.


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12 Comments

  • Jay Jorgenson says:

    My friend wants to do a drive-in theater night with his friends and me. I like how you mentioned setting a budget to cover all expenses related to the concert like the audiovisual. Thank you for the advice.

  • Greta James says:

    My town is hoping to start a new annual concert series. I am glad your first step is to find a budget. I agree that it is very important to track your budget to make sure you stay on goal.

    • Harsh raj says:

      Till today nobody has shared knowledge like yours with us but thanks for sharing your experience with us.

  • Amitha says:

    Nice blog. Anyway, you will get music concerts happening across India.

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