Pulling off a large-scale music event or festival takes careful planning and organization. A huge part of pulling off successful events involves breaking down what you must do into manageable steps, especially if you’re planning a event from scratch. Music events and festivals are notoriously overwhelming to plan as an event planner. There is just so much to think about and accomplish for such a large event. But when you break down what you have to do into steps, things become easier to plan and you’re able to see all aspects of the planning stage that you have to attack.
I’m a big proponent of breaking down large tasks into smaller tasks because it does a number of things. It allows you to clearly identify different categories of tasks that need to be done which lets you easily assign specific teams for each task. For example, you might need a tech team to handle the stage equipment and a different marketing team to handle the marketing and promoting aspect of the event. Breaking things down into categories, outlining what has to be done, and dividing the tasks allows you and your event planning team to get things done more efficiently and accurately. By doing it this way, music event planning from scratch has never been more easier to accomplish.
Here is what you need to know when you plan a music event from scratch.
1. Team meetings are key in planning a music event
To plan an event from scratch, one of the first things that you want to do is meet with your event planning team to discuss your first steps. This is so important to do because not only are you establishing initial team communication, but you’re also able to hear from different teams about what might be necessary for the music event or festival. For example, someone on your team might bring up that implementing QR and scanning codes for smooth payments might make things easier for a larger festival. These meetings stimulate ideas and plans and are a great way to begin any music event planning.
2. Pick your venues
The next thing that you want to concentrate on is the actual semantics of your event. Think about the best venues that could hold your event. You want your venue to heighten the experience for your eventgoers so you have to spend time picking the perfect venue. Consider location, theme, atmosphere, expectations–everything that goes into the large decision-making is important to choosing the perfect venue. Additionally, you want to also think about whether your event could also be held as a hybrid event. Hybrid events are a great way to expand your audience reach and make things more inclusive. But be aware that not all events are well-suited for a hybrid experience.
If you are considering a hybrid event, here is an article to help you get started.
3. Prepare your teams for the actual building stage of the music event or festival
Now you want to actually prepare with your teams for the actual preparation of the event. One of the best ways to go about this is by establishing teams for separate tasks. There are so many things to the actual physical preparation of the event and one of the ways to get things done more efficiently is by having separate teams for each task. Here are some teams to consider:
- Stage team/technicians: things that can go under this team are lighting, camera crew for live streaming, backstage crew, stage directors, etc.
- Sounds mixing team
- Security team
- On the grounds crew
4. Promoting and marketing
Promoting and marketing are very large and important aspects of getting your target audience’s attention. You and your marketing team want to plan for a large promotion that is both social media and on-the-ground heavy. Getting the word out about your event is a large part of creating a successful event and careful strategizing with your marketing and social media teams will help you get that excitement and crowd around your event. Your event marketing plan should include ways to deliver specific content to your audience, a detailed look at your audience demographics, a social media strategy, on-the-ground marketing and content, and ways to promote your event ticketing page. These are just a few things to make sure that you are successfully promoting your event.
To get you started, here is an in-depth look at what goes behind a strong event marketing plan.
5. Create those checklists
One of the last few things that you want to do is create a checklist for the day of the event. A checklist ensures that things will run smoothly and that everything is accounted for. It creates an organized atmosphere and a way for you to get things efficiently done. Creating an events checklist for the day of the event will reduce frustration and will help you keep on task.
By following these first initial steps, you will be able to begin successfully pulling off successful music events and festivals that you planned from scratch. Just remember to break things down into categories so that you can begin your planning and strategize with your teams. Teamwork is the best way to go about pulling off music events and festivals.
To efficiently execute any event and make sure audiences have access to you, it is crucial to work with a ticketing platform that puts the best in technology and marketing. Try Ticket Fairy and take your event a step further!