So You Want to Hold an Event – Who is Absolutely Coming?
When you’re putting on live events, you want to make sure everything runs smoothly, and that you get the maximum number of ticket sales. It’s essential that you get the right people on board, you’re aware of who works with which booking agency – and how far in advance you need to book your talent. The number of acts, staff, security and guests you’re expecting will all depend on the size and capacity of the venue, so it’s crucial that you carefully select your venue to make sure it fits your needs.
Putting the Spotlight on Your Acts – How Many Do You Need?
Are you hosting a small, medium or large event? Are you using more than one area of a location (such as two or three different rooms)? Is the venue open-plan, connected by hallways, spread across multiple floors, or something else that could affect not only the hiring costs and insurance, but how you can preserve the quality of the customer experience between each room.
These might all seem like odd questions when thinking about booking your acts – but they’re actually really important! For example – if you book an R&B act and a Thrash Metal act, and the venue only has one large open plan room with multiple stages, the R&B music will be difficult to be hear – and you could end up in a position where you need to refund your party-goers for their tickets.
The size and layout of the venue directly correlates to what sort of acts you can put on – and how many you can have performing at one time. Once you know how many people you can comfortably have performing at one time, you’re able to start shortlisting your potential bookings.
It’s More Than the Main Act – Who Do You Need for Support?
Unless you’re holding a specific concert to feature one band, group or DJ, you’re going to want to have a mix of acts. You need to identify your headliner/s and then prioritise the order any other act are going to perform in. This is where data analytics, and knowing the wants and needs of your target audience play an important role – by tracking current interests and trends, you can position your event to appeal with maximum impact.
Why It Is Absolutely Essential to Get Confirmations Right.
There’s a big difference between ‘Yes’ and ‘Maybe’ – and it is important that you don’t just have a word of mouth agreement for performing at your event. You should contact your potential act (or their agency) by telephone, send follow-up information in writing – outlining the time, date, location and expected playtime. You should only start advertising their attendance once they have directly confirmed that they’ll be there.
The sooner you can confirm your talent, the sooner you can start marketing and advertising – building hype and anticipation. But this must not be done before confirmation is received – it’s disappointing when acts pull out due to problems, but if you get a reputation for false advertising and bragging about artists who never show, not only do you put yourself at risk of legal action, but you lose credibility and suffer reputation damage with your audience – which will directly and negatively impact your ticket sales.
You’ve Got Your Line-up and Your Venue – What Do You Need to Know Now?
Once you’ve got the green light on your venue, your artists are booked and everything is ready to explode out into the public – it’s time to get advertising! Social Media Marketing is one of the most beneficial ways of connecting with a large number of interested visitor – this has to be carefully maintained and managed, you can’t just post occasionally and expect your event to go viral – it might happen – but it’s highly unlikely and you can’t rely on it.
You need to be seen to be heard, and you need to be producing interesting content that makes people want to stop and find out more.
Party Ace work with Promoters to ensure that their listings are easily accessible, and directed at the right people, at the right time. We use our own Social Media channels and connections to promote your event, and get you seen by even more Party People, increasing your sales and the success of your event.