What You Need Behind the Scenes of Your Event
Putting on a party requires a lot of effort and co-ordination, when your event runs smoothly behind the scenes – you’re much less likely to run into problems, or if you do – you’ll have people and plans in place to sort them out as quickly as possible.
Who’s on Your Team? Are They Committed to Your Success?
Whether you’re putting on music events, a club night, a comedy evening, or something else – you need to work with people you can trust, who you can count on to do what they say they’re going to do, when they say they’re going to do it.
The club scene is packed with venues and new events; you can’t afford to work with people who aren’t driven to succeed. The passion and enthusiasm you bring to your event will show in the end result – if you and your team don’t care about your event, neither will your audience.
Insurance and Liabilities – Are You Covered?
Making sure you’ve got the right insurance is crucial – if something were to happen, and you don’t have the right insurance or liability cover, you could end up facing a law suit. Not only would that cost you potentially huge sums of money, but you’d destroy your reputation with the party-going public – if people don’t feel safe at your event, and don’t think that you care about protecting their safety – they’re not going to come.
Do your research and find out what you need insurance for, and what liabilities you need covering with.
And don’t forget to make sure the music is licensed as well – troubles with the law don’t just come from your audience! If you’re illegally using unlicensed music, you could end up being sued and shut down.
Get Your Bookings Right – From the DJ to the Dancefloor
Whether you’re hiring a DJ, a live band or a different type of artist – you need to get your bookings done as soon as possible. Word of mouth confirmation is not good enough – you need to have your bookings done in writing, with any relevant agreements or stipulations covered. Having a paper-trail means that you can prove your booking – although you still need to make sure that it’s a definite, having someone email back with ‘Yeah that sounds great’ isn’t a confirmation of booking – work in absolutes to avoid disappointment.
Check with your venue to see what, if any, lighting and extras are available, and what comes with the booking as standard. Don’t assume that you’ll have use of their property – make sure of it! If you need to hire in extra lighting or flooring, make sure you’ve cleared it with the venue first, and that your chosen companies are reputable, insured and reliable.
Are You Prepared with A Back-up Plan?
Sometimes things go wrong – it’s a fact of life. As an event or club promoter, it’s your job to make sure there’s a Plan B – and probably C, D and E as well. It might seem negative and asking for trouble to sit and think of everything that can go wrong – but if you’ve done this, and made plans – if it does go wrong, you’re prepared.
Research, preparation and passion will help you put on a world class event. Party Ace believes in helping Promoters Ace it – from delivering exposure through our social media channels, to putting you in touch with artists that would work for you – we are part of your team.