How to Organize a Concert: Tips for Newbies

Every activity needs a serious and carefully thought organization. For music performances and concerts too. Even if a concert is planned to be held in the countryside and with the participation of young bands, then without a well-thought-out organization it will not work. If you are a newbie in organizing a concert you need to pay attention to a lot of things and if even a little thing will go wrong the whole venue can fail. Here are the tips that will help you to pull off when you organize a concert.

organize a concert

1. To attract a performer to your concert, you need to interest him/her with the appropriate fee and organize all the needed technical and working conditions, and also what is required in the rider. The size of the fee and the kind of the requirements depend primarily on the popularity of the artist or group.

If this is your first event, then it is desirable to stop your choice on the performers, well-known in narrow circles and working in styles remote from “pop” in its standard notion.
If you plan to conduct a concert with several performers, then you can confine ourselves to groups that have not yet gained popularity among the audience, but are sufficiently talented.

2. To agree upon the participation of a performer in your concert you need to talk with his/her manager whose contacts can usually be found on the official website. Inform the manager about the venue, about the type of event expected. Discuss the fee, terms, form of payment and other requirements of the artist.

3. When choosing a venue, you should not rush with the final decision. Select several suitable options. Think about whether you can afford to rent them. By the way, if the concert is scheduled for a weekday, you can try to negotiate discounts.

4. After determining the venue of the concert, you can proceed to the most important thing – the search for sponsors. You can offer to sell the internal advertising space (the back and side surfaces of the stage, bar, hall and even the cabins in the toilet), the possibility of holding contests, promo actions, shopping places, some surface billboards, flyers or tickets, a place in audio and video advertising, press conference.

5. After you manage to convince a sponsor it’s time to conduct an advertising campaign. Flyers is the oldest, but still effective mean of attracting the public. When using flyers, their distribution is of great importance. It will be optimal to unfold once in 2-3 days in the premises of youth or music shops, universities, schools and transfer directly from hand to hand in different crowded areas of the city.

Concert advertisement

6. About 10 days before an event, a press conference should be held. For journalists it is desirable to organize a buffet table at the cost of a technical sponsor, distribute invitations to a concert and promotional materials for writing articles.

7. When setting the stage and choosing the sound and lighting equipment, find out which company was engaged in their adjustment recently specifically at this venue, what was the quality of their work. Take into account the wishes and requirements of the artists themselves regarding this issue.

8. Take care of the organization of event security, because you will deal with a lot of people. In this case it is more expedient to give preference to private security companies.

9. On the day of the concert, try to meet the artists on their own, the rest, like their meals, bringing to the press conference and the venue itself can be assigned to assistants. In the meantime, you need to carefully inspect the venue together with a representative of the owners.

Setting the Stage

Concerts are a brilliant example where lights make the show what it is. I have always been really impressed as to how the stages are put together, designed, and how the lights sync up so well with the music. It really is an incredible sight to see and I have always been interested as to how the process works and how everything ultimately comes together. The three most important elements to a great concert is the music, the lighting, and the staging. So let’s see what you need for setting the stage.

So first things first, lets talk about the music! Now, the music part is a lot more complex than what you would imagine. The venue has a team of engineers who work constantly to make sure everything is set up and the music sounds good. It ultimately comes down to testing all of the microphones and making sure all of the speakers are doing what they should. There are a ton of logistics involved here that one could talk about forever.

truss systems for lighting

Next, we have the lighting. A great part of any concert of show for me is the lighting.  The lighting is a little bit more complex than the music because it has to sync well with the music and be a part of the stage so that it does not look out of place. Lighting and staging definitely go together in the sense that they need to be one nice cohesive unit in order for things to look normal.

The staging is also important because it needs to be firm and sturdy. It also needs to have ample room for the lights which can definitely cause problems. One good sturdy form of a stage and set up that is common is the Truss Display. These displays are a sort of stage that does exactly what one would need at a concert. They have a lot of room overhead for lights to hang down on, and are even made special for DJs. There are a ton of types of Truss Displays, so it is important to find the kind that is right for you.

Orbus truss sysetm

Types of Truss Displays

Truss is not only used in above mentioned venues but can be seen throughout most trade show floors used as display or rigor for show lighting. Lucky for you there are many different types of Truss Displays, from folding, steel frames, to lightweight aluminum. It is important to know what you are purchasing and what your needs are. The folding Truss displays are the best if you find yourself on the go. They are extremely compact and fold into a nice container that you can bring from venue to venue. Some do not require any tools to set up, but obviously others might. The big name brands in this area are Orbital Truss displays by Exhibe Portable.

There are also plastic Truss’ that you can purchase! These are often referred to as Cross Wire displays and are very unique. They are very lightweight and require almost no professional experience as they tend to come together like toys! I definitely recommend these for someone who wants that professional aesthetic without paying the bigger bucks for the more sturdy displays. If you are searching for something that is more professional but just as easy to travel with, aluminum displays are your best bet. They are obviously made from aluminum which make them super lightweight and easy to travel with.

How Concerts Are Promoted Today

Music-based events have always been a popular entertainment form and attract unique audiences. The global industry that has been created around concerts, festivals and related musical events is evolving and developing rapidly especially in the last decade.

Concerts can vary greatly from small local events to large-scale multiple stage concerts that are attended by hundreds of thousands of people. However, the tenets of concert promotions are similar across the board. Concert tickets go on sale as soon as promotion begins. Herein is a comprehensive overview of how concerts are promoted in today’s business age.

Concert tickets


In today’s world, social media is arguably the best event marketing tool that can be leveraged by just about anyone. Social media platforms are the leading digital communication channels especially for people below the age of 40. The social media outlets that are most valuable for concert promotion include Facebook, Instagram, Twitter, Pinterest, and YouTube. They are the most popular online social media outlets. It is important to note that each bears its unique online role.

The first step involves creating an account such as a fan page, concert registration page or YouTube channel that the audience can associate the concert with. Social media promotion often starts a few months/several weeks before the concert in order to create a buzz around it. The registration page is promoted on the fan page where users are encouraged to engage and share. Social media accounts usually contain as much information about the concert as possible.


Radio platforms play a big role in concert promotion today. It is a great asset for concert promotion as they can reach to the specific target audience. Effective radio promotion is more than the 30-second ads.

One method that promoters employ is offering a number of tickets to give away. This guarantees that the concert will be mentioned multiple times for a prolonged period thus ensuring maximum exposure at minimal costs. This is often the best bet for local concerts promotion on local radio stations.

It results in significant saving in the midst of constrained budgets. Sometimes the musicians can be featured on the radio stations. Radio promotion also adds credibility to the event.


E-releases are gradually changing the conventional concert promotion means. Today promoters can send out legal email broadcasts depending on the target audience.

This is especially effective for a target audience that spends most of their time online. There are cost effective services available that can be used to implement an email broadcast strategy including icontact, and MailChimp.

A music event, concert


One may be tempted to think that traditional marketing methods do not have a place in the internet era. This is far from the truth. For concert promotion to be successful, it must incorporate all the aspects of advertising within the stipulated budget. Large concerts with looser budgets can incorporate billboard ads while posters can achieve the same effect for local concerts.

The key word here is placement. They are placed next to or in establishments where the target audience frequents. These can include music stores, theaters or clubs. In each case, the concert promoter has to comply with local posting policy and jurisdiction regulations.

There are many other marketing strategies that are employed to promote concerns. They include but not limited to television commercials, mobile app, website ads, brand sponsorship, newspaper ads, direct mail, and flyers.