How to Plan a Concert in 10 Steps

Organized concert from an event planner.

You wish to plan a concert that people will talk about for a long time. But what does it take to make a concert successful, you ask?

Whether experienced or new to event planning, organizing a concert can push you to your limits; with more moving pieces and elements than your usual event, anything could go wrong.

To get yourself ready for any unusual occurrences and make your concert a success, here is a 10-step guide to planning a concert event.

Keep reading!

 Step 1: Identify the Concert Goals

What does the concert aim to achieve? Is it a musical concert, a fundraiser, a talent show, or a festival? It would be best if you had a clear idea of your end goal to achieve a memorable concert. Take into account the attendees to the event.

Align the concert-style and concept to match their expectations. If in doubt, speak to some of the attendees to understand their expectations. 

Identifying the goals will help you understand the best music to play, the event activities, and décor.

 Step 2: Plan the Budget

When organizing a concert, you need to set a realistic budget to cater to all the contingencies and expenses. It will also help if you intend to make a profit. Make use of a budget template that you can always make amendments to depending on the event.

At this point, ascertain if you may need sponsorship for your event, which is necessary with charity concerts or fundraisers. Leave 10%-30% of the total budget unallocated. It will help with unexpected expenses.

Step 3: Look for Talent

Look for the talent that perfectly fits your attendees’ needs. Evaluate their expectations to determine what fits them. For example, if you host a concert for people between ages 25 to 50, bring in an artist they will love.

It would be best to choose local talent that will help keep your expenses low and thus save more money. If you are inviting several artists, ensure they love performing with other bands.

Step 4: Select a Venue

When choosing the venue, ensure the venue management has no problem with live music. Outdoor venues can be unpredictable due to weather changes. They also have higher costs in production. Outdoor venues offer an excellent choice for picnics and barbeques.

You will need a backup plan in case of snow, rain, wind, cold, and other factors that can ruin the fun. Choose a venue size that fits the expected crowd. Identify the venue early enough because all the other event details will fall into place after this.

Step 5: Get the Required Permits

Depending on your venue of choice, you may require permits for music, alcohol, food, and the event. Check with the local authorities and the venue to confirm what you need to do. You may also need to get insurance for the event. It will take care of any unexpected incidents.

Step 6: Determine the Time and Date

The perfect date and time for your concert will depend on the concept of the event and your audience. Some concerts and themes are perfect at night. Other venues and concepts are best when managed in the daytime.

Ensure you have your audience in mind and what works best for them. Take into account work schedules, school, and holidays to determine the perfect date and time for the concert.

Step 7: Determine the Equipment You Need

Talk to the musical talent and the venue management to decide on the equipment you will need. Find out if the venue can provide some of the equipment: speakers, a stage, sound system, microphones, audiovisual equipment, and lighting.

If you have an outdoor venue, plan on how to protect your equipment. Ask the vendors the amount of time they need to set up for the concert. Find out if the vendors need any powered access, special access, or a loading dock. Keeping these details in mind will help you avoid mistakes.

Step 8: Determine the Ticket Prices

Pricing your tickets is one of the most crucial parts of determining the event revenue. You already know the event expenses and the expected number of attendees. Make sure you factor in the unexpected expenses and price the tickets accordingly.

Create different types of tickets to cater to the various spending powers. Create early bird tickets and increase the prices for the attendees buying tickets at the venue.

Step 9: Make Ticket Sales

If you intend to make money from the concert, you can start ticket sales. You can choose to work with a ticketing service for digital or print tickets. Find out if the ticketing service offers different payment methods and customized ticket branding.

Some ticketing services will offer social media integration and a ticketing website. Ensure the date and time the concert will be held is shown. Also, you should add the refund policy and seating information.

Step 10: Promote Your Concert

The concert success will be directly related to the effort you will put into promoting it. Create a marketing plan taking into account the audience, musical talent, and the concept of the event. Take advantage of the musical talent’s marketing channels.

Also, take advantage of the event partners, promoters, sponsors, the venue, and ticket sellers. Take high-quality videos and photos towards the event date for use during the follow-up on the concert.

Remember to capture the highlights of the concert to share the event’s success on social media. This way, you are sure to get more numbers the next time you plan a concert.

You’re All Set to Plan Your Concert

That is it—our concert event planning guide. Go on and wow your guests. Make it an experience they will never forget.

Looking for help with your concert? Feel free to reach out to us for tailor-made solutions!