EVENT/BENEFIT gUIDeLINES

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You are thinking about having a concert or benefit event. Here are some simple guidelines to consider.

1. Select the beneficiary: this is your cause.

2. Contractual obligations: As you read further, many negotiations are needed for a stress-free event. Most events are scheduled six months to a year in advance.

3. Banking: Do you have a banking account to link ticket sales, donations, buy merchandise to sell, and marketing expenses? Keep in mind that using your own checking account will increase your income and you will be liable to pay taxes on earnings which may also flag you for an audit.

4. Location: This needs to be an event venue where people can park easily. Be considerate of disabled individuals and their needs. If it’s an outside venue, you need to have a covered stage, restroom facilities, food and drinks to accommodate your audience. Liquor and licensing are a very important decision to consider also.  Lighting is also necessary if it’s field parking and a security team to help your audience feel safe when leaving the event.

5. Event Date: What is the date of your event? Check with local resources for competing events that may include concerts, ball games, holidays, special events, etc.

6. Special Event Insurance: Concert insurance is a type of special event insurance that protects you, the event organizer, from third-party claims of bodily injury or property damage. Claims may come from the venue owner or concertgoers should an accident happen. This insurance does not replace the coverage that the band should in the event they be sued for accidental injury or damage to others. Special event insurance protects you from the financial consequences of claims for injury and property damage to third- parties that occur during set-up, breakdown, or the actual concert. When something does go wrong, your concert insurance can pay for the damages on your behalf, helping you remain profitable on the event. Because you’re dealing with the public, it’s best to have a policy with enough coverage for the most common liability claims, such as slip-and-fall accidents. Some umbrella insurance policies will insure an amount equal to the cost in the event of inclement weather or acts of God.

7. Volunteers: You will need people to work vending, organizing, clean up, barricade assistance, etc.

8. Scouting Entertainment: Do you know what your audience would enjoy for entertainment, Comedy, Rock, Jazz, etc.? 

9. Hiring Entertainment: When hiring bands, you may have to contact their agent if they are not local talent. National or international talent most likely will not play your show for free, and may charge a full price ($5,000-$120,000 plus) depending upon your talent’s recognition. 

10. Band riders: This will include a stage plot and input list. Stipulations of their rider will tell you what they expect from the size of the stage to green room accommodations (a place for them to hang out), motel, arrangements for transportation to and from the show and may include transportation to and from an airport.

11. Sound and lighting production: portable stages are typically expensive ranging from $20,000-$300,000 for a sound production company to purchase. A sound system will  range from $60,000-$500,000 not including lighting if it extends into a nighttime show. Production companies still have maintenance, insurance and an operating crew to ensure your event goes smoothly. A production company may charge in the range from $2,500-$20,000 or more. Some production companies will donate a certain percentage of operating costs for your event in lieu of a tax-deductible receipt. 

The venue and electricity are a main concern for most production companies. Most require an average of 200-400 amps of clean electricity (separate from vendors or public lighting). Typically this may be a 3-phase generator or a 220v coming into the venue to be distributed into 110v spiders (distribution units). An improper electrical issue could cause a blackout or electrical shock for the crew and or performers. 

12. Backline: Backline is the equipment needed for the band to perform. It is common for a performing act to carry their instruments, but may request specified amplifiers, drums, keyboards, sound monitoring, and so forth. If you have multiple acts, backline in place will speed the process of getting a band off stage and having less setup between acts. It is very common with backline to have a 30-minute or more time between acts. Without backline, this could take an hour or more to remove equipment, setup equipment, and a sound check before the next performer takes the stage. Working with a stage manager and the production team will make this as fast as possible. (remember, the production company is usually the first to set up and the last to leave with equipment teardown).

13. Deposits: Deposits are usually required for the venue, bands, and production companies.

14. Stage Performance Timing: space your entertainer times accordingly, you may have an auction, stories from the cause you are sponsoring, announcements, DJ or house music.

15. Security: Security will be needed for parking, the event, and performers.

16. Time to Promote: If you are selling tickets, media is your best source with an online ticket company by checking out this link: https://www.audiencerepublic.com/ticketing-directory/list-of-ticketing-platforms-in-the-united-states 

Most of these sites are not free. If you are not selling tickets and working by donation only, Facebook, YouTube, radio, TV, blogs, newspaper, Twitter, or any way you can let your donors know will suffice.

17. Online advertising: For your event, you need to hire someone to do the heavy-lifting for online promotion. This will include custom graphics creation for flyers, banners, and even managing the event by social media. A social media manager is one of the best promoters for your event. Check out this website for an example of a social media management firm: www.bigeventdesigns.com 

18. The Show’s Over: Let your donations be known by the media, video, pictures, and spoken word about the amount given to your cause. This is a victory for you and your cause that will draw promotion for next year’s event.

19. Sit Back and Relax a Moment! 

**Big Event Music has provided production for over 3,000 shows. These are protocols necessary to pull off a satisfactory, stress-free show with everyone leaving happy.