What Goes into Concert Planning?

Listening to songs and music is nice but attending a musical concert event is mesmerizing!

People attend concerts to feed their souls with fun and pure feelings, then they go back home holding memories that will last forever!

But have you ever wondered how much effort does it take to mark such an ever-lasting impact on people in just a couple of hours?

Yes, you have guessed it! Concert planning is not easy by any means.

In this blog, Arabian Entertainment House highlights the essential steps of organizing a successful concert!

Concert Planning Stages

Similar to any event, concert planning is divided into 3 important stages: before, during, and after the concert.

Before the Concert

This stage revolves about preparing for the concert event and ensuring that you get everything you need to have a perfect concert. It is all about deciding which artist you will host in the concert, the concert date and venue, budgeting, venue preparations and logistics, ticket pricing and booking method, partnering with relevant sponsors, marketing and promoting the concert.

During the Concert

When the event starts, different requirements should be available. Photographers and videographers to capture the moment forever and concert live streaming, in addition to the presence of journalists, so they can write about your concert event at different media outlets. More on, it is very crucial that during the event, your attendees should be fully satisfied through recruiting staff members who will take care of greeting, welcoming, showing attendees to their seats, and handling all their queries and issues.

After the Concert

Upon concluding your event successfully, don’t forget to follow up with the media outlets coverage and track which media channels shared news about your event. Share photos and videos from your concert to your website and social media pages, in addition to sharing every article that was written about your concert.

Concert Event

Things to Consider While Organizing a Concert

1-     Choosing Event Artist

The artist you are going to host is the core strength point of your concert. All you have to do is bringing the audience who they love so they can show you high attendance rates!

The first step of concert planning is to choose the right artist who is known for having a considerable fan base. You can make a thorough market analysis for the artist, the venue, and the audience according to the event city.

Partnering with a concert planning company that has a wide network of relations with local and International singers, like Arabian Entertainment House, will highly facilitate the process of choosing, contacting, and dealing with the best singer for your concert.

Event Artist

2-     Plan the Event Budget

Before you go deeper into organizing your concert, you must calculate your budget accurately before you start setting other aspects. Be realistic in setting your budget and keep in mind that it should include: the rate requested by the event artist, venue booking fees, venue preparation expenses, food catering expenses, and marketing expenses. More on, always add an extra budget margin for surprising, unforeseen expenses that may come up at any stage of your concert planning process.

It is highly important to keep tracking your budget before and after every payment you make to ensure that you do not exceed the budget limits.

3-     Venue Booking

The event venue must provide the suitable atmosphere according to the artist’s style and the audience need. You have to decide the size of the venue based on the expected number of attendees, and whether you like to host your audience indoors or outdoors. Then, consider the distance and the traffic status between the venue and the city center, and check if the venue has a parking facility or not.  Do not choose a venue that is way too far from the city center, or a venue with no parking lots nearby, people will probably cancel the idea of attending the concert just for such reasons.

4-     Set the Concert Date

To set the best date for your concert, you have to consider the artist’s availability and to make a market study about the favorable days to attend events at the location city. Check whether people prefer to attend on holidays, weekend, or during weekday and set the date accordingly.

The most important point to consider in terms of concert dates is that you certainly must check that the date you have chosen does not clash with another important and popular event happening on the same day. When you finally decide what day your concert will be held on, you can start your marketing campaigns and promotional advertisement to create the biggest buzz about your concert.

Event Venue

5-     Concert Logistics

Whether you are holding a small gig for a new talent or a big concert for a superstar, logistics in concert planning is a very important part.

Whether you book and indoor or outdoor home, there is a group of steps that you can follow to implement the concert logistics process successfully, such as setting up a stage, a backstage, and dressing rooms for the artist and staff, renting the light and sound systems and any other stage equipment you may need, and getting all the required permits from the concerned governmental authorities, in addition to staff recruitment, including hosts and greeters who would welcome the attendees and answer their questions, and some sound engineers to handle the sound and lightning systems.

6-     Ticket Pricing

Why is ticket pricing important? Because this is where your concert profits are coming from!

But how can a concert host calculate the ticket prices accurately?

First, you must know your concert’s expenses precisely, and add an extra margin for unexpected expenses, then set the expected number of attendees. Finally, divide the expenses rate over the attendees’ number to reach the average ticket price.

Also, you can check the average ticket price for concerts held at the same venue you booked, or the ticket prices of similar musical concerts, then compare between them and choose your ticket price accordingly.

Do not set one ticket price only. Set at least three price categories, depending on seat position within the venue. This will make ticket prices suitable to a wider range of clients.

More on, it is always exciting and encouraging for your clients if you provide offers on ticket prices, such as early booking discounts.

Concert Planning Photo

7-     Choose your Ticket Booking Method

As mentioned before, Ticketing may look like a minor part of your concert planning decision, but it is where you will receive your payments from. Try to make your concert tickets available for sale on multiple payment gateways, such as virtual box office websites, online ticket stores, mobile apps, and others. This way your attendees will find it easy to book.

8-     Partnering with the Right Sponsors

It is important to set your concert event under the sponsorship of a prestigious sponsor. Your sponsor could be a big commercial company, non-profit organizations, international consumer brands, banks, or social influencers. However, you have to choose a sponsor that seems relevant to your concert theme to be an effective part of it, as you and your event sponsors have and work for the same goal.

Arabian Entertainment House has many solid business relations with important businesses that could sponsor any event without an effort requested from your side.

9-     Promote your Concert Event

The marketing field is constantly increasing, and today, there are lots of methods to promote your concert event. Moreover, ever since the internet existed, advertisement and promotion have become easier. There are many ways to promote your concert broadly, whether through online or offline media channels, use them all and share your concert details with as many media channels as possible.

10-     Media Coverage

To get higher exposure for your concert, you need to announce the concert event details on multiple channels, i.e., Online channels: (Your website, social media platforms, event website, email marketing campaign) and offline channels: (advertising agencies, partners, sponsors, local press, T.V, and radio networks.)


How to Make Your Event Special?

Besides all the steps mentioned above, there is a secret recipe to turn your concert event into an extraordinary experience, and the secret is: engaging all the senses of your attendees in the concert. This is the best way to make your concert forever memorable.

In your concert event, the sight sense of your attendees shall be satisfied about watching the performance of their favorite singer and enjoying beautiful venue decor, while their hearing sense will be fully delighted with every song performed by the artist. Also, make sure that you offer multiple and delicious catering options to please the taste sense of all the concert’s attendees. Finally, recruit a full staff to keep the event venue constantly clean and nice-smelling to satisfy the attendees’ smelling sense. 

Organizing a successful concert is a task that should be handled carefully at every step of the process. So, you can always partner with a professional concert planning company to get it all done with no hassle. Arabian Entertainment House offers all the concert planning services needed to put on a crowd-pleaser concert event, saving its clients’ time and efforts.