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It is always exciting to attend an event where your favorite musicians are performing, because it gives you an ideal opportunity of actually seeing them on stage live, apart from seeing them on your TV screen. In addition, the mood in an event is usually an exciting experience to remember, because you get to meet so many new people, most of whom you have never seen or will never see again, and you get to engage in activities that you don’t get to do every other day.
However, have you ever tried to think about what goes on behind the scenes, since, although the event happen in a day, it takes months to plan and set up? If you think you are up to planning the next big event, the first thing you will need is a highly experienced team to plan with, because it is very difficult to pull it off on your own, unless if it is a small house party.
1. The sound and the DJ
The quality of the sound and just how good the DJ is will either make or break your event. People expect to come to an event where the music will be crystal clear and loud enough, such that when their favorite artist is on stage they can hear everything, even when they are breathing. The DJ on the other hand has to know how to read the crowd, he or she should play only the best music that will keep the crowd dancing, and he or she should show off his or her creativity while on stage.
In order to achieve the above, it is important to hire a very experienced sound provider, one who will have the number of speakers and equipment to meet the level of your event. Furthermore, these service providers should be on the grounds days or even weeks before the main event, in order for them to scout the area, come up with the set up plan, set it up in such a way that the cabling will not stand in the way, and complete every fine detail before the day of the event. The DJ must also be on the grounds to test his or her equipment immediately the sound crew finish setting up.
2. The stage setup and décor
This part of the event needs excellent planning, and should be completed even before the sound team comes to set up the sound system. You should make sure that the stage designs and décor are done well in advance in order to avoid the last minute rush. It is best to have the posters and the stage to have the same design, because this gives the fans something to look forward to. At this point, you also need to bring in the lighting experts, especially if your event will run throughout the night.
The stage setup has to consider that there needs to be space for a band, whether or not you will hire one, because most artists come with their own band, and the setup has to leave enough room for the artists to perform even with dancers. If you plan on shooting the event, or airing it live on TV, then you cannot afford to go wrong here.
3. Ticketing and payment booths
The people attending the event will need to have a means through which they will access the venue, where they will either pay for tickets or show their tickets, and be searched thoroughly so as not to let in dangerous weapons such as guns or knives. You will need to establish a safe and secure way through which the money collected at the gate will get to the bank without giving an opportunity to people with sticky hands to mess with the earnings.
4. The food
Food is a very important part of an event, because people will always want to buy food and drinks (even when they are not hungry!) Food makes the event to be even livelier, and it is also a good way of making money. However, you need to choose whether you will provide the food or you will just set up a food court, where service providers will pay for space and provide the food instead. The latter is usually the best way out since you have other people taking care of that, and regardless of whether people buy the food or not, you make some good money from renting out the space.
Ryan is an avid blogger and a fan of attending live concerts. He has taken part in organizing several concerts and likes to give his readers tips on how to organize their own event. He has discovered that most event organizers buy their cables from Cmple Inc.
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