Saturday, March 10, 2012

Planning a Successful Event – i.e. CD Release Party, Gospel Café – Part 1 (The Basics)

Last week I shared a blog with you written by Bruce Knight on basically, WHAT NOT TO DO, if you wish to have a successful event. We never really directly addressed the important elements of WHAT TO DO in a step-by-step format, to be successful, which is why I have returned to this topic today.

The first thing you should do is consider how much money you are able to invest in your event, because it will have a direct effect on  the number of attendees you wish to attract and the venue you select. Once you have gotten your budget figured out, take a moment to consider some venues that may be in need of traffic certain days or times during the week. If you choose a restaurant and it’s on a weekend, many will have a bit of down time between the hours of 3-6 p.m. and would love the idea of you not only bringing your party to their venue, but indirectly promoting their restaurant simply by choosing to have your event there. If you speak with the right person at the right restaurant, sometimes you won’t have to pay them anything to use their venue. Key factors that make a restaurant a good choice for your event: 1) They have their own food; 2) Sometimes they have their own sound equipment and microphones; and 3) Usually, you get all of the admission fee, and the restaurant gets the minimum they have set for each table. If the restaurant owner or manager tries to hit you with a fee, remind them of their lack of traffic during the hours you suggested and your ability to take your event to a venue willing to work with you.

Okay…moving on, looks like we’ve selected our venue, but before we go a step further PLEASE, PLEASE, PLEASE ------GET AN AGREEMENT/CONTRACT stating what you and the venue have agreed to do. Make sure it includes the date, time, and a description of the split. It is a way of covering yourself as well as a binding agreement which can be presented in court in the future if need be. I have seen a lot of people distraught by their own failure to take care of one of the most important parts of their event. And please make sure, if there is a section of the agreement you don’t understand, find yourself a paralegal or an attorney who can make break it down to layman’s terms.

Now that our conscious is clear, we can focus on the theme of our event and the incentive for people to come out. Please give this some serious thought. You’re a very gifted artist, but so what! Be real…that does not make people want to get in their car and drive across town or out of town to be with you for YOUR special event. If you are having an album release party, who do you know of in your area that has a solid following? Put that person or those persons on your flyer and invite them down as guest. Maybe it’s a spoken word artist, a comedian, another vocalist. Whoever you invite, remember, it’s better to have them come out with their following than have an empty venue. For some reason, people tend to think they have had a good time when your event is packed out. Hey, wait a minute, how about inviting local radio show host with a huge following? Oh, you’ve already called and their fee is your budget! No worries. Now it’s time to consider some other sources of funding.

This has already gotten longer than I anticipated, so when we return, we will pick up where we left off. My intention is to be as thorough as possible with those who are willing to take the time to read to avoid those common pitfalls. May God Bless you and be with you until next time.

Here are some people you can submit your mp3s and Bios to: Terry Price of 817-231-3583; Dunamis Live; Jonathan “BJ” Moore 313.618.2270

Be sure to visit our website at for more information about us and our services.

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