Festival
planning as a promoter is always stressful. You have to think constantly about
it's effectiveness which is due on your actions. So be aware of these things before throwing your first party.
(I)- Have enough
in time planning for your first event. As a promoter you feel the excitement to
organize your party...trying to do something different, doing preparations a
lot quicker than actually you have never done before. Try to control the mental
rush. Unless you are ok practically with your preparation never go for the
event. It’s ok to do things on a fast track but you also have to keep every
arrangement for smooth run-up during event. There is also a chance that you may
just prepared plan in a paper and fixed the event date by deciding in advance.
Remember if your preparation did fall on shortage of time then your chances of
success will be ruined. So unless final preparation happened never take
decision on fixation of event date.
(II)-What's your
type of party plan? Whether it's outdoor or a nightclub? What's your target? Types
of music to be featured on the show... Whether you will organize on a legal
place or prefer to have an underground show. What documents needed to get the
venue clearance. These things you should plan in advance for your first event.
Have a clear mindset about expectation and organization. Its better not to
choose underground show at your first event as you are not well known about the
event business.
(III)- Don't expect
too much monetary benefits in your first show. You are still to know about the
actual scenes. So your first event will be learning for you. Examine how people
are enjoying, how many tickets are sold for your event...what are the other
things attendees are doing? Keep an eye on these things. Your planning should
have been stretched more beyond than a debut party. Remember sometimes even
festivals loose money or ceases due to some unavoidable circumstances. You
cannot be sure when what will happen? Business plan in event management built
on the basis of long term expectations and it takes a lot more effort to be chosen
as a brand in front of crowd. If you are able to earn profit from your first
event then your effort is in lucky site.
(IV)- Marketing is
about branding and in today's branding is a need for every business. Social
media is key in this world. Spread your name on every social media platform.
Along with this also go for flyers regarding your event. You can distribute
those flyers physically to your known places. You can also put a soft copy of a
flyer in social media. A picture is an attraction in itself and with a well
settled target it can attract a good level of audiences.
(V)- As a first
promoter you may think about the number of attendees for your event. You may be
around the mind to create a buzz for the first event. Its a little trickier
here. You also have to think about the size of the venue to be booked for the
event. Always choose a comparative size according to response of people for
your event. Too large venue with empty spaces will create bad image in the
market as people will think not good show. Too short attendees will feel
suffocated.. So it's better for constantly be communicative to audience
responses.
(VI)- One should
definitely use his/her market knowledge to carry out planning smoothly. Get to
know about your size of target audience and devise your arrangements broadly
accordingly with your customer selection. The event planning is a complex
process and it's important to build a team. You need promoters, Audio visual
experience enhancers, bartenders, local mates (Local support is essential,
otherwise you will have a hard time in organizing your event), tattoo
specialist etc....Requirement of number of staffs depend on the size of the
venue and facilities you plan for your event. Take a call upon on their trusts,
dedication and capabilities. Its a team effort so you need plenty of
trustworthy and dedicated people in a team to make it successfully happen.
(VII)- Now make a
list of the type of foods and drinks you will be supplying in your event. As an
initiator you should not mix up this facility in your ticket price. Keep these
prices separately mentioned as it's an easy understanding for them. Every
person has a define requirement to his/her choice. So let them select the types
of foods and drink. Make them pay for what they take. No extra load on
customer.
Try
constantly to stick to your plan. Planning may match a little distraction in
the Course of actual happening. So target those distractions and note them down.
Take it as learning and the mistakes will act as an alerted reference for your
next event.
