Organising a Creative Event That Really Rocks
If you are putting on an event, and you have dreams of it being the kind of show that keeps people buzzing for weeks with just how creative and exciting it was, then you need to plan, plan and plan some more. So, whether you’re putting on a one-off gallery takeover, a community music festival or a multidisciplinary arts extravaganza, read on for some tips to make sure it goes off without a hitch and truly rocks.
1. Nail Your Vision and Concept
Every outstanding event begins with a killer idea. Ask yourself: What makes this event unique? Are you showcasing up-and-coming bands, indie film screenings, or avant-garde art installations? Sketch out a theme that ties everything together—think “urban jungle party” or “retro vinyl revival”. Jot down the essential elements: creative workshops, immersive installations, street food vendors or pop-up performance spaces. Having a clear vision not only fuels your excitement, it makes it easier to pitch to sponsors, book talent and communicate with suppliers.
2. Budgeting Without Losing Your Shirt
A lofty vision can quickly balloon into a financial nightmare if you don’t plan carefully. Start by listing all potential expenses: venue hire, equipment rental, marketing materials, artist fees, insurance, security, and even loos if you’re outdoors. Allocate a buffer of at least 10–15 per cent for unexpected costs, because something always goes awry. On the revenue side, consider ticket tiers, sponsorship packages, merchandise, and food or drink sales. Keep everything in a spreadsheet, track costs religiously, and revisit your budget regularly to avoid nasty surprises.
3. Finding the Perfect Venue
Location can make or break your event. If you’re hosting an intimate art showcase, a quirky warehouse or community hall might suffice. For larger music-centric shindigs, you’ll need a venue with ample capacity, good acoustics and appropriate licensing. While researching, consider accessibility for both artists and attendees, nearby transport links and on-site facilities like power points and loading bays. If you’re thinking big and outdoors, look into festival stage hire options early, so you can secure the right size and technical specifications for your performers. Festival stage hire isn’t just about the platform; it often comes bundled with sound rigs, lighting trusses and backline, which can simplify coordination.
4. Booking Your Acts and Entertainment
Curating the talent list is where your event really starts to take shape. Balance headline acts (established names who draw crowds) with emerging local talent, experimental performers or interactive entertainers. Reach out via email or phone, providing a concise event outline, expected audience size, and technical rider details. Be prepared to negotiate fees, so have a clear idea of your budget per act. If you’re including non-musical elements such as live painting, spoken word, and dance performances, ensure you allocate adequate time slots and technical support. Always have a Plan B performer or two in case of last-minute cancellations.
5. Stage, Sound and Festival Stage Hire
If your event involves live performances, technical quality is paramount. Festival stage hire often saves you the headache of sourcing separate staging, PA systems and lighting rigs. Compare quotes from reputable suppliers and ensure they meet safety standards, provide reliable technicians and can adapt to your venue’s specifics. Check power requirements and rigging points, and ask for a site visit to confirm measurements. Don’t skimp on sound checks; a performance marred by distortion or feedback will leave attendees disappointed and artists frustrated.
6. Marketing Like a Maverick
No matter how brilliant your event, if nobody knows about it, you’ll be speaking to an empty room. Create a marketing plan that includes social media campaigns, eye-catching posters, local press releases and collaborations with influencers or community groups. Build a snazzy event page on Facebook or Eventbrite, and share behind-the-scenes content like artist spotlights, sneak peeks of installations, or interviews with the creative team. Encourage artists to promote the event to their networks. Consider guerrilla tactics: sticker bombing vinyl shops, graffiti murals with QR codes or pop-up flash mobs that tease your event theme.
7. Logistics and Legal Stuff
Now for the less glamorous but absolutely vital details: licences, permits and insurance. Depending on your event scale, you might need a Temporary Event Notice (TEN), performance rights licences (PRS or PPL), or special permissions for serving alcohol. Get public liability insurance to cover accidents. Draft contracts for performers, vendors and suppliers that outline payment terms, cancellation policies and technical requirements. Arrange security and first aid provisions, and liaise with local authorities if you expect road closures or noise-level concerns. A well-oiled logistical plan means fewer last-minute headaches.
8. Keep Calm and Event On
As the event draws closer, it is likely that things will get pretty frantic, and you might well feel frazzled with all the setting up of stages, testing of microphones, briefing of volunteers, and…well, you get the idea. But, you know what? You can keep everything in check and running smoothly by preparing a master schedule that includes everything from load-in times to tear-down logistics. Making sure everyone involved has a clear role and coming up with as many contingencies for things that could go wrong will help to keep things on track, too.
Time to rock it!
