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Contributed by Grant B.
Start Early. This is the golden rule. This allows you
to do things right. The more time you give yourself, the more time you have to promote and organize,
and the easier it will be on your nerves since you won’t have to rush. Venue. Obviously, without a venue there’s no place to
party. I can’t count the number of times some newbie has jumped the gun and reserved a date or released
a flyer without having a solid venue lined up. If you expect 300 people, don’t get a 10,000 square foot
venue. If you expect 10,000 people, don’t have it at your house. The rule is 10 square feet per
person, measured against total floor space – fire code permitting. Permits/Insurance. These go hand in hand with the
venue, and are not always required, but your reputation will take a serious hit if 1:00 am rolls
around and the cops tell you to shut it down because you don’t have your paperwork or permitting
documents from the city/venue owner. Insurance may already come with a particular venue if it’s
frequently used for special events. Check to be sure. If it doesn’t, get some – it’ll cover your
ass if someone hurts themselves and decides to sue you.
Having items like several fire extinguishers on hand is wise. A set of walkie talkies
is also smart, and will save you some walking. Power Supply. No power – no music. You’ll need
a good source of electricity to run any decent sound system and light show. Make sure there’s either
plenty of outlets, an electrical panel to tap into, or get a suitable generator with some killowatts to
spare. Sound. My motto is quality, not quantity. A system
that looks bigger doesnt always sound better. But you also don’t want a tiny PA in a big room. The
sound guy needs to get there a little earlier to set up, test everything out, and tune it to the
location. Getting this done early on the day of always takes some stress off. Don’t skimp on sound
– after all, it IS all about the music, right?
Decks & Mixer. Make sure you, a friend, the sound
guy, or someone are bringing the tables, mixer, and cinder blocks. Have an extra deck, mixer and set of
needles in case you experience “technical difficulties.” Security. Security is your extended set of eyes and
ears at the event. Security is not there to kick people’s asses. Security is there to prevent ass
kickings from even starting, and prevent drugs and alcohol from getting in. “Tight, but friendly” is the
key, and is also essential to helping everything run smoothly and supports a good vibe. Security also
makes sure people pay to enter your show. Have them show up a little early to survey the location if
they need to, and to prevent a runaway train of early ravers from sneaking into the show. Water/Concessions. Water is essential, concessions are
not. Meaning you don’t have to sell food and drinks. However, you must provide water –
free if neccessary – so people don’t dehydrate. Make sure you’ll have enough. As long as people
have enough water to drink, you’re good. People will even pay for a bottle of water, but don’t rip
people off. That’s lame. Candy, fruit, and snacks are great for people burning a bunch of calories from
dancing. Free water can be provided from a dispenser with dixie cups. Keep consumables somewhere they
will be under supervision regardless of whether you are selling them or not. Flyers/Advertising. If no one knows about your show, no
one’s gonna come. Get your flyers out a minimum of one month before the event – 6 weeks is ideal.
Flyers represent the name and theme of the event. Print at least two to three times the amount of people
you expect at the event. Most printers have a minnimum run of 5,000. They should be catchy but
tasteful. Remember that all sorts of people from the community may see your flyer, and even show up, so
don’t go printing flyers with giant pot leaves or naked girls on them for shows called “the dope den” or
“exxxtacy” or something. Just use your head here. Display, promote, and follow a path of
responsibility. Production Staff/Help. Don’t do everything yourself,
unless you’re insane like me. You always want someone trustworthy at the door taking money – that
is, if you don’t do it yourself. If you need to, hire people that know their stuff in other production
areas. People like rigging/lighting techs and decorating crews can be trusted to do things right while
you’re doing something else that needs your attention. A cleaning crew is a good idea too, unless you
are willing to do that yourself. However, it must be done – clean up! After a while, you
might not need to hire these people because they are willing to offer their services for free, or in
exchange for entrance/guest lists to the event. DJs. Notice that the DJs don’t show up until now on the
list. This is because there’s no sense in booking anyone unless you’ve done or prepared to do everything
listed before this item. Otherwise, you’ve had them drag their vinyl to your event and not even get to
play, or they play late, or for no audience, etc. That’s lame. Plus, there’s no shortage of DJs –
anywhere – except maybe antartica. ***EGO WARNING*** most veteran DJs are mature, and also a good
bet for rocking your crowd, but don’t let DJs push you around regarding their slot or the lineup. Come
up with a decent lineup that follows a smooth energy arch (like a bell curve), and stick to it. Figure
out what the time slots are, find people to play them. Confirm/remind your talent bookings on the week
of the event, and day before. The Vibe. The most elusive element. It’s not really a
“party” without it, and you can’t have it without people at the party. This is what makes the people who
attend the show so important. Remember to set the tone: smile. Have fun. Be a jackass. Make people
laugh. Be compassionate. Stay cool. Welcome people. Thank them for coming. Give them a compliment.
Flirt – create an environment and atmosphere that invites people to have fun and let go of their
usual reluctance to socialize and be extroverted. But most of all:
Be Responsible * Be Respectful * Be Safe
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