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In August, six buddies and I started throwing a Friday night weekly club event here in Kansas City. I have always wanted to bring music to KC, but I was overwhelmed with not knowing the details or tasks it took to actually do it. We also threw our first big event ("rave") on Saturday after two months of constant planning. We setup a private staff forum on our site which we used to discuss/record every detail of the party and to make sure nobody was left in the dark with the plans.
Along the way, I also created a checklist of items that we either completed or considered to do the event. Partially created so we could assign specific required tasks for our next party instead of discovering things last minute along the way, but also created so I could share with everyone here. My hope is that all of the time we put into these past two months could be shared with others who may have felt the same as I did... I hope this helps motivate those who may feel overwhelmed to bring some (more) music/events to your city. It's all about the music!
I'd also love to hear what others have learned during their events in case I could learn more!
Along the way, I also created a checklist of items that we either completed or considered to do the event. Partially created so we could assign specific required tasks for our next party instead of discovering things last minute along the way, but also created so I could share with everyone here. My hope is that all of the time we put into these past two months could be shared with others who may have felt the same as I did... I hope this helps motivate those who may feel overwhelmed to bring some (more) music/events to your city. It's all about the music!
I'd also love to hear what others have learned during their events in case I could learn more!
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EXPECTATIONS - Everyone prepays to the fund before the first purchase is kicked off. No team commitment, don't throw a party! - Everyone reports all expenses to Finance owner for future reimbursement - Nobody is reimbursed until after the event ends, all fees/door charges are collected, and all DJs/sound is paid - Reimbursement is done so everybody loses an equal $ amount. Unfair to reimburse by % - Money transfer preffered via Paypal "Gift" send - The person who "owns" a role gets the final say. Nobody is bitter if you disagree with someone's decision as role owner! Quote this rule where needed to keep people in check :) - Roles can be assigned/volunteered by task or section - All communication takes place in our private forum so everybody is aware of plans/status LESSONS LEARNED - 18+ isn't worth the hassle. Either go All Ages (18+'s 17yo friends), or 21+ - Don't overdo it with visuals/projectors. One screen lights up an entire room - One-room parties until we know we can draw two-room crowds ROLES (Team) Finances Graphics/Design Facebook/Internet promoter Website/blog maintainer Venue negotiator BUDGET (Expected costs below) DJ Fees DJ Dinner Flights - ~300/ea in USA Hotels - $80/night Fliers - $140 for 2500 Sound - $200 Video - $50 Off-duty Cop - $300 Decorations/Supplies - $100 Wristbands - $35 Lammies Lanyards (ustoyco.com) - $4 for 12 Laminated @ Kinkos - $13 for 30 DJS Contact/book DJ Price Guest lists? Flying/Driving? Hotel? Playing records, CDs, or live? Are we allowed to record the set? Logo/Brand required for fliers? Image pack needed Purchase flights Full Name? Birthday? Full Address Email address? (CC itinerary) Phone Number? Redress number? Frequent Flier number? Window/Aisle seat? Checking bags? Airport Transportation Pick up DJ Drop off DJ Cab/limo? Dinner Arrangements EVENT Event name Lineup Cover charge Presales? Ages All Ages/18+/21+ Free entry/Guest lists Staff +? Artists +? Equipment +? Affiliates +? Dancers +? Budget $ break-even point (Consider Capacity - Total count free entry) Afterparty? VENUE NEGOTIATION Owner gets ?% of alcohol Owner gets ?% of door We get ?% of alcohol We get ?% of door Vending rights (Water/red bull)? - them or us? Wristbands provided to keep track of capacity? Can we store equipment? (night/week/month) Rearrange floor ok? Advertise on windows? Cover % of venue-specific decoration? (Cover windows, cleaning) Drink tickets for DJs? Bathrooms/extra Johnny on the spot rentals? Power/Wattage available for our needs? (What are our needs?) Who pays/provides off-duty cop? Provide expected budget to venue owner if they demand a % of our earnings VENUE INFO Capacity? (Total, per stage/floor) What are the hours open? Music stops? Age restrictions, times? We/they watch door? Smoking allowed? Drinks restricted to a stage/floor? Parking? Entrances? Seating? Permit for large events? Staff who enjoys EDM? How many days ahead of the event can we begin setting up? BACKUP VENUE? (Busted/Owner backout?) AFFILIATE PROMOTERS/PARTNERSHIPS Hand out each other's fliers? Advertising on each other's info lines? Facebook advertising? Logos/websites on fliers? Cost/Guest list spots for advertising? INFO LINE? Google Voice #? Times DJs Address Directions Parking Venue Name? Facebook? Website? Presales? Location of entry door? FLIER DESIGN Event name Address Time Ages Cover Charge DJs Photos Location Affiliates/Labels Bio Venue name? Info Line? Website Brand logo Affiliates Parking? Directions? Presales? LAMMIES Staff DJs VIP? ADVERTISING (Content ideas in Flier Design) Facebook/MySpace Venue page Promoter page Event page Artist pages Affiliates Newspapers KC Star Pitch Ink Press release? Flier Distribution Upcoming Events Bars Internet Forums (Syde-sho) Craigs List Nightlife Areas Westport/P&L/Waldo/Brookside/Zona Rosa areas? Street Lamps/Electric Poles Area in businesses for ads/fliers? Colleges DECORATIONS Staff-only room? Room measurements Window placements Door placements Rooms Clean venue Broom Dust pan Trash bags Mop/Bucket/Soap Toolbox (Pliers, wire cutters, hammer, screwdrivers, etc) Drill/Drillbits Shopvac Rags Duct tape Pen/Pencil/Sharpie Scissors Covering windows? Measure windows Tarps/cloth Lights? Stage Entrances (inside and outside) Lasers? Logo on walls/etc Video VIP? Tarp walls/dividers? Duct Tape Window advertisements Stage Signs Stage / Timeslots (for stage) Restroom Staff only Entry Prices / Ages / Stage / Timeslots (doors) Emergency Exit / Alarm will sound VIP Section Party this way LICENSES Liquor card Building permits ROLES (Night of) Door With Liquor card vs without Multiple doors? Multiple people? Schedule/shifts Handoff of money Stuff envelopes Equipment setup Equipment teardown Pay DJs/Sound/Lights/Video Photographer DJ transportation EQUIPMENT (Night Of / Night Before?) Audio Y connectors Bricks Bottled Water/Vending? Cash change for doorman Cash to pay artists? CD players Door schedule printed Duct tape Envelopes - DJs/etc premarked for payment Extension cords Fliers (Next event/Affiliate events) Guest List printed Lasers? Lammies Laptop/minidisc recorder to record set Mixer Pens/Sharpies Presales List? Promo CDs Sheet (cover tables) Signs (& spare paper for extra signs) Stage Surge protectors Subs/speakers Tarps Table/s Video? Vinyl players Wristbands / Hand Stamp & Ink AFTER EVENT Collect money Cleanup Reimburse group for all expenses/donations
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