OC Music Magazine

David Sachs

You learn from your mistakes, I should know; I could write a whole book of what NOT to do when producing a successful event.  Through my experiences I have complied my thoughts into what is part one of a soon to be ongoing series.

1. Passion
Passion is the single most important factor in producing any event.  Whether it's music, dancing, entertaining, fundraising, etc. - not only do you the producer need a passion for what you do, but so does everyone you work with.  This means your bands, DJs, sponsors, venue owners, or any other affiliates.  You need to sit down and sell them on what you're doing: if it's a local music showcase, get them excited for the music; if it's for a charity, make them feel for its cause.  
Without sharing this passion for your event, your contractors and employees will think of it as simply another job.  Unless those you work with feel the same about what you?re doing as you do, your event cannot succeed.

2. Delegation
With any mid to large sized event, you cannot do it alone.  More importantly, you cannot do it without people you can trust.  Find two or three individuals you can trust and delegate general responsibilities to them.  For example, if you're producing a live concert make sure you have a stage manager and a general manager.  The stage manager will deal with issues regarding the bands, managers, engineers, or anyone on the musical end of things.  Your general manager will deal with tickets at the door, checking attendees in, concessions, the bar and anything on the business end of things.  This creates a triangle of delegation: You're at the top with two trusted employees below you, while below them are 3 to 4 trusted employees reporting to your stage and general manager.  This will spread responsibility through the triangle, allowing efficiency and results.  

3. Contracts
Contracts seem like such a simple thought, but many lesser-experienced producers tend to forego them.  I think this is ridiculous and encourage you to have EVERYTHING in writing!  Get your bands on contract that they will be there at a specific time, make sure they can?t back out within 30 days of the event, and it always helps to make sure they don't have any shows a couple weeks before and after your event.  Your venue owners should be on contract as well, and always bring your copy to the event!  If you've rented the venue you should have full legal autonomy - nothing happens without your okay, no money is touched unless you're in the room, and make sure nothing is unclear!  Misunderstandings can have dastardly effects, ruining your event and your reputation.

4. Time Schedule
In the land of nothing-ever-goes-as-planned, timing tends to be the first aspect to throw a wrench into your plans.  In a live music scenario, your stage manager should have all the bands lined up and ready to play, while your general manager handles the front and opening the door.  This prevents you from being spread too thin while wondering why the doors are opening an hour late.  
The important thing is to get back on schedule as soon as possible.  Cut times early so that every band gets to perform, or better yet, add a clause in your venue contract that allows a flexible closing time.  Legal restrictions may apply but the important thing is too keep your attendees (customers) happy, and if they came to see a band they will want to see that band - don't let timing or bad contracts prevent this.

5. Professionalism
In any event produced, you need to be professional.  Don't drink too much or get caught up in little things; have fun but remember this is still business.  Your entertainment and affiliates need to be professional as well.  Don't let your bands run an hour over their allotted time - trust me it will ruin the show, especially if your venue must close by a certain time.  In this respect, don't let your venue do anything without your okay: closing your bar, cutting off bands, etc - this will paint a bright red X on your forehead for angry fans to attack.

Essentially a successful event will come down to organization and control; keep a cool head and learn from your mistakes.  Now get out there and make some live music happen!