South Africa is a popular destination for performers from all over the world. We have hosted the likes of Michael Jackson, Tina Turner, U2 and The Rolling Stones. In addition, the musicians and artists that come out of this country are of an extraordinary quality and are quickly becoming recognised all over the world for their contribution to the global music scene. These include Johnny Clegg, The Parlotones, Watershed, Prime Circle, Wonderboom, Freshly Ground and Goldfish.
The organisers of these massive concerts undertake small miracles along the way to ensure the best event possible. Whether you are coordinating a high school talent show or a huge-scale rock concert, you will need to consider the following points:
- Timing – it is vital that your concert does not clash with another important event (such as a major sports tournament, for example). It should be at a time of day, week, month and year that will enable the maximum number of people to attend.
- Location – ensure that your venue is accessible, available, safe, equipped with parking, able to handle the audio-visual requirements and conveniently situated in terms of your target market. It will also need to be large enough to accommodate more than the number of people that you expect.
- Ticket price and sales – you will need to determine your ticket price based on the calibre of the performer(s), the quality of the venue, how many people you expect and your necessary profit. Be reasonable so as not to dissuade people from coming. It is wise to research similar events and establish your ticket price as close to those as possible. Then, make sure that the tickets go on sale as soon as all of the arrangements are finalised and publicity commences.
- Publicity – use any and all available media to reach your target market. These include television advertisements, posters, flyers, radio advertisements, competitions, Facebook, Twitter, email, and so on. It is important to try to pre-sell as many tickets as possible so that you are aware of the approximate number of people that will be attending your music concert. All of this material must be available and open to the public at least four weeks ahead of the actual event.
The event coordinator will be required to:
- Decide on the nature of the event and its scale.
- Adhere to the budgetary requirements and restrictions.
- Contact potential sponsors, security, sound and lighting specialists, public relations personnel, stage managers, agents, MC’s, performers and so on.
- Maintain effective communication between and among all of those involved in making the event a success.
- Negotiate better deals, where possible.
- Coordinate the logistics of the event.
- Manage the programme and timeline.
- Be present for a sound check well in advance of the concert.
- Be present before and during the event to ensure that everything is running according to plan. This includes maintaining a strict watch on security.
Photo Credit: The Chows
