Event Planning

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Event Planning 101 (contributed by Joel who ran Bands4RonPaul)

• Don't be afraid to hire security: The security works for you, not for the city. However, he is an authority figure there to keep fights from occurring and weapons from being brought in. The cost is approximately $100-$200 for 6-8 hours.

• Do not pay for anything up front. Exceptions include the printing of fliers, travel arrangements for talent, and concessions to be sold.

• Base the budget of the event on the minimum of people you are sure will attend.

• Get your acts finalized so you can print the fliers as soon as possible.

• Organize a street team to distribute your fliers to the types of people you want to attract to the event. The street team can work the event, as well.

• Plan for enough ambient lighting in the evening.

• If the event is outdoors, arrange for a plan B indoor location.

• Outdoors is often the best for acoustics and good sound.

• If you are having the event indoors, make sure your venue handles loud music well. Bad acoustics are annoying, no matter how good the band is.

• Make sure you hire sound technicians to bring speakers, as well as set up proper sound checking and levels. Often, the sound system is much better than any included in clubs or bars. (This is much cheaper than you might think and you can often get a superb system with the technicians running it for about $500-$700.)

• If your event is outdoors with no electricity, rent a generator. You can get one for about $200.

• Make sure the venue can handle the electricity of a live band, if not use a generator.

• For outdoor events, consider using big circus tents if you are going to run into the evening and the venue doesn't have any lighting. Tents help contain a lot of light and are good for sheltering vendor tables. The tent setup and take-down are included in the rental price, which is about $300.

• Get someone to run your concessions. Money from concessions is usually far more than the ticket sales. Use a Sam's card to buy bottled water and other drinks.

• Check local parks for grandstands that you can reserve. You can hold free public events in the parks. You can plan great free parties and festivals, if you call the park office in advance. For example, you can provide a DJ, set up a sound system, make and distribute fliers, and promote an event as a Ron Paul Free Dance Party.

• Mark people who come in. You can purchase plastic armbands online for this, so you know who has already paid. This allows people to leave and return to the event, as needed.

• When you are looking for talent, determine which acts will be performing in your area. You might be able to have an act perform while they are there.

• • • MOST IMPORTANT - Do not trust anyone to collect the entrance fee alone. Also, pick up the money frequently and work out a solid way to compare receipts to the amount you collect.