Music festival

Producing a Music Festival: The Basics

  • Deidre Rodriquez
  • November 09, 2018
Back to News & Events

Producing a music festival can be a stressful process. There are many steps that must be taken before a successful music fair or festival can occur. Oftentimes, having a professional hand around to help can alleviate a lot of the stress and make the planning just as fun as the festival itself! No matter the size of the music festival, it can always be helpful to hire an event planner or or festival producer, experienced with putting on such live entertainment events for assistance.

To provide clarity on what working with a those experienced in producing a music festival and a music booking agency can look like, the rest of this blog will be dedicated to giving an outline of some of the things entertainment booking agencies can do to help you find quality live entertainment for the music festival you are producing.

Producing a Music Festival

As with any event, developing a business plan for your idea is always an essential first step. Begin with what you are trying to accomplish with producing a music festival. Is your objective to raise money for a charity? Are you raising awareness for a cause or an establishment? Many festivals are annual celebrations.

Next comes the steps to make the objectives for your music festival happen. Organizing a music festival means having a plan with details such as budget, the type of venue you will use, your audience, the types or genres of live entertainment you’d like. If you have a good plan for producing your music festival it will enable event planners and booking agencies to help you even more. Of course, if you aren’t sure about those details, hiring an music festival production agency like TSE can   help you with that stage as well. There is no substitute for experience in producing a music festival.

Your overall budget is one of the first things that can help your plan take shape. If you have a fixed budget, you must work backward from that number. With a budget set in stone, it’s much easier to decide what you can afford and what may need to be limited in scope.

Oftentimes, the wants may exceed the budget, but that does not mean that the quality of the music festival needs to to be impacted. Oftentimes cutbacks can be done without affecting the audience experience.  That’s when having an experience music festival producer as a partner can really make a difference.   Live entertainment professionals know how to help keep costs within your budget while still producing an impressive live music festival event.

Another important consideration in organizing a music festival is deciding where to have it.  While most music festival are held outdoors, an indoor venue has the advantages of providing an intimate atmosphere and being weather-proof. An outdoor venue can likely house more people and offer more of a traditional music festival feel. Either way, whatever your vision is, entertainment booking agencies and festival producers can help it come to life by finding a local venue that suits your individual needs and vision.

A through description of your target audience can also provide your booking agency with helpful insight to book the best possible festival entertainment. Having a venue that comfortably fits your audience seems like a simple enough task, but a booking agency can make that task much easier. Booking agencies can provide you with box office information about previous ticket sales, venue size and ticket pricing for the artists you are considering.

Expected attendance can also provide booking agencies and event planners with helpful insight into how best to go about finding a venue and the right entertainers. Knowing the audience size, or at least being able to predict it, can only help to enhance the experience for your attendees.

Having a venue that comfortably fits your audience seems like a simple enough task, but an experienced booking agency or festival producer can make that task much easier. Booking agencies can provide you with box office information about previous ticket sales, venue size and ticket pricing for the artists you are considering that fit your budget. If you need to rent a facility, these agencies can act on your behalf to rent the venue as well.

If you’re able to afford a well known artist that can draw large crowds, this will influence your choice in venues and vise versa. The last thing you want is an expensive venue with too much room, making it feel empty. But you also don’t want to spend thousands on a live music entertainer and not be able to fit the amount of people that are interested in attending your festival. It’s important that you match your venue to your predicted audience draw.

Will your music festival have food trucks? Merchandise sales? Catered meals? Novelties booths? Food booths? A bar? If so, getting that organized is something else that can be done with the help of agency experienced in producing a music festival. Vendors are a great way to make more money for your festival. Whether you are charging a booth fee, or taking a percentage of their sales, every little bit helps to make your dream festival a reality.

Producing a Music Festival: Know Your Audience

Who will be attending your music festival? That is one of the million-dollar questions you need to answer as you are organizing a music festival. Knowing your audience is essential to organizing any music festival or concert event.  What are the demographics of the area you hope to draw from to attend your event? It is critical to match your entertainment to the likes and interests of the audience you hope to attract.

With this information you can better target your promotion efforts for your live music festival.  Potential Audience, venue and entertainer will determine the cost structure for the tickets if that is the route you choose. A booking agency can help you by providing information such as the demographic a certain artist appeals to for getting fans into your event.

Is this music festival for charity? Is it simply for celebratory purposes? Is it meant for a younger audience or a mixed age audience? Consulting with a experienced festival production professionals can only benefit you if you are a novice at organizing a music festival.

Even people who organize the largest and most lavish music festivals use a concert production team and  concert promoters and event planners. It’s almost impossible to put together a quality music festival all by yourself. Perhaps not impossible, but you will certainly save time, money, and have more fun in planning if you get the aid you need from a booking and event planning agencies!

The best part about organizing a music festival is determining your live music entertainment. Once you take the appropriate steps in determining a venue, a budget, and an audience, finding your live band lineup using a booking agency becomes easier than choosing which new TV show you want to binge on Netflix. Booking agents can help you narrow your search by helping you decide which genre of music to choose, or mix. We’re also able to point you in the right direction once we know the predicted audience. If your music festival has a theme for example—80s Flashback, Rodeo/Country-Western, etc.—we can provide suggestions for various bands that we feel would be a great fit.

Working with booking agencies, concert promoters and the others involved in producing a music festival can provide you with expert budgeting, event planning, and live entertainment advice that you could not get anywhere else. Going into the process of designing and putting on a live music festival without the help of a professional could result in excess spending, stress, and potential disorganization.

TSE would love to help you save time and money all while putting on an unforgettable music festival! At TSE, are agents work with the industry’s best live entertainment. We are also experienced music festival and concert producers. Ouur experience can be the difference between a great music festival that is on budget or  something far less.

After all…. we’ve been doing it since 1975.

Related Posts:

Booking Entertainers: Knowing Your Target Audience

Entertainment Booking Agencies: Middle Man and Much More

Booking Benefit Concerts: A Trendy Way to Raise Money and Awareness

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