There are several issues to consider three months to four months before the planned concert. The decision needs to be made as to what genre of music this event will feature. Decide on the budget before moving on to any preparations. Locate a venue and hold it for the specific date or dates necessary. Begin discussions with the acts' representatives about bookings as well as finalizing contracts. It is essential to finalize contracts before moving forward. All parties such as the venue should receive notification of the performers.
Tickets should go on sale within two months of the performance. The production company needs to have all pertinent information concerning the band, such as their performance riders, which feature specific requests. A tour manager for the group can help to ensure details are correct and answer questions. Take time at this point to coordinate security including determining the amount of security staff necessary to accommodate the concert. This is important in maintaining the safety of both the performers and the audience. Confirm the venue as well as catering if applicable.
The time period of two weeks before the concert is crucial to making the show a success. Look at the ticket sales to see if the performance is sold out. If not, think about the advertising aspects. Advertising can be adjusted to fit the right demographic. Special incentives such as two tickets for the price of one appeal to consumers waiting for deals or those seeking activities on that date. Make arrangements for money to cover incidentals on the day of the event.
Do another run through of every aspect such as catering, equipment and supplies to ensure no problems arise. Address any situations that come up as quickly as possible. Most performers will require a sound check. This process usually consists of the group performing a few songs as a way of testing equipment and setting sound levels appropriately for the venue. Before opening the venue to an audience, see that all staff are in their proper positions.