Naturally, you will want to rent out the prime performance space in your area. But for your first variety concert, a smaller venue may be preferable. First, if you are an unknown producer or organization, you will not have to worry about filling so many seats. Second, it is best to get your feet wet relative to production details in a smaller space. Check out your local high school or community center. Perhaps a local theater troupe can rent out its facility for your event. A hotel may have a room or hall that will be appropriate. Go online to search for spaces, and then phone for an appointment to visit the venue in person. You will need to be sure the stage area can accomodate every type of performer you want to include.
Set a date. This might sound like the simplest of steps, but can be tricky. First, of course, there are the venue's existing commitments. Second, you will want to attract enough audience members to fill the seats. Third, you will want to include the most interesting and talented entertainers. This may mean taking into consideration vacation and holiday schedules common to each group. If you schedule an event during a long holiday weekend, for example, you may find it difficult to bring in enough folks to fill the seats.
Find performers. To select performers -- musicians, singers, dancers, comedians and more -- you will want to cast a wide net and hold auditions. Post notices on appropriate websites. Place ads at music, dance or other performing arts schools, nightclubs, comedy clubs, even local elementary and high schools. You never know where you will find the most talented entertainers. Holding auditions can be exhilarating or a headache, depending on how they are conducted. To make it easier on yourself, you may want to see musical acts on one day, dancers and singers on another. If you are particularly choosy, you may want to invite some performers for a second or third round of auditions. In the end, ideally you will have engaged a balanced representation of entertainers to keep your prospective audience enthralled.
Find production staff. Once again, this sounds like a simple task. But consider that you will likely need at least one knowledgeable person in each of the following areas: Sound, lighting, direction, stage management. In addition, you may want set designers and costumers, depending upon how elaborate the production will be. In addition, you will need at least some administrative help to keep track of production details and possibly ushering and ticketing staff. If you need volunteers, advertising on the web or at small local venues should yield interested participants. If you can afford to pay staff, contact theater organizations and even unions to find reputable staff.
Publicize your variety show. If you are a first-time producer, again, you will want to cast a wide net to find an audience. For little or no money, you can advertise online; post flyers throughout the community, at grocery stores, cafes and the like; or place notices in community publications. You can also issue press releases online or via fax and hope a local media outlet will want to interview you about the concert. If you have a larger budget, you might want to purchase radio or TV airtime, or print ads in your local daily or weekly newspaper. If you elect to use the media, you may want to hire someone to write effective ad copy.
Rehearse, or at least do a run-through. Now that you have assembled such talented performers, you may feel the show should go off without a hitch, as long as each act performs well. However, at least one rehearsal is advisable to catch any glitches that might mar your show. Transitions between acts may prove tricky, so you may need to rearrange the order of appearances. Sound, lighting, and set design issues may also arise. Encores and curtain calls must also be staged. It is best to get all the entertainers and backstage professionals into the performing space to work out the details a day or two before the performance date.
Plan for success. On the day of the show, be sure to have all performers arrive at the venue at least two hours in advance.You will need to know if every entertainer will be present. If any are missing, let your stage manager know about necessary adjustments to the program. In addition, setting the call time so early will allow for unexpected traffic issues or the habit some performers indulge in of arriving late. Be sure your ushers and ticket-takers are also in the theater at least an hour or more before curtain. As your audience arrives, be sure the space is well enough lighted or them to find their seats with or without an usher. In short, attend to every backstage and front-of-house detail to help ensure the concert runs smoothly.