Successful events are not unlike weddings. They require time and energy to plan, implement, and manage. They also require committed, dependable volunteers to get them done in a timely manner.
All T’s must be dotted to ensure not only safety and a good guest experience, but also legal protections. The bigger and more important the event, the more it costs, the more volunteers you need, and the better and larger the marketing must be.
There is no point in going to so much trouble for something itsy bitsy, or to have a band no one knows about?
A park is a nice venue for outdoor concerts, but it not conducive to ticketed events if it is not fenced and gated, so it is necessary to sell sponsorships to cover the costs, which means even more manpower.
Do not be discouraged. Here is a basic template to help you host a live outdoor music event of your own in an open park like Pearson Park.
• Identify tentative dates and contact Lenoir County Parks and Recreation to reserve the park.
• Will the event be during the day or at night? What are the start and stop times?
• Book band(s) with a good following throughout the region and expect to pay a minimum of $1800 (2023)
• Bands should be booked several months before the event because good bands get booked early.
• Expect to pay a $50% deposit at the signing of the contract with the balance due at the beginning of the show
• All bands require some food and drink. Note: Specify in their contract that you provide only for band members and sound tech because they often have family and friends attending.
• It is a good idea to stipulate no alcohol on stage.
• Require the bands to promote this event on their website, social media, announce at their shows, and so on.
• Reserve off-duty police officers through the third party company KPD is contracted with. The rate is $45/hr/each officer.
• Purchase event Insurance.
• Fill out a Special Events Permit on the KPD website. Submit it for review and approval at least month before the event.
• The City may have you sign a hold harmless agreement, which is also a good idea for your vendors to do with you.
• Will there be alcohol sales? Get and pay for your background check at the County Courthouse. Submit your ABC permit application early. It takes time to process.
• Make your arrangements early with beverage suppliers. If you have vendors selling alcohol, get proof of their off-site ABC permit and insurance.
• ID checks and wristbands are a must for alcohol sales.
• Will there be other types of vendors? They should have and be able to prove they carry their own liability insurance.
• Determine your vendor booth fee and all details before marketing begins.
• How will you market your event: Radio, TV, Social Media, billboards, posters, and flyers?
• Will you need help planning and hosting the event? Line up volunteers who can commit to assist. Events have many gears and reliable volunteers are essential from start to finish.
• How will you recognize your sponsors?
• Will there be sponsor banners? Banners have a production cost and lead time for production. Know what those are before sponsorships are sold so you have a cut-off date for sponsorship sales and production time.
• What are your levels of sponsorships and what do each provide the sponsor? Sponsors want to know what is in it for them for the amount of their check. Tiers are necessary when different amounts are determined. Don’t forget to recognize those donating in-kind services.
• Hi-Res jpgs of sponsors’ logos are necessary and must come from the sponsor to you to the printer so the banners can be created.
• If you are hoping for a big crowd, make arrangements with local hotels for your guests to get a discount and promote the hotels in your marketing.
• Have a Plan B for bad weather.