Help! Putting on a larger gig

[DinoSco]

Hi fellow TBers,

My cover band has an opportunity to play at a 7,000-seat venue at a postgame party following the most well-attended college football game of the year in our area. The only catch is, I am in charge of gathering ALL the logistical information that we'll need to set up the entire event, because in essence we'll be renting the venue and promoting/producing the event ourselves. Once we figure out the costs and responsibilities, we'll decide whether or not to go ahead with the event.

I have NO experience in this so I am looking for any and all help anyone might provide in terms of advice. I know that some of the areas I will have to worry about are:

* Sound system
* Security
* Insurance
* Concessions
* Parking
* Ticket sales/distribution
* Promotion

So I'm throwing the call out: is there anyone out there that can provide advice as to what other aspects of the show I will need to worry about? Does anyone know of websites or message boards where issues like this are covered in more detail? Anyone have experience in putting together a larger gig that might have some words of wisdom or might be able to point me in the right direction to get started?

Again, any advice is welcome, and thanks in advance for the help.

Dino

[badstonebass]

First piece of advice...hire a sound and light company. Tell them what your venue is and let THEM decide what is needed. Don't bang you head on the wall, let professionals deal with the things that pros deal with. Here is a basic guideline

Under 300 seat: 4 boxes per side, 5000 watt minimum
300-600 seat: 6 boxes per side, 10,000 watt minimum
600-1000 seat: 8 boxes per side 15,000 watt minimum

Do you have that kind of gear? As you can see, your venue is MUCH larger. I would go with PROS....it costs more but they know how to deal with power issues etc. You have way more to deal with and this is the last thing you need.

Security - You need to check with the venue. Some venues require so many POLICE on hand per number of people. Otherwise usually you can get some people you know to do "security" for free entrance. 7000 is a lot of people though so you may want to hire pros....either off duty cops or a security agency. One of the local "adult education" centers here will let you have trainees for free to get them experience. Check on that.


Concessions - Again venue rules vary. The BEST option is to get some local "fair/carnivala' concessions on board. You can charge them a fee to help offset costs. this works very well and you need to do nothing. Our local festivals charge 300 - 1000 per space. it also lets you off the hook over "health department" requirements.

Insurance - The venue should be insured, that's why it costs money to rent it.

The rest of the stuff you will have to figure out. WAY to much to go into here. Talk with the venue. Many times they have advice or people they work with that do a good job.

Suffice it to say :

add all the costs

decide how many people you can get there

multiply by ticket pirces

If you break even or come out in the black...do it....the experience is great.

if it comes out in the red forget it

[DinoSco]

Great advice, thanks! I really appreciate it. Anyone else that wants to chime in, keep it coming!