 Choosing the Right Venue for your Event

Introduction The venue can make or break the event. The best venues according to performers and audience members are the venues or rooms that as well as having all the basics have that hard-to-measure something extra about them, ‘atmosphere’ or ‘vibe’ and they ‘go off’. Everyone will tell you stories about his or her favorite venue and everyone will tell you something different. Things like ‘great sound’, ‘good toilets’, ‘comfy’, ‘friendly’, ‘cool’, ‘funky’ and ‘happening’ will all be mentioned. Do not under estimate how important your venue is to your event. Selecting a Venue Selecting the venue should be on a ‘best fit’ basis. It is important that the venue selection process feeds back at every step of the way to inform the event theme. The marriage of the venue with the theme is what makes for a successful event. You may change your ideas and plan to suit the venue, you may modify or set the venue up to suit your theme, you may shelve your original idea and go with a new one for that venue or choose to keep looking for the right venue for your theme. Keep your options open. Get out there! You may have more choices than what you realise. Warehouses, empty shops, carparks, halls, amphitheatres, swimming pools, cinemas, function rooms, sport centres, parks, showgrounds and club rooms are all possible venues. Then again, after going through the venue checklist you may have fewer choices than you thought, and have to go with what’s available. Whatever the venue, it is up to the event organisers to maximise the potential of the venue and manage any down sides. Below is a list of items that should be considered when selecting and managing the venue and event. Venue checklist

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Cost Reputation Type/style/features Location eg. public transport/public access, outside area/safety and local neighborhood characteristics and features Occupancy permits and essential services - the size of the venue, location and number of exits and other essential services like toilets and fire safety equipment are taken into account when determining whether you can legally occupy a building for ‘a place of public entertainment’ and the legal capacity of the building. The local council building department is responsible for managing building use and issuing permits. Public Liability Insurance Size - choose a venue large enough to accommodate the crowd you are planning for but not too large. A venue that is too big can detract from the atmosphere of the performance and your crowd can get lost in the space. If your break even is 300 people and your target is 450 people to attend then ensure that you can accommodate 450 people. If in doubt about the capacity you can arrange an inspection by the Council Building Inspector. Building eg. entrances/exits, load in and load out access. This is important because some venues have stairs or small doors. Inform

Parking Security Dressing room(s) and facilities suitable for band and equipment Toilets Kitchen Cloakroom First aid station Other rooms and features. as they may need to allow for more loaders. mix it up using new and different venues for each event to create that unique standalone or one-off feel.where is the main switchboard? If the venue has a stage there is usually a second switchboard for stage and house lights. Taken from: Start It Up. The Push PO Box 220 BRUNSWICK 3056 Telephone: 03 9380 1277 . a young person’s guide to staging a music event © State of Victoria.buildingcommission. Ideally there will be at least two: one for the sound and one for the lighting. smaller cases. Special conditions. Make sure you discuss any issues with the hall keeper or venue manager. as these may be able to be used in the event promotion. Take a long-term view if looking for a home for your events. for example public telephone. Highlight the strengths and weaknesses of the venue. Liquor license. Staging Power facilities . Alternatively. It is important to check whether the venue has a liquor license. trolleys or extra time. Check and count the number of general-purpose power points (10 amps) around the entire venue and stage area.au The Building Control Commission provides information on the laws relating to buildings and spaces used for entertainment. 1 Spring Street.             the PA company so they are prepared. Check if the venue has any special conditions including noise restrictions and curfews.com. Office for Youth. Make sure you highlight all the positives. No venue is perfect but all venues can be made to ‘work’. Outline any measures you can take to improve the overall appeal or rating of the venue. If necessary seek further information and advice from a relevant agency. Once you have done a thorough inspection or audit of a venue it should remain on file as a reference for future events and be updated as needed. Melbourne. Venue report Prepare a report on each prospective venue. Report on existing damage. 2004 Authorised by the Victorian Government. broken windows etc. Department for Victorian Communities. secure rooms Venue condition. RESOURCES AND FURTHER INFORMATION Building Control Commission – www. Locate the 3-phase power (32 amp) outlets.

you can identify trends that young music communities want and create a list of priority artists to approach. A FReeZA Committee can action this survey via their Secondary Colleges. Marketing Identity To market. the model for the show is likely to vary compared to a line-up of local artists only. Generally speaking marketing can be broken down into ‘The 4 Ps’: • Product (i. Once this is assessed. the quicker your core market will get the message. you can begin to formulate your plan of attack for potential sponsors and begin to coordinate your promotional schedule. This will be worked through when you are in the initial planning stages. In most cases FReeZA groups present young developing artists from their immediate area and often these shows may also include a ‘headline’ artist popular to local audiences. The committee could also collate anecdotal feedback on paper by quizzing their friends.e. With this tool completed. So keep the sponsorship kit short. a wider marketing campaign and of course a larger working budget. local bands and via any other young person that could be a potential audience member or stakeholder – it can be done online using tools like Survey Monkey or social networking.e. – your event) • Price • Place • Promotion Marketing should start early on in the planning stage of an event. you can start to write your sponsorship proposal. Assume that the potential sponsors don’t have a lot of time to read a bible length document as a proposal. it’s a great advantage to source partners or sponsors. When presenting a line-up with a headline artist. The stronger the promotional identity. And that is the whole point. An essential factor in selecting your headline artist is to have data to assist with your decision making. Click here to read the full article Marketing Your Event • Marketing Identity • Partnership / Sponsors • Sponsorship Introduction Marketing and promotion go hand in hand. security numbers. or promote your event. on your ticket sales). venue choice (for capacity).Securing A Headline Artist The FReeZA Program aims to empower young people to take ownership of the entertainment options in their community. concise and as informative as possible. Partnerships / Sponsors Events cost money. you need to identify your core audience first. To alleviate some of the pressure (i. you could simply survey your audience to see which artists or genres they would like to see commonly creating what’s known as a ‘wish-list’. Ensure your budgets are confirmed so that you are clear on exactly what you need to ask for. The inclusion of a headline artist may influence items like: ticket price. Once you are aware of this. By this. .

The Push PO Box 220 BRUNSWICK 3056 Telephone: 03 9380 1277 Fax: 03 9380 9044 . Naming rights: means that all promotional material must include the sponsor’s name in the title of the event.au ABAF facilitates. your local printers will print your posters. it is critical that you have a comprehensive package of information about your group and the event you wish to stage. Compile a list of potential sponsors (businesses or associations) to target for support. 2. 2004 Authorised by the Victorian Government. passes and flyers for free. including as much detail as possible. R E S O U R C E S & FURTHER INFORMATION Australian Business Arts Foundation – www. Australia Council – www. Don't forget to ask companies for in-kind or ‘contra’ services.abaf. 1 Spring Street. This can be just as valuable as cash. then your promotional budget is reduced. most companies plan their sponsorship allocation only once during a financial year. Apex and Rotary. When approaching companies for sponsorship. also known as ‘contra’. local service organisations such as Lions. Cash in return for having the sponsor’s name or message being associated with the event. Prior to approaching potential sponsors. 3. a young person’s guide to staging a music event © State of Victoria. fast food outlets. Essentially you are asking for financial assistance. Make a list of all other potential sponsors (large businesses or associations). For example. If. printers. Sponsorship There are effectively two types of sponsorship: 1. They should be relevant to your core audience (Will the sponsors get any benefit from being involved in your event? Will the people attending your event want to support the sponsor in the future?). be innovative. with all-age events do not approach alcohol companies for support. clothing stores and radio stations. Avoid conflicts of interest.org. 2. newspapers.australiacouncil. Your list should include: your local council. Melbourne. Logo acknowledgment: the sponsor will have their logo displayed on all promotional material. If you present your sponsorship proposals well and demonstrate you are serious about the event.gov. Department for Victorian Communities. for example. Event signage: sponsor signage displayed at the event. There are three basic sponsorship deals you can offer: 1. Although this may sound excessive. where goods or services are provided free of charge. arts organisations and the Australian community. advocates and promotes private sector partnerships and support for the arts. Taken from: Start It Up. with the aim of bringing benefits to business. In-kind support. Office for Youth.It’s a good idea to send proposals out well in advance of the event (3-6 months is advisable). it is possible to receive a lot of community support and sponsorship. and this doesn’t only have to mean asking for money. large businesses.au/ Australia Council Audience and Market Development website contains quality information on marketing of the arts. Start with all of the companies providing services to your event. It is also advisable to approach organisations and businesses in your local area as they may be more inclined to support you and might be easier to deal with. youth and community services. record stores.

or instruments played? If you’ve seen or heard a band perform before compare to the CD or previous live shows? Identify your audience: For example. get writing – words are fun! Suggested Structure: Title: Date. has put together some tips to consider when writing your event reviews.au Event Reviews Prepared by Laura Miller. especially if they’re negative ones. The Push. .com. Six tips for writing your event reviews       To avoid forgetting important points when compiling your review. and how other FReeZA groups can implement these ideas in their events.au www. recognise and celebrate the contribution of FReeZA committees and young people.thepush.com. always use the spell-checker! And finally. try referencing the thesaurus. Don’t get caught out. Communications Manager. Name of Event.Email: push@thepush. If you’re stuck for words. What songs were played? Any cover songs that were performed etc. who performed and what happened? When and where did it occur? The Audience. FReeZA Committee. Give some analysis of what worked well. Headline Act       Explain the event in more detail: What the event was called. around 300 words is best. The Push The FReeZA website is a tool to showcase. Explain in more detail about who performed or what happened. If you’re making a criticism it’s important to references facts otherwise your opinions may be too subjective. Keep your review short and sweet. works well for online readers. be objective and don’t become too personal or give too much of your own opinion. The FReeZA Support Service. and event reviews are a perfect way to highlight this. Keep the language and sentences short and succinct. Anywhere up to 500 words maximum. always take a notepad for notes at the event. FReeZA event reviews are particularly important as they showcase the diverse events FReeZA Committees are planning and deliver across Victoria. Who attended? If the attendance was successful. mention that. Venue. as your main audience is other FReeZA Groups and FReeZA Committee Members you can make recommendations about what worked and didn’t work. Be polite to the artists.

remember. Take a camera to document the event and compliment your review.  Be positive. culture and community events together. back to top Promoting your FReeZA event » printable version (RTF. For more information on this. keep in mind the review is to celebrate and promote FReeZA events and committees. This ensures that likeminded people are finding out about the event. Inpress.inthemix. advertise in street press magazines like Beat. So how do you get the word out? Promotion is an important area of event planning that can sometimes get lost within the chaos of venue hire. Strategically placing posters and flyers around your community is a big factor in the success of your promotional campaign.au. Brunswick Vic 3056. Publicity and Web Content Manager. but ask permission before taking photos. To move promotion outside your community. The Push) FReeZA provides young Victorians with a unique opportunity to celebrate music. Additional things to consider: When recruiting a young reviewer to write a review.10kb) Article by Tahlia Azaria (Website & Communications Officer.com.au/ ) and In The Mix (http://www. Forte Magazine or Buzz Magazine.au ) and online publications like Fasterlouder (http://www. In addition to the FReeZA and Push websites. band booking and so on and so forth. but is often not enough to pull the punters in. Laura can be contacted via laura@thepush. they’re the ones out there seeing exciting emerging music that the industry wants to thepuknow about. Apart from the FReeZA or Push websites. and leave no questions unanswered – include all relevant details to ensure that the person reading it is well informed about your event.com. Laura has over 10 years experience in the music.com. Word of mouth straight from the source can work. so it’s a great opportunity for them to develop new skills as well as write about something they’re passionate about. PO Box 220. Posters and flyers are a good way to catch the audience’s attention. media outlets where young reviewers might be able to get their work published include Youth Central. arts and entertainment industries working as a publicist. see The Push’s artist development publication The Push Player -January/February edition (external link). event manager. .com. street press such as Beat Magazine (lhttp://www. FReeZA committee members can put posters up at their schools. local shopping centres and other places they and their friends go. phone (03) 9380 1277 or The Push Inc.fasterlouder. For more info on privacy issues For submission details and event review form About The Author: Laura Miller joined The Push in May 2009 as the new Marketing. marketer and journalist. there are a wealth of other career development opportunities out there for budding music and entertainment industry critiques and writers. Any artwork should be colourful and vibrant.au/).beat.

Think of your committee as amateur promoters. time. Then it’s as simple as copying the ‘html’ tag. you can upload any photos (both .com (external link). Keeping track of the shift in popularity between different genres of music in the all ages scene can be the hardest part about running FReeZA events. where the . so photos and colours work well to break this up. making it a point of call for many young internet users. or message – you can post it anywhere on the internet that is html enabled. They can be any type of entertainment that young people in your area are keen on checking out. you’ve got your Friends list. MySpace allows you to target the individual young person by posting the details of the event and the flyer (as mentioned above) in a comment box or private message. You’ve got your profile. Along with MySpace. The Push). and pasting it in the Bulletin box (or comment. This also includes your Outlook email account!). FReeZA events don’t have to be music events. age. and you’ve got a direct way of targeting the people who are most likely to be interested in your event. » printable version (RTF. Posting a Bulletin is a fantastic way to get MySpace users to notice you. MySpace is a great promotional tool. Back To Top Making your FReeZA event work Article by Tim Wamala. speak to other young people about what music or entertainment they are interested in and then feed the information back to you and the committee. This can be done by sending your Event Notice at least 2 weeks prior to your event into The Push. sex etc. Whatever event you are thinking of planning. Marketing & Art (external link) by Shane Wickens (Artistic Director. use the Bulletin to plug the details. there are certain things that will ensure it will be successful either in terms of numbers through the door or by the participation and enjoyment of your committee members. respectively). Have a read through your guidelines to see what else fits within the FReeZA model and develop entertainment options that suit your local demographic. along with audience development and marketing. Your marketing strategy will also be designed around your target market. Including a copy of your flyer is easily done by heading to a website like photobucket. see Audience Development. which could be any number of things: style of music.To further extend on this. pick a date for your show and create a timeline with the committee so it’s clear as to how many weeks/months they have to plan and implement the show. For even more information on how to promote your FReeZA Event. choice of recreation activities. Searching ‘all ages gigs Victoria’ in Google lists The Push Gig Guide at number two. As soon as you create a (free) account. ticket prices and location of the event.jpg and . Once you have a date and a timeline sit down and begin brainstorming. listing your event on The Push All-ages Gig Guide (external link) and on the FReeZA Event Guide (external link) gives young people yet another way to find out about it. They should be a selection of young people representative of the demographic in your community: they go to school. Try and include a copy of your flyer as well – sometimes users can get bored if a post is too text-heavy. Aside from mass emaails through Bulletin posts.gif files – ‘still’ and ‘moving’ images. former FReeZA worker. This is a chance for your committee to put all their ideas down on paper. and provide a link back to the home page of your MySpace so that users can find out more. Firstly. 7kb) The all ages music industry is a very different place compared to when I was on a FReeZA committee. take your promotion online. Remember. Events need to be designed for a specific target market. Promotion. but this is where your committee comes in.

what websites they visit. first aid. they drink alcohol at the event or they use explicit language on stage) they then forfeit the right to payment this is a good situation for young people to realise the importance of a contract. rather than be told what to do. venue access. venues etc. Finally. that way you will have an idea of what kind of dollars you have to spend before you get to the planning stage.e. news papers and gig guides. performance time and guidelines for performing at a FReeZA event). This will give them all the information they need . remember in a youth participation model you want to make sure the committee members are not only taking part in brainstorming the ideas for the event but also making informed decisions about what kind of event to run and how it should be run. Now that your budget is secure. If you have a small budget. When you have an idea of what kind of event you will be running. staging and any permits you may need (i. utilise online forums. what school they go to. websites and MySpace pages (the internet is a great way to promote without spending dollars) and then have someone else to look after any street press. Your contracts should outline all information needed for performers (performance fee. design your budget. production.e. back to top How to put on a hip hop event by Arna Singleton (Push It! Hip Hop Coordinator. photocopy posters or get them printed in either mono or one bright colour that makes the key points stand out from a distance. what time to get there and what the event will include. security. Your budget is very important .demographic spends their time. You are there purely as a guide holding the reigns and steering the committee in the right direction. Your risk management document should include any and every scenario or situation you can envisage at an all ages drug and alcohol free event: from young people turning up intoxicated. if a bomb threat does occur you want to make sure you have a plan that can be implemented straight away to manage the risk. Get the committee members to draw up contracts and worksheets and send them through to the entertainment. Try not to make too many decisions for them. Next is your Marketing Strategy. security. Sometimes it’s better for them try their own ideas. It makes things easier if you can split your funding at the beginning of the year into the amount of shows you are contracted to do. The Push) » printable version (5kb. Have some people doing the ground work with poster runs and handing out flyers after school or at train stations and local hang out spots. book everything in! This includes venue.where to go. APRA or EPA if an outdoor event). Finally you need to develop a risk management plan. succeed and never learn how or why it actually worked. Split the roles of promotion up between your committee members. Marketing your event can be done without spending a lot of money. Develop this with your FReeZA committee and design the artwork that will promote your event. RTF) . If you can get this all booked in straight away then you won’t have anything to worry about apart from marketing your event and getting young people through the door. Although unlikely. to fires and even bomb threats. Also if a performer breaks any part of the contract (i. With everything booked and your marketing strategy in place you can focus on the admin. Your worksheetsshould go out to any contractors involved in the event. have an online street team that will hit all your forums. the safety of your staff and punters is the most important thing at an all ages event.keep an eye on it and don’t be afraid to chase deals with production companies. entertainment. if it means you will save a few dollars. In a small FReeZA event setting contracts aren’t hugely important but good practice for the committee to know how the real world works. fail and learn.

check The Jam is an event that purely has hip hop beats and sounds whether it be from the DJ. Know your hip hop. beatboxer or the rhymes from an emcee to create a party-style feel. DJs or live instruments will be a key feature to the performances.check Hype man/Hype girl or Host . The battles will require rules. Hip hop events can be broken down but not limited to these 3 types of events: THE JAM DJ . It's a good way to have a hip hop themed night where the audience can make it their own.check Turntables/CDJs . What is a hip hop event? A hip hop event can have DJ's. Know your audience B. These types of all ages or underage gigs are still new to the game in terms of generating large crowds.check Dance space . listen and have a good time. breakers but is expanding to live instruments and different sounds.check Sound system with a decent amplifier . radio and print.HIP HOP. Don't know who Hilltop Hoods are? Then start back at B. Some would even say a special props to the Hilltop Hoods. What makes it a hip hop event is the heavy bass and the rhythmic rhymes of a rapper or singer (not to mention the fresh gear worn by all those in attendance). Why do young people go events? To be entertained! If they have never heard of the acts before why would they go? They would only go because they know or know people that know people in the act personally or if they are an act such as Hilltop Hoods.check Emcees . Bliss N Eso or possibly TZU who have generated fans through widespread media. Just because young people are interested in hip hop doesn't mean they will rock up to an event purely because it has the two key words stated on the flyer . This also applies to hip hop events. It is. Triple R.check DJs . because essentially.check Hip hop dancers .check Beatmakers . THE RHYMES The Rhymes can be run very much like a live band event but the acts are replaced with hip hop acts. Has your community expressed an interest in attending a hip hop event? The most important component to the success of these types of events is A. . This allows the audience to have more freedom to dance. THE BATTLE Breakers .check Krumpers.So you think you can put on a hip hop event? Hip hop events are different to regular band events. dancers. You must first decide what and who you will be battling. In order for such an event to be successful you need to be sure that young people in the area want to come and actually enjoy dancing.check Judges . The Battle allows young emerging performers to be showcased in a fun and interactive way for all involved. guidelines. slowly starting to spread thanks to Triple J. emcees. the internet and more media exposure. judges and prizes. Hip hop has been around for 30 years but as a music culture in Australia it still has an underground feel to it.check Hype man/Hype girl or Host . this is a dance party.check Beatboxers . Do you have many DJs in the area? Dancers? Beatboxes? It's a good event to partner up with other organisations/affiliates to assist in generating sign ups and good attendance numbers. beatboxers. These type of events need to have acts that will generate local support. Hip hop acts that feature emcees. How do band events work? They have local acts who have large local support and a headline act that appeals to all under that genre. You must be aware of local support for local acts and what awareness the community has for hip hop groups in general. however.check The Battle requires the performers to sign up and register for a battle and can be any one of the above battles.

partner Maya Lifestyle. Kareena Kapoor and Deepika Padukone.. who are to get married on February 3. partner T-Series . there was Priyanka Chopra..A suggestion for a hip hop event is to combine all three events into one. event consultants Oxygen Entertainment and event management Percept Dmark. As always. Events run by The Push such as Our Backyard and the Push It! Hip Hop Stage are paving the way for youth to be engaged in the ultimate hip hop setting. . The nominations encompassed several films that had attempted to tread a fairly unbeaten path-Rockstar. . In an evening of glitz and good cheer. the 57th Idea Filmfare Awards 2011 were presented at the newly set up Reliance MediaWorks Studio in the sylvan environs of Film City. Having brought their long relationship out of wraps recently. outdoor partner Bright Outdoor Media. Most hip hop events separate the forms of hip hop and only look at fulfilling one type of audience need. radio partner Radio Mirchi. Allow the audience to experience firsthand what hip hop is all about. food partner BJN Banquets . associate sponsor PC Jeweller. multiplex partner Orienta Cine Advertising . venue partner Reliance Mediaworks Studios. who each enacted a medley of their hit numbers. cleared the course by winning seven trophies.24am IST  (Shah Rukh Khan at Filmfare Awards More Pics) The 56th Idea Filmfare Awards 2010 were presented at YashRaj Studio in Andheri at a star-studded ceremony that lasted well . water partner Bisleri. as an example. Most forms of hip hop don't feel the need to celebrate hip hop as a whole. Riteish Deshmukh and Genelia. trophy partner The Award Gallery. The Dirty Picture. Union Budget 2012-13: Income tax exemption limit raised to Rs 2 lakh . shortly also put up a spirited pre-nuptial tango that included a song from their forthcoming film Tere Naal Love Ho Gaya... the event drew an A-list of performers whose flamboyant acts lent glamour to the soiree. English news channel partner Times Now.. scripting and show direction Moranis & Soormas of Cineyug. No One Killed Jessica. TNN Jan 30. beverage partner Black Dog. The breakers. while Archers Entertainment Pvt Ltd oversaw the event management. 06.. Filmfare Awards: When stars strut Meena Iyer & Bharati Dubey. telecast partner Sony Entertainment Television.. young people have not as yet been overly exposed to the wider spectrum of what hip hop has to offer. Apart from Shah Rukh Khan.. lifestyle partner Monarch Universal Lifescapes. As it turned out. often organise events for other breakers and their friends. The Dirty Picture picked up three. The sponsors for the event were: Title sponsor IDEA. and as a result. followed by Rockstar with five and Delhi Belly with four. Zindagi. The interest is there you just need to be clever on how to engage it. partner Club X. partner Coca Cola. Zindagi Na Milegi Dobara and Delhi Belly. 2011.

Director. Idea Cellular said. Chief Corporate Affairs Officer. awards were given away in 32 categories. Subscribers got an opportunity to access exclusive movie content and the results of the Idea Filmfare Awards on their mobile phones instantly. The lights. Cineyug said." Some of the highlights of the show were the performance by Sonu Nigam as the singer represented his 20 years in the industry. "With the 56th Idea Filmfare Awards. We also managed artists for the 56th Idea Filmfare Awards.The 56th Annual Idea Filmfare awards were held on January 29 at the Yash Raj Films Studios in Mumbai. over 78 million Idea subscribers experienced a new dimension in mobile content offerings that was provided on both 2G and 3G platforms on the Idea network. video and technical aspects of the show was managed by Stage Gear. Commenting on the awards. The audio solutions for the event were provided by Sound. and featured big names from Bollywood all under the same roof. "Cineyug managed scripting. direction and creatives for the show.com. handled the direction and show content. Rajat Mukarji. Mohomed Morani. Idea Cellular. and a performance of Shahrukh Khan and Madhuri Dixit together on stage after many years." . The show was hosted by Ranbir Kapoor and Imran Khan for the second time. for the third time in a row. The on-ground production for the event was managed by Archers Entertainment while Cineyug as usual. At the event. The awards were presented by telecom brand.

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