How to organise and produce a live performance?

How to organise and produce a live performance?

What­ev­er art is expressed through your live per­for­mance, you must pre­pare it with the great­est care and the best tools. Dra­ma, dance, or cir­cus per­for­mances are not planned in a day. By fol­low­ing the key steps to organ­is­ing a show described below, you’re increas­ing your odds of suc­cess. Basic rules, paper­work and com­mu­ni­ca­tion won’t have any secrets for you!

Con­tents

  1. Mas­ter­ing the basics
  2. Com­ply­ing with admin­is­tra­tive require­ments
  3. Using a spec­tac­u­lar tick­et­ing solu­tion
  4. Ensur­ing flaw­less secu­ri­ty
  5. Com­mu­ni­cat­ing to fill your show

    1. Mastering the basics

    The target audience

    Before organ­is­ing a live per­for­mance, it is essen­tial to think about the tar­get audi­ence. The actu­al atten­dees may be dif­fer­ent from what you had imag­ined, but you have to start with a gen­er­al idea in mind. A car­i­cat­ur­al but legit­i­mate exam­ple would be to rec­om­mend you not to organ­ise a chil­dren’s show in a city that has a high aver­age age. It is a mat­ter of using com­mon sense, but leav­ing the door open to sur­pris­es.

    The venue

    The loca­tion of the show is as impor­tant as the qual­i­ty of the venue receiv­ing the atten­dees. The good news is that we have pub­lished arti­cles on the acces­si­bil­i­ty of events and the search for the ide­al venue.

    The artists

    Who will be per­form­ing at your show? Dancers, actors, come­di­ans… the choice is so vast! Pro­fes­sion­als or ama­teurs — it’s up to you! The key here is to find a bal­ance between artists — and an artis­tic offer­ing — who attract a suf­fi­cient num­ber of atten­dees while pre­serv­ing your finances. The fol­low­ing para­graph will there­fore be used to choose the most suit­able per­form­ers for your show.

    The budget

    Whether your show is free or not, whether it is for prof­it or not, you will have to think about a bud­get. Take a look at our arti­cle enti­tled Basic rules to cre­ate your event’s bud­get. You will see that it is bet­ter to think about your bud­get before you start organ­is­ing your show.

    2. Complying with administrative requirements

    Organ­is­ing a live per­for­mance requires a lot of paper­work. The first thing you should do is noti­fy your local coun­cil or town hall about the show. The local author­i­ties’ deci­sion to allow it will depend in part on the venue where your show is held and its com­pli­ance with cur­rent stan­dards. If you organ­ise more than six per­for­mances per year, you will have to apply for a licence too.

    Organ­is­ing per­for­mances is a very spe­cif­ic busi­ness for which the author­i­ties do not want to leave any­thing to chance. This is why we strong­ly rec­om­mend that you read all the require­ments described in this infor­ma­tion — sec­tion 2.2 — and in this oth­er one on Enter­tain­ment Licens­ing, both pub­lished by the gov­ern­ment.

    3. Using a spectacular ticketing solution

    An all-in-one ticketing platform

    Your Weezevent tick­et­ing mod­ule can be added to your web­site in a mat­ter of sec­onds. If you don’t have a web­site, you can cre­ate a free Weezevent mini-site ded­i­cat­ed to your show. In both cas­es, you can link it to your Face­book event and page to sell more tick­ets. If you wish, you can sell tick­ets on loca­tion the day of your show using Weezevent’s box-offices and ther­mal print­ers. Increase your odds of sell­ing-out your show!

    Tickets adapted to the venues

    Regard­less of the venue or loca­tion where your live per­for­mance takes place, some audi­ence mem­bers will nec­es­sar­i­ly have a bet­ter seat than oth­ers. It is there­fore appro­pri­ate to offer dif­fer­ent rates based on the qual­i­ty of the seat. How­ev­er, be care­ful not to ask for an out­ra­geous price for the best seats, nor to offer seats of very poor qual­i­ty on the pre­tence that their price is low. This will prob­a­bly back­fire on you lat­er.

    With Weezevent, you can eas­i­ly set-up rates accord­ing to the loca­tion: pit, stands, bal­conies, first row, etc. Com­bined with Weezevent’s num­bered seat­ing option, this con­sid­er­ably increas­es the qual­i­ty of the ser­vice offered to the audi­ence. You can also offer dif­fer­ent rates: standard/discounted or fixed/free.

    Sessions for each performance

    Weezevent’s tick­et­ing solu­tion is so user-friend­ly that you can effort­less­ly cre­ate mul­ti­ple ses­sions! Sched­ule as many dates and times as you want in Ses­sion Mode. This will save you pre­cious hours when prepar­ing your show!

    4. Ensuring flawless security

    Hir­ing a secu­ri­ty ser­vice will depend heav­i­ly on the con­text in which you organ­ise your show. How­ev­er, you will have to set up a flaw­less sys­tem to check tick­ets. This will dras­ti­cal­ly reduce the risk of inci­dents. You can pre­vent fraud by using Weezeven­t’s access con­trol equip­ment. Any invalid tick­et is detect­ed the sec­ond it is scanned. Our solu­tion also gives you the means to con­trol “spe­cial” tick­ets and lim­it access to areas such as artists’ or vol­un­teers’ areas.

    To ben­e­fit from this, you can either use WeezA­c­cess — our free mobile app – or our WeezA­c­cess Pro pro­fes­sion­al ter­mi­nals. The lat­ter are rec­om­mend­ed for high atten­dance shows.

    5. Communicating to fill your show

    Stand out from the crowd and attract as many peo­ple as pos­si­ble by cre­at­ing visu­als that match your show’s artis­tic offer­ing. Not sure which com­mu­ni­ca­tion chan­nels to use to fill your show? Com­pare what sim­i­lar events around you – or events that are dif­fer­ent from yours — are using. Don’t try to do every­thing but rather choose the 3–4 most rel­e­vant chan­nels.

    On all web chan­nels — web­site, Face­book, Insta­gram, etc. — share a link to your online tick­et­ing so that your poten­tial audi­ence mem­bers can book tick­ets in a few clicks.

    And it does­n’t stop once your per­for­mance is over. Thanks to all the email address­es col­lect­ed when atten­dees bought their tick­ets, you can let them know when you organ­ise new per­for­mances.

    Now you know how to pre­pare a mem­o­rable show. With Weezevent, you can do more than just sell tick­ets online. Dis­cov­er all our oth­er ser­vices by click­ing on the but­ton below:

    Organ­ise a show

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