Organising your own music concert is within everyone’s reach. Whether it is for a charitable purpose, to promote your band or an artist you like, or to fund your association. Here are our methods to ensure everything runs properly!
Here are the 8 key steps to organising your own concert:
Summary
1. Define a solid project and set your budget
The first thing to do before starting such a project is to clearly identify the audience you want to reach with your concert. What type of audience do you want to attract? Depending on the age of your target audience, the authorisations you will need to obtain will not be the same.
Preparing a concert also starts with a thorough reflection on your project: what type of show do you want to offer? Contemporary music, classical music, or a charitable event led by an association?
Your budget must include:
- Artist fees
- Venue hire
- Insurance and public liability insurance
- Emergency services
- Costs related to copyright and SACEM
- Communication expenses
It is also essential to account for other expenses and unanticipated costs in your budget. Allocate roughly 10-30% of your budget as unallocated funds for contingencies to cover unexpected or miscellaneous expenses. Overestimating your budget is important to ensure you have enough money to cover all expenses and avoid running out of funds midway through planning.
When booking artists, having a clear budget in place is crucial, as popular artists may charge significantly for their performances, which can greatly impact your overall financial planning. Negotiating a fair deal with artists typically involves offering a box office split agreement weighted in the artist’s favor, along with a guaranteed minimum performance fee.
This preparation phase will determine the reach and attendance of your concert.
2. Find a venue
The next step is to choose the right venue in your town—a process that can feel daunting, but it plays a big role in the success of your concert event. The venue size makes all the difference in creating the right atmosphere; a venue that is too large can lead to a low-energy crowd, while a smaller venue that is filled creates a more vibrant and engaging experience. Selecting an appropriately sized venue is crucial for maximizing ticket sales and ensuring a lively atmosphere.
Find out about concert venues in your city, bars, multi-purpose halls, and other public spaces available to concert organisers. Make sure the venue is easily accessible and offers easy access for attendees, considering factors like parking, public transport, and proximity to hotels. Once you have found a venue that meets your attendance objectives and reflects the spirit of your concert, contact the venue manager to learn more about the available packages and accessibility.
Does the venue provide access for people with reduced mobility? Is there a smoking area or parking? Does it have a licence to sell alcohol? Ask the manager whether security is included, whether the venue has audiovisual equipment that meets your requirements, or whether you will need to hire equipment and staff yourself. Also check if you need to arrange bartenders and cashiers, or if these services are included. When assessing technical requirements, ensure the acoustics and sound quality of the venue make sense for your type of music and audience, as poor design can negatively affect the overall experience. If you are planning an outdoor concert, it is essential to have a backup plan to address potential weather-related issues and protect your equipment, ensuring the event can proceed smoothly.
3. Ensure you comply with administrative requirements
Authorisations
The law states that beyond 6 performances per year, an organiser must obtain an entertainment entrepreneur licence. Below that threshold, association status is sufficient.
Regarding your concert venue, make sure it is classified as a public access building. To be compliant, it must have been inspected by a safety commission. If you plan to modify the layout of the venue or install temporary structures, these must also be approved by the same commission.
If your expected attendance exceeds 1,500 participants including staff, you must declare the event to the mayor or the police prefecture. This declaration must be submitted between 1 year and 1 month before the event and must specify the organiser, the location, the date and time, expected attendance and venue capacity, as well as details of the planned security arrangements.
Emergency services and security
For small concerts, emergency services are not required. However, make sure to keep a list of emergency numbers and a first aid kit available in case of an issue. For larger events, you must involve trained first responders, the Red Cross, or firefighters to ensure safety on site and within a 50-metre perimeter around the concert. You are responsible for any incidents or disturbances within this area.
Depending on the type of concert you are organising, you will likely need a security team proportional to the number of attendees. A common guideline is one security guard per 100 participants. On the day of the event, security staff must wear appropriate uniforms, have authorisation from the prefecture, and carry a valid professional security card.
Their role includes inspecting installations and potential risks, separating the public from staff and performers, preventing conflicts, assisting people in danger, alerting emergency services when necessary, and managing access to the concert and emergency exits.
Insurance
You must take out public liability insurance to cover any potential damage to the venue and participants. Check carefully with your insurer to understand the extent of your coverage. Are you insured during setup and dismantling? Does the policy include cancellation insurance?
Declaration and payment of service providers
Service providers, staff, and artists must be paid under fixed-term contracts. Two types of contracts apply when organising a concert:
- The engagement contract, which binds the organiser as the employer to staff and artists
- The transfer contract, used when the show is produced by a producer or tour operator. In this case, it corresponds to the purchase invoice for the performance by you, the event organiser
Alcohol sales licence
If the venue where you are organising your concert does not already have a licence to sell alcohol, you must apply for one at least 15 days before the event. The application must include the identity of the organiser, the venue owner, the location of the bar, and the category of drinks offered.
SACEM
Several weeks before your concert, you must request authorisation to publicly use works from the SACEM repertoire. You will then receive a contract to complete, sign, approve, and return. After the concert, you must submit a statement of income and expenses, as well as the programme of works performed.
You can also choose a fixed copyright fee to be paid before the concert, ranging from €55 to €305 depending on the type of music and whether your event is for profit or not.
Any organiser who obtains SACEM authorisation benefits from a 20% discount on these fees.
4. Distribute tickets
Optimise your workload by setting up an online ticketing system for your concert. Purchasing tickets becomes easier for your audience, including for specific options such as reserved seating or VIP access. Setting the right ticket pricing is crucial to attract your target audience, balance affordability, and ensure profitability for your event.
To manage your sales efficiently, make sure you choose an online ticketing solution that is easy to use, quick to set up, and equipped with comprehensive features to manage your quotas, pricing, and options independently. Providing easy access to buy tickets, both online and at the venue, encourages more people to attend your concert. Integrating your ticketing platform with your social media accounts can also help promote your event and boost ticket sales.
WeezTicket, a self-service online ticketing solution, offers modules particularly suited to organising your concert:
- Ticketing module: your website is well identified by your audience and you want to sell tickets there? Easily integrate a ticketing module into your existing website by adding a few lines of HTML code in your back office, and your sales can start straight away!
- A ticketing system designed for all your audiences: do you have a wide variety of attendees? Partners, invitations, special offers… Our ticketing solution provides a wide range of tools to create dedicated pricing, manage quotas, and tailor the purchasing experience to each attendee.
- On-site sales: your concert is not sold out and you want to continue selling tickets? Thanks to our box office solution, your on-site sales are processed quickly, with instant printing of tickets or personalised badges. Your sales data, such as revenue, quotas, and attendee information, is updated in real time.
- Access control: want to secure entry to your concert and streamline arrivals? With our access control solution, tickets are scanned in seconds, even during peak times. Access is updated in real time to avoid duplicates, reduce fraud, and ensure fast and secure entry for every attendee.
The multi-purpose cultural centre L’Embarcadère hosts concerts, shows, screenings, and cultural events throughout the year for a wide audience. By relying on our solutions, the centre’s team benefits from intuitive and comprehensive technology to manage ticketing, secure access, and oversee their events with confidence.
“We were very well supported by Weezevent for our event! A big thank you to the entire team for their patience: the registration management solution worked perfectly and the scanning service on the day was very smooth. We recommend Weezevent!” L’Embarcadère
“With public funding in the live performance sector decreasing, the profitability of a concert venue depends heavily on ticketing. Each venue must own its data and be able to use it for marketing purposes, and for that, WeezTicket remains a highly effective solution.
Data flows freely between ticketing and access control. At the end of a concert or a season, the production manager can cross-reference a large volume of data to better understand their audience and make the necessary decisions to optimise attendance rates. Tracking box office metrics such as ticket sales targets and total revenue is essential for measuring the success of your concert.
For example, they can analyse which artists attract a mostly local or regional audience, identify evenings with higher no-show rates, or spot attendees who came several times throughout the year. This information then makes it possible to adjust programming, re-engage the most loyal attendees through targeted campaigns, or offer specific deals to your most dedicated audiences.” David, Client Service at Weezevent
5. Welcome artists properly and manage service providers
Once the venue, audience, and administrative steps have been clearly defined and completed, you can finally move on to the reason you want to organise a concert: the artistic programme.
How many bands do you want to perform? Do you want to organise your concert around a specific genre, creating a consistent atmosphere with several bands? Or do you want to highlight one particular act, with the whole evening centred around them, possibly with a supporting act? Some booking agents require a specific opening act for their artists, while others let you choose. In that case, discuss it with the headline act to ensure your choice suits them.
You will need to plan a dedicated backstage area for artists and their guests, ensuring a comfortable environment with refreshments, seating, and access to restrooms. Arrange transport and accommodation for artists well in advance. Ask them for a rider, a document outlining all their technical and hospitality requirements, early enough before your event. Some requests may seem unusual, but try to accommodate them as much as possible. This helps build strong relationships with managers and booking agents, which can benefit you for future concerts.
But do not forget all the other service providers you will need to organise your concert.
You can find our advice on how to choose the right event service providers.
You can also outsource the search for musicians to specialised providers. Some services can simplify these steps and help ensure your event is a success.
6. On the day of the event
Organizing a successful concert typically starts 3-6 months in advance and requires careful planning across financial, logistical, and promotional aspects. Having a clear idea of your event’s objectives and the right plan in place is essential to ensure everything runs smoothly on the day.
On the day of your concert, your role will be to pay the artists and ensure that noise regulations and participant safety standards are properly respected. To stay focused on these tasks, you should have prepared a detailed schedule in advance. Double check all logistical details and make sure everyone is on the same page regarding their roles and the event flow.
Plan the arrival times of artists, service providers, and staff. Train your teams, assign them to their roles, and explain how the event will run.
You should have prepared in advance the contracts and payments for each artist and service provider. Everyone should have their own dedicated space: artists must have dressing rooms ready upon arrival, while service providers should have an office space to complete final preparations.
You will also need to organise a dedicated welcome for VIPs, partners, and the press, with reserved seating, a specific area, and personalised badges. Speaking of badges, each staff member should receive one indicating their access rights based on their role. Some positions will require walkie-talkies, so plan this ahead of time to avoid last-minute stress on the day.
7. After the concert
Your concert has gone well, the audience is happy, your artists are satisfied, and everyone has been paid, including service providers and staff. However, the work does not stop there.
Start by tidying the venue and its surroundings, and dismantling your installations. Then finalise your accounts and submit your declaration to SACEM.
You could organise a small gathering with your service providers, volunteers, teams, and possibly the artists. This is a great way to thank everyone who contributed to the success of your event and maintain strong relationships for future projects. Building a strong track record of successful concerts and fostering a supportive community around your event will make it easier to attract partners and audiences for future events. Finally, compile all your media coverage into a press review.
8. Promote your concert effectively
Promoting concerts requires a multi-channel marketing strategy to ensure success. Social media posts, email newsletters, local flyers, and press releases all play an important role in generating buzz and encouraging people to buy tickets. Each channel contributes to the overall success of your event, but not all promotional strategies will be equally effective for every concert—so it’s important to tailor your approach to your specific audience and goals.
There are several channels you can use to promote your concert effectively. Your ticketing page is your first showcase. Whether integrated into your website or hosted on a mini-site, it is a key communication tool to share essential information and set the tone and atmosphere of your event, with the possibility to include videos and visuals.
Start by keeping your audience informed by publishing your concert on your blog and across all your social media channels. Social media is a powerful tool for event promotion, and regular social media posts help keep your audience engaged. Engaging with the artist to ensure they promote the event through their own social media accounts and mailing lists can be a great opportunity to boost visibility and ticket sales. Include all practical information as well as details about the programme.
Communication channels
- Blog:
Write regularly about your concert through short articles covering the artists performing, the stage design, and the venue. You can also interview artists and ask them to share the content on their own social media channels. Your blog can also be used to relay media coverage you receive.
- Social media:
Social media should be a priority channel for promoting your concert. Social media posts are essential for generating buzz around live music events and live shows, helping to build a community of engaged fans and supporters. Involve artists, the venue, your team, and attendees to share your content and increase your event’s visibility.
Create a Facebook event with all practical information and present the artists through interviews, photos, and videos from past performances. Share press coverage and promote tracks from the artists on your event page. Being active on social media also helps you connect with the wider music industry and reach new audiences.
To increase visibility, you can run Facebook ads. Define your target audience based on age, location, and interests, set a daily budget, and launch your campaign. Facebook will then optimise its reach.
Instagram is also well suited for concert promotion. Focus on photos and videos, sharing interviews, rehearsal clips, venue previews, or past performances. Frequency matters, so regularly share content and interact with artists and partners.
Depending on your audience, platforms such as Snapchat or X may be more relevant.
You can also run contests on these platforms to boost visibility. Offer tickets, backstage access, rehearsal access, or merchandise. These are often awarded through prize draws after users like, comment, and share your post, allowing you to reach new audiences through their networks.
- Newsletter and email marketing
If you have a database of fans, send them a newsletter around three months in advance to announce the concert, share practical information, and provide access to your ticketing. Follow up closer to the event with a reminder, possibly including a promotional code.
Beyond social media and your blog, press and media can be powerful allies to increase both visibility and credibility. However, securing coverage can be challenging, so plan ahead. Start by writing a compelling press release, including photos and videos, presenting the artists, the venue, and the concept of your concert, along with a link to your ticketing page.
Then target media outlets specialising in music, especially within your chosen genre, and send them your press release. Do not expect immediate responses. Give journalists time to review your message. If you have not heard back after a week, follow up by phone, offer to resend the press release, and suggest artist interviews with the agreement of their booking agents.
Keep in mind that journalists are looking for content that interests their readers. Your press release should convince them that your event offers something unique or newsworthy.
Depending on your budget, it may be worth launching a poster campaign. Create posters and flyers including your programme, practical information, partners, your website or blog, and your social media channels. Distribute and display them in nightlife areas, neighbourhoods, and shops where your target audience is likely to be.
During the concert
Communication should continue throughout the event. For example, you can share live content on social media, such as excerpts from the concert or final rehearsals and sound checks. Sharing updates and engaging content during live events and live music performances helps keep your audience engaged and enhances the overall concert experience. Make sure to regularly remind your audience of practical information and event timings on your pages.
After the concert
After the event, you should build on the success of your concert or, on the contrary, learn from what did not go as planned. Take time to reflect on what went wrong during the event, as understanding these mistakes is crucial for improving future concerts. Thank your service providers, congratulate the artists, and show appreciation to your audience. Address criticism openly by explaining the challenges and issues you faced. Nothing is worse than an organiser who ignores feedback. Accept criticism and use it to improve.
Organising a concert requires thorough preparation, strong administrative management, and a clear vision of your project. A concert promoter plays a crucial role in coordinating every aspect of a concert event, ensuring that all logistics, promotion, and artist management come together for a successful event. Each concert event is a great opportunity to connect with audiences from around the world, helping artists and organisers grow their reach and reputation. From defining your budget to handling prefecture procedures, from coordinating teams to managing contracts, every step matters to ensure the success of your event.
Our solutions support organisers at every stage of concert planning by combining high-performance online ticketing, secure access control, and advanced CRM tools to optimise the management of your attendees.
FAQ
Do you need a licence to organise a concert?
Yes, beyond six performances per year, you must hold an entertainment entrepreneur licence. This authorisation is issued by the prefecture. Below this threshold, an association can organise an occasional concert event under certain conditions.
What administrative procedures are mandatory?
Depending on expected attendance, a declaration to the prefecture or police prefecture may be required. If the event takes place in a public access venue or involves changes to installations, approval from the safety commission will also be necessary. These procedures must be anticipated several weeks before the event.
What insurance is required to organise a concert?
Public liability insurance is mandatory to cover damage caused to participants or the venue in the music industry. It is recommended to complement this with comprehensive insurance and additional coverage suited to the specific risks of your event.
Why set up an online ticketing system for a concert?
Setting up online ticketing simplifies sales management and reduces workload. It allows you to easily integrate a sales module into your website, offer different pricing options, reserved seating or VIP access, and track your sales and revenue in real time.
How do you secure entry to a concert?
An access control system allows tickets to be scanned in seconds, even during peak times. Access is synchronised in real time to avoid duplicates and reduce the risk of fraud, while ensuring smooth and secure entry for attendees.
What budget should you plan to organise a concert?
The budget depends on several cost items: artist fees, venue hire, insurance, security services, copyright fees with SACEM, communication, and technical service providers such as sound, lighting, and production. Booking venues early is essential to secure the right type and size of space with suitable facilities. Also, planning for a single artist versus a band can significantly affect your budget and logistics, as solo performers may have different technical and hospitality requirements. To ensure profitability, it is essential to estimate your attendance target and the number of tickets to sell. Strong budget management helps anticipate risks, secure the organisation of your concert, and optimise attendance rates.
