1. Define the experience
Clarify the audience, purpose, format, expected attendance, and the feeling you want people to take away. A short creative brief helps everyone work toward the same outcome.
2. Match the venue to the show
Check capacity, accessibility, sightlines, backstage space, transport, load-in access, power, and timing restrictions. Visit the venue and document what is included in the hire.
3. Confirm talent and production
Agree on performance times, fees, cancellation terms, technical requirements, travel, accommodation, and who makes decisions on the day. Share a schedule with performers and crew.
4. Build a realistic budget
Include venue hire, artist fees, production, insurance, permits where applicable, marketing, ticketing, staffing, accessibility provisions, and a contingency.
5. Promote clearly
Make the date, location, schedule, ticket details, age guidance, accessibility information, and contact point easy to find.
6. Prepare an event-day run sheet
List arrival times, sound checks, doors, set lengths, transitions, breaks, emergency contacts, and close-down responsibilities.
7. Review and improve
Gather feedback, settle outstanding payments, thank contributors, and record what worked.