If I offered you an outdoor concert featuring one (really good) local (mostly cover, some original) band, some free beer (not sure how much yet, maybe 2-3 free and reduced prices after that), reduced liquor prices (assuming there is liquor there - I haven’t decided yet) and just an all around kickass time, how much would you give me?
Basically I’m trying to plan the mother of all parties. I plan to advertise and get as many people here as possible (legally and… well, I have 22 acres to work with, so I guess space isn’t really an issue). I would like to impose a cover charge but I’m not really sure how much is too much, how much is too little, etc.
I haven’t been to many clubs that have a cover charge (haven’t been to many clubs at all, actually) so I really have nothing to base this figure on. Also, any additional advice you might like to give me, please, please feel free to share.
I like parentheses.
$20-$25 Somewhere around there (depending on how many performers and other froms of entertainment will be there)
Only vaguely relevant to the OP, but have you checked out local regulations regarding a pay-for-liquor bash? I’m guessing that the red tape involved is significant and you’ll probably have to pony up for liability insurance as well. You’re going to be looking at a significant up-front cost (cops to direct traffic, porta-potties), so you might consider selling your tickets in advance.
$10-15 bucks, if it included parking. More than that for one band? I think not.
Actually, my going at all would depend on the weather and how hot it was.
I’ve pretty much come to terms with the fact that this could get very pricey. I hadn’t considered selling advance tickets, so thanks for that idea Finagle. I hope to spend Monday discussing this idea with the proper authorities. I would love to do this, and I want to do it right. My brother (who’s kind of in on this whole thing) suggested an annual thing if this year worked out well. He also suggest I call it OsFest because everyone who lives here (except me) has the last name Oswald. Ha. Ha. Ha. 
I got some great ideas from Garfield226 and MsRobyn this morning in chat. A few of those might help me reduce the cost which would be a Good Thing. A question about this advance ticket thing. Where would I get tickets printed?
I still like parentheses, btw. And I’m a bit discouraged by the lack of response.
Any local print shop will be able to supply you with tickets.
Here’s a VERY important tip. If you want this to be profitable on your end…
DON’T sell beer or liquor. Don’t.
Instead franchise it out. Let some local watering hole pay YOU for the privilige of selling beer to a captive audience. Same for the food. If you want to keep the price down that can be negotiated, too, though you’ll have to settle for less money.
You’ll need to arrange security. Some off duty cops would be great.
And remember, once you start charging they’re no longer your guests…they’re your clientele.
Cpngratulations, you are embarking on a career path known as “event promoter”. There’s at least one professional organization of people in this field, though I can’t think of its name at the moment. One of my coworkers is a member. I will ask her.
Depending on your location, you will probably need city or county licenses to pull this off. I suggest that when they ask you the purpose of the event, “the mother of all parties” will NOT be a selling point. And it’s important to be clear, that if you are selling tickets, alcohol and music, you are producing an entertainment event, not hosting a party. There is a BIG difference between the two, and it’s important to consider the distinctions. You may end up having to testify before a county board or commission and having it voted on.
So do you want to host the biggest party you can, or start an entertainment business?
Probably about $25, I’d pony up.
How does this work? So I approach the owners of X Bar and say… what? And then they pay me a percentage of the take?
Neat! I had another suggestion earlier about asking local bars/liquor stores to “sponsor” the event. Lower cost in exchange for advertising. I think I like your idea better.
:quickly jots down “producing entertainment event” and “event promoter”:
This is all going down at my house. I’ll have special security (like my dad and maybe a brother or two) for the house itself, and real, live police officers scattered around (no idea yet how many though); the concert will be held in the field that is my backyard’s backyard. I don’t know if that’s terribly relevent to anything, but there it is.
This may or may not be a Really Dumb Question, but I have to ask. Is it possible to be restricted by max. capacity laws and such when you’re outside in an open field? I wouldn’t think so but it’s something I need to know. I’m sure one of the people I talk to on Monday will let me know, but I’m curious now. I hate that I know so little about something I want so much. I’m glad you guys are here.
One more question and then I’m done. For now. Is food entirely necessary? This shindig is likely to start after the dinner hour (probably 7 or 8ish) and… yeah. I don’t think it’s a must have but, really, what do I know? It’s not like I’ve ever PRODUCED AN ENTERTAINMENT EVENT before. (ooohh… I like that!)
Don’t do a percentage. That just leads to accounting headaches and hard feelings. Cut a deal where they pay you a flat fee for the exclusive selling access.
Maybe food isn’t necessary but it’s a good way to make some extra profit. Heck, the bar might want that franchise, too!
Here’s another thought: do you have enough power for this? Bands, lighting, and PA systems are power intensive. This isn’t something you can do with some extension cords from your home.
I HAVE done that when I’ve featured bands at some of my parties but it was only ever a few small amps and PA for 2 or 3 folks. Nothing else. You might have to think about running a generator.
And do check your local regs for maximum capacity. And on that angle don’t forget liability. If you’re throwing this event you’ll be responsible if someone gets hurt. You’ll need to set up separate insurance. Or at least check with your homeowners insurance agent to make sure your covered for something like this.
AND you might want to arrange for some sort of EMT nearby. Off duty nurse or paramedic. Just in case. God knows people do stupid things with the music loud and a couple of beers in them.
Usually when some one comes up with an idea like this they have absolutely no concept of all the other overheads and issues. All the boring things that aren’t the music and the beer.
As soon as you start charging, your party isn’t a party any more. It’s an event and you, personally are legally responsible for a whole heap of headaches; licencing, security, safety, medical cover, insurance, fire regulations, employee regulations. All these things take time to arrange and cost money.
Don’t want to rain on your party :), but you really need to educate yourself on all these things. If the worse happens it’s your arse on the line, no-one elses.
Are you trying to have a party or are you trying to make some money?
Not that the two are mutually exclusive but…if you are in it for the money, you’re going to have problems with the law. There are many liabilities and regulations you’ll have to deal with if this event turns a profit. (Gotta check Id’s on everyone coming and going) You will also be responsible for injuries incurred on the premises. Hope you’ve got a good homeowners policy.
If you’re just gonna have a party buy a few kegs at your own expense (free beer for everyone). Have it BYOB (on liquor) and take up a collection to pay the band. You won’t have to advertise much with free beer and music. If you want to keep it a party and not a concert. You’ll need some idea how many people you can expect if you’re going to make it an “event”. Some liquor stores will refund your $$ on return for untapped kegs. We had 13 floated at one party. Plus many people had their own, three bands and a DJ.
I BBQ’d six briskets, a 50lb. box of chicken, a 50 lb. box of links, at least a dozen racks of ribs and a had damned truckload of chips.
I didn’t usually charge for anything but at one “party” I got $5 per plate. 1 plate = apprx. 1/2 lb. meat. I cooked about 350 lbs. meat at avg. $2/lb. There were NO leftovers.
*Free everything for law enforcement. Invite a couple you know to be there plain clothes in case of violence. You will probably have to keep some folks from trying to drive. You can be held legally responsible for any traffic accidents due to DWI. (in Texas anyway)
When I used give BIG parties regluarly, everyone had to turn in their keys. I put a numbered tag on their key ring and they got a receipt. I would then hang their keys on a peg board/closet that’s locked. I finally had to start setting up tents for folks who couldn’t drive and needed to crash, er sleep.
I got a dozen or so tents from donations and would set them up with cots. Then I had to rent porta-johns…Man, you have got to do this.
The last really big party I did lasted three days. There was a lot of people that showed up that weekend with no advertising, just word of mouth and some personal invitations mailed with maps etc. Not big enough? We tried to keep a count on how many people were there over the weekend…I stopped at over 300 by saturday afternoon. Most hadn’t arrived yet.
Before I forget, we did get a buck a beer once. Big coolers of beer…you want one give me a dollar. We floated all the kegs and had to improvise.
I think I finally got it outta my system. BBQ cookoffs that other folks hold is more my style these days. Usually a two or three day event with free beer and free food. There’s always music, sometimes live band sometimes not but never dull.
Anyway, good luck and BTW…where’s the party?
Professional event promoter chiming in here…
Silver Fire, best of luck to you. There’s nothing like producing your first event. Scary as hell, and you’ll spend the weekend with your running around like crazy.
The most important things to make suer you don’t lose your ass are:
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Liability
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Security
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First Aid
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Power
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Liability: Yes, you will need liability coverage. And it will be expensive. But you MUST cover your ass. I strongly recommend creating an LLC, leasing the property to your LCC - that provides an even greater level of liability protection.
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The plainclothes cops is a good idea. You’ll also need regular security - I recommend a reputable private security firm that is familiar with event security. They will be able to secure the stage, backstage, gates and perimeter, and should have radio communication amongst themselves. Perimeter security is huge - that’s where you’ll lose a lot of money, from gatecrashers
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Definitely give your local paramedics a call. At the least, they need to know that your throwing this event. some municipalities will actually chop an ambulance or two over to your event, but there will be some fees involved. Set up a large (3-4 cots per 100 attendees), shaded tent for first aid, stock it with the basics along with lots of water, and hire some off duty paramedics to attend it. Along the first-aid lines, also make sure you offer a few hydration stations around the property.
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Power. Rent a couple of 20-100k generators. Dig them in to the ground and have at it. Inevitably cheaper and more reliable than relying on house power 400 yards away.
Well, that’s just the tip of the iceberg. Feel free to ask specific questions.
Oh yeah, and if you want to licence your food and beverage services - sell exclusive access to the beverage concession, but sell vendor licences for food and other stuff for $200-300 a pop. Set up a vendor row. If you promote it right, you’ll offer a better variety of foods and other items for sale, and make a hell of a lot more money than on one single food concession.
Peace
picker
Water. Water. Water. Water. Water. Can you tell I was at an outdoor show where they ran out of water? I was and it sucked major amounts of ass.
I’m not a concert promoter so take what I have to say with a grain of salt.
I think free beer is a bad idea. If you give away something, people may be inclined to take it just because it’s free, even if they shouldn’t.
I would also suggest you look up what your liabilities are regarding underaged drinking.
As for the OP, I would pay about 10 bucks. I’m not too big onto cover bands, but it would depend on who they are covering.
Just a quick question. Who owns the “backyard of your backyard”? Is this your property, or do you just use it? The owner might have something to say about this use of it, or you might not be able to get insurance for using it.
Dude (I assume, pardon if not properly) Not sure where on the big blue marble your backyards’ backyard is, however…
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Definately have a joint bring the beer and manage the sale thereof. It would be a good idea to avoid having to purchase what the great state of Illinois refers to as Dram Shop insurance, which is the insurance that greatly reduces your liability when some drunken sot plows into a family of six in a minivan after leaving your shindig. The group who brings the booze, carries the insurance. Another good idea regarding the serving of suds, cordon off the area where the brew is sold, and post LE there, this keeps the kiddies out.
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Cannot stress the power thing enough. not enough juice, and the party is in the crapper. Don’t skimp.
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Speaking of crappers. Have plenty. Don’t skimp here either. You’ll regret it if you do.
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Parking is a MAJOR consideration. You’ll need plenty of it, or at least a shuttle to bring folks from a central parking area.
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Cover. Must have a tent, a large tent, in which to congreate should mother nature not cooperate, and keep the band from being electrocuted in that same circumstance.
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Free admission to all local cops and firemen and medics (with ID). This pays for itself in free coverage for all types of accidents.
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Get yourself a DJ to keep the mood set before the band starts and after the band peters out.
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Be prepared to have people sleeping (or rather passing out) all over the place. crash tents (with floors) are a neat thing to have. Cheap Mexican Blankets ™ are great to sell, and let the revelers leave with a reminder of their good time.
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Do the same thing with any food as you do with the booze. This gets the local health department nazis outta your hair.
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Do not fail to serve some kind of food. This will be imperative. You’ll see what i mean if you don’t.
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No, and I mean NO BYOB. Here’s why…
A. Bottles are weapons.
B. You don’t need to have shooters of god-knows-what being passed around to god-knows-who.
C. You may still end up liable, and uncovered by the vendors DSI.
D. If you ain’t sellin it, you ain’t makin money on it.
- Definately have the tickets printed in advance and sell them as soon as you can, and on the back, put a disclaimer and indemnity clause such that you’d find at a major concert venue in your area. Any decent attorney can draft one on the cheap.
I put on some major league parties in my day, and made some killer cash doing it, but today it’s a big minefield, a big LEGAL minefield, so you’ve got to watch your step every second.
I’ll drop back by if i think of anything else.
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Thanks guys.
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I do indeed own the property.
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I’m female.
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This idea didn’t come to me as a way of making money (really, there has got to be easier ways than this). I wouldn’t object to turning a profit but the idea of a cover charge came as a way to cover expenses that I will have already paid. I don’t think I could rely heavily on “donations” to do that.
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I ran into some obstacles today; nothing major and I could probably (maybe, possibly) get everything together before July. I’ll still work on it now so, please, if you have any more ideas/advice, help me out, but I honestly think it’d be better if I put it off until next summer. Which. Really. Sucks. But it’ll give me more time to deal with any issues that might come up, get the best things (be in insurance rates, liquor/food/… vendors, etc) rather than settling with the most convenient, etc.
I really appreciate your ideas so far and I’d like to get more input. If not, that’s cool - I’ll probably be bumping this once or twice over the next year anyway.
I’d pay $10-15 for a good party with free drinks, but I wouldn’t pay $2 to see a cover band.