In August, six buddies and I started throwing a Friday night weekly club event here in Kansas City. I have always wanted to bring music to KC, but I was overwhelmed with not knowing the details or tasks it took to actually do it. We also threw our first big event ("rave") on Saturday after two months of constant planning. We setup a private staff forum on our site which we used to discuss/record every detail of the party and to make sure nobody was left in the dark with the plans.

Along the way, I also created a checklist of items that we either completed or considered to do the event. Partially created so we could assign specific required tasks for our next party instead of discovering things last minute along the way, but also created so I could share with everyone here. My hope is that all of the time we put into these past two months could be shared with others who may have felt the same as I did... I hope this helps motivate those who may feel overwhelmed to bring some (more) music/events to your city. It's all about the music!

I'd also love to hear what others have learned during their events in case I could learn more!

[code]EXPECTATIONS - Everyone prepays to the fund before the first purchase is kicked off. No team commitment, don't throw a party! - Everyone reports all expenses to Finance owner for future reimbursement - Nobody is reimbursed until after the event ends, all fees/door charges are collected, and all DJs/sound is paid - Reimbursement is done so everybody loses an equal $ amount. Unfair to reimburse by % - Money transfer preffered via Paypal "Gift" send - The person who "owns" a role gets the final say. Nobody is bitter if you disagree with someone's decision as role owner! Quote this rule where needed to keep people in check :) - Roles can be assigned/volunteered by task or section - All communication takes place in our private forum so everybody is aware of plans/status

LESSONS LEARNED - 18+ isn't worth the hassle. Either go All Ages (18+'s 17yo friends), or 21+ - Don't overdo it with visuals/projectors. One screen lights up an entire room - One-room parties until we know we can draw two-room crowds

ROLES (Team) Finances Graphics/Design Facebook/Internet promoter Website/blog maintainer Venue negotiator

BUDGET (Expected costs below) DJ Fees DJ Dinner Flights - ~300/ea in USA Hotels - $80/night Fliers - $140 for 2500 Sound - $200 Video - $50 Off-duty Cop - $300 Decorations/Supplies - $100 Wristbands - $35 Lammies Lanyards (ustoyco.com) - $4 for 12 Laminated @ Kinkos - $13 for 30

DJS Contact/book DJ Price Guest lists? Flying/Driving? Hotel? Playing records, CDs, or live? Are we allowed to record the set? Logo/Brand required for fliers? Image pack needed Purchase flights Full Name? Birthday? Full Address Email address? (CC itinerary) Phone Number? Redress number? Frequent Flier number? Window/Aisle seat? Checking bags? Airport Transportation Pick up DJ Drop off DJ Cab/limo? Dinner Arrangements

EVENT Event name Lineup Cover charge Presales? Ages All Ages/18+/21+ Free entry/Guest lists Staff +? Artists +? Equipment +? Affiliates +? Dancers +? Budget $ break-even point (Consider Capacity - Total count free entry) Afterparty?

VENUE NEGOTIATION Owner gets ?% of alcohol Owner gets ?% of door We get ?% of alcohol We get ?% of door Vending rights (Water/red bull)? - them or us? Wristbands provided to keep track of capacity? Can we store equipment? (night/week/month) Rearrange floor ok? Advertise on windows? Cover % of venue-specific decoration? (Cover windows, cleaning) Drink tickets for DJs? Bathrooms/extra Johnny on the spot rentals? Power/Wattage available for our needs? (What are our needs?) Who pays/provides off-duty cop? Provide expected budget to venue owner if they demand a % of our earnings VENUE INFO Capacity? (Total, per stage/floor) What are the hours open? Music stops? Age restrictions, times? We/they watch door? Smoking allowed? Drinks restricted to a stage/floor? Parking? Entrances? Seating? Permit for large events? Staff who enjoys EDM? How many days ahead of the event can we begin setting up? BACKUP VENUE? (Busted/Owner backout?)

AFFILIATE PROMOTERS/PARTNERSHIPS Hand out each other's fliers? Advertising on each other's info lines? Facebook advertising? Logos/websites on fliers? Cost/Guest list spots for advertising?

INFO LINE? Google Voice #? Times DJs Address Directions Parking Venue Name? Facebook? Website? Presales? Location of entry door?

FLIER DESIGN Event name Address Time Ages Cover Charge DJs Photos Location Affiliates/Labels Bio Venue name? Info Line? Website Brand logo Affiliates Parking? Directions? Presales?

LAMMIES Staff DJs VIP?

ADVERTISING (Content ideas in Flier Design) Facebook/MySpace Venue page Promoter page Event page Artist pages Affiliates Newspapers KC Star Pitch Ink Press release? Flier Distribution Upcoming Events Bars Internet Forums (Syde-sho) Craigs List Nightlife Areas Westport/P&L/Waldo/Brookside/Zona Rosa areas? Street Lamps/Electric Poles Area in businesses for ads/fliers? Colleges

DECORATIONS Staff-only room? Room measurements Window placements Door placements Rooms Clean venue Broom Dust pan Trash bags Mop/Bucket/Soap Toolbox (Pliers, wire cutters, hammer, screwdrivers, etc) Drill/Drillbits Shopvac Rags Duct tape Pen/Pencil/Sharpie Scissors Covering windows? Measure windows Tarps/cloth Lights? Stage Entrances (inside and outside) Lasers? Logo on walls/etc Video VIP? Tarp walls/dividers? Duct Tape Window advertisements Stage Signs Stage / Timeslots (for stage) Restroom Staff only Entry Prices / Ages / Stage / Timeslots (doors) Emergency Exit / Alarm will sound VIP Section Party this way

LICENSES Liquor card Building permits

ROLES (Night of) Door With Liquor card vs without Multiple doors? Multiple people? Schedule/shifts Handoff of money Stuff envelopes Equipment setup Equipment teardown Pay DJs/Sound/Lights/Video Photographer DJ transportation

EQUIPMENT (Night Of / Night Before?) Audio Y connectors Bricks Bottled Water/Vending? Cash change for doorman Cash to pay artists? CD players Door schedule printed Duct tape Envelopes - DJs/etc premarked for payment Extension cords Fliers (Next event/Affiliate events) Guest List printed Lasers? Lammies Laptop/minidisc recorder to record set Mixer Pens/Sharpies Presales List? Promo CDs Sheet (cover tables) Signs (& spare paper for extra signs) Stage Surge protectors Subs/speakers Tarps Table/s Video? Vinyl players Wristbands / Hand Stamp & Ink

AFTER EVENT Collect money Cleanup Reimburse group for all expenses/donations [/code]

some advice from all my experiences.. this isn't negativity, just a few things I've learned along the way.

1. club/venue owners are all douche bags just looking to make money until they prove other wise, just be prepared for that.

2. they'll talk a big game about all the things they want to do and everything they've done in the past acting like they're doing you a favour, when obviously it's the other way around, because if they really were hot shit and knew what they were doing, their place would probably already be packed...

3. go into each venue assuming it will only last a few weeks, this way when the owner pulls the plug at the last minute due to whatever reason (I've seen this happen way too many times with no more than a few hours notice) you already have a back up plan of where you're moving your night. always be on the look out for the next venue you want to use, because I guarantee, the owner is looking for the next big thing to bring in

4. unless the venue is a) paying you b) has their own equipment c) paying for talent look at it as a place with 4 walls and a ceiling that your throwing a party in. the key here is YOU are building something, a brand, a "night", get a name for the night and push push push it, so when you do move venue (it'll happen) people will know you by the name of the night you're promoting, because at the end of the day you're trying to build something not make the venue a ton of money.

5. try to get some sort of commitment from the venue either a) an amount of time ie: at least a 3 month period as nothing is going to blow up over night and with out time to grow the night you're not doing anyone any favours. b) get the venue to either pay for fliers or at least help pay for them, or put an ad in the local event paper (here we have creative loafing) c) get them to give you a piece of the bar over what they would do on a normal night if you weren't there

6. make sure that if the place has a website, facebook and /or myspace page, that they are updating it with your events

7. I know it's exciting to have a venue to do a weekly, bi weekly or monthly, but don't let them see that, act like you've been doing this for ages and they're lucky to have you

8. if there is a large bar staff, make sure you have people working your nights that enjoy house music or at least can tolerate it, if they don't and the ones that work there don't like the music, maybe request to bring in someone you know that bartends and likes EDM. nothing is worse than throwing a party and looking over and the bartenders can't be bothered to be there. if they're happy and dancing around and acting like they're enjoying themselves it will make for a much better atmosphere. trust me i've seen and heard bartenders going on about "techno" blows, or this music sucks.. you'll have your followers of course, but if other people come in and they may not exactly be into the music, their server/bartender can have a big influence on them staying, leaving, or coming back at all. you'd think they would want to make money, but some people aren't that bright and will stand there looking pissed off because they don't like "techno" lol

this may sound cynical, but it's better to be prepared for these things in the beginning. it's fun, it's A LOT of fun, but it's A LOT of work. Having said all that it's such a great feeling to see the owner/mgr walking around with a smile and pumping his fist to the music. The venue I'm working with now we have a really good working relationship because our parties are doing well, but never let your guard down, and always be ready to re-negotiate any deals, agreements.. if he or she is obviously making more money each party you do, it's only fair that you get compensated since you are more than likely the reason ;)

hope this helps a bit.. feel free to ask any questions :)

best of luck with night my friend!

edit it's of course not about the money, but, you put a lot of time and effort into these things, it's nice to walk with at least a little bit of $$$

the banner idea is great too, again going along with building an identity

Re: Party / Event hosting checklist

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Re: Party / Event hosting checklist

^NICE!!

[QUOTE=Steve Graham;902016]8. if there is a large bar staff, make sure you have people working your nights that enjoy house music or at least can tolerate it, if they don't and the ones that work there don't like the music, maybe request to bring in someone you know that bartends and likes EDM. nothing is worse than throwing a party and looking over and the bartenders can't be bothered to be there. if they're happy and dancing around and acting like they're enjoying themselves it will make for a much better atmosphere. trust me i've seen and heard bartenders going on about "techno" blows, or this music sucks.. you'll have your followers of course, but if other people come in and they may not exactly be into the music, their server/bartender can have a big influence on them staying, leaving, or coming back at all. you'd think they would want to make money, but some people aren't that bright and will stand there looking pissed off because they don't like "techno" lol [/QUOTE]

All of your post makes a lot of sense Steve, but this one in particular is a small detail that I am sure is overlooked all the damn time. And actually it is vital, because the bartenders/servers are on the frontline interacting with the customers and if they are having a shit time, the customers are going to pick up on that and the night would really suffer.

On the other hand, if the bartenders/servers are loving the music, it makes an enormous difference.

Re: Party / Event hosting checklist

love the dj booth!

nice laid out info list there Adam, it does seem like A LOT of stuff to organise and remember, but once you have a few under your belt, most it becomes second nature, and like anything, you're always learning :)

this boat party we're throwing will be my 7th, and it's still stressful, but with a good crew around you, it makes things a lot easier

added to that list should no one person should undertake more than they can handle, don't be afraid to ask for help! ;)

Re: Party / Event hosting checklist

[QUOTE=floridaorange;902022]^NICE!!

All of your post makes a lot of sense Steve, but this one in particular is a small detail that I am sure is overlooked all the damn time. And actually it is vital, because the bartenders/servers are on the frontline interacting with the customers and if they are having a shit time, the customers are going to pick up on that and the night would really suffer.

On the other hand, if the bartenders/servers are loving the music, it makes an enormous difference.[/QUOTE]

thanks John, this is holding very true at our monthly 'Cookin' parties, the bar staff we have is great, they get involved with us and it's like we are all working together, and even when the crowd thins out near the end of the night, they are there with a smile on their face, willing to stay until the last person needs a drink :)

Re: Party / Event hosting checklist

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Re: Party / Event hosting checklist

i've thrown a LOT of wicked parties, and you're already ahead of the game with that list. nice one pickle. never really involved a lot of other people though, so that much detail wasn't as necessary for me as it is for you with so many cooks in the kitchen.

this is a really cool point, and why we do it:

[quote]It's all worth it, when you're standing there at the end of the night.[/quote]

Re: Party / Event hosting checklist

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