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Thinking about getting Factory Floor to play up here in Newcastle... If thats at all possible...
bands (i presume factory floor have an agent, so you'd need to go through them)
tickets (venue might be able to sort out online sales, if not wegottickets + any local record shops?)
making sure you have backline
flyering/posters (target well, don't flypost)
someone to DJ before/between/after bands
someone to work on the door
someone to stage manage
maybe someone to do merch
it depends on what sort of night you want to put on but definitely make sure the venue is booked, is of decent enough size so you can break even potentially. make sure you get adding people to a facebook group now, and if bands are sharing equipment then that needs to be sorted ASAP. make sure times are CLEAR and are well published (so many times we've have people still not knowing when bands are on and shit). if you're generous, a rider is always good too, and DJing before/between/after bands is pretty vital, so make sure you know the details about that (how you're doing it, if the venue/you have the equipment etc. also make sure you don't get fucked over on room hire (a lot of venues round here require you to make a certain amount on bar sales or they'll charge you up the fucker). expect to lose money though, be prepared for that. ramble ramble i don't know if i said anything helpful here.
but get the actual gig booking done fairly early, eight weeks in advance at least. Knowing every piece of equipment is covered going into the night in kitshare terms is vital if you don't want to waste an hour running round practice rooms and so forth.
Also be wary of booking agents as they don't always play ball, either in what they charge - I tried to put on a band who at the time hadn't released anything and got quoted more than £100 for what I'd specified would be a support slot - or just getting back to you. Especially, say, that of a well regarded but not huge northern trio who probably would gladly play, especially as not only do they follow you on Twitter and so does one member individually, but their booker doesn't respond to enquiry emails of either yourself or another local promoter despite a year's trying on and off.
the most obnoxious bands possible who will sneak in their own booze hidden in guitar cases and then proceed to tell the audience to help them "smash shit up". give the bands some glasses to smash too! the bar has far too many and could do with the extra shelf space!
have the most inappropriate djs possible who will get bored of what they're playing after the first chorus of each song they play before skipping to something else. your djs should also be unable to control volume levels - keeping everything at the same level is boring for the audience and doesn't stretch the equipment to its full potential. those red lights are pretty, too.
there should be at least three changes of drum kit during the evening (including an electronic drum kit). sound engineers love the challenge!
be sure to tell the venue or engineer at the very last minute that you've booked a ska band so "there may be more instruments than normal". never check the venue's tech specs to see how many mics they have - just assume they have enough at all times. in fact, don't tell them at all - they love surprises!
it doesn't matter if you need to cancel your event at any time. we people at venues love it when you cancel on the day of an event as it means we can just let people in free anyway and it's not like we actually need your business!
hand out as many flyers as possible in rival venues - they like to see that everybody contributes to the local scene.
be sure to book bands who have 11 other shows in the area that same week as it means they'll be super tight by the time they get to play your show. don't worry - the bands gain more fans with every gig they play.
don't worry - it's OK if the bands carry on playing after the venue's live curfew time. we actually lie to promoters about curfews as, really, the staff are lazy and want to go to bed early!
giving the door cashier 8 pieces of A4, hand-written guestlists in non-alphabetical order is perfectly ok. it's your guestlist - you can do what you want.
yes, you're right - we did only give you a £40 float, not £100!
was that band on a £100 guarantee? but you haven't made enough money to cover it? they will be fine with a fiver.
don't bother having any financial deals down in writing. a confirmation of the show via twitter is fine enough.
get as drunk as possible on the night - you want to have a good night after all.
it's fun to do this. stressful but definitely worth it. don't give up hope now bud. don't pull a scrilly here on me.
There are several elements involved to do this.
1) Costings - make a budget. Arrange in your mind a ticket price, venue capacity, rider, insurance (Public Liability), PRS, marketing costs, suggested band fee.
2) The Agent - make an offer and see if the band is available. You'll have to announce your costings. The agent will ask or say what ticket price would be best, you can argue and arrange something. Treat the agent well, put a good show on, he/she could bung you more shows...
3) Have friends help you. You'll need a runner/driver to help deliver rider probably and then work on door (box office).
4) Depending if the band are touring you might need to contribute to adverts/marketing national. Be aware of this.
As for your own Marketing...just nail it...flyers, flyering, local radio, rags, paper, online etc...be pro-active.
5) Good luck...and be prepared for anything. If you've done your costs right and got tickets in place, you'll maybe make some cash.
*should* be covered in the cost that the venue quote you for their hire. (and maybe door staff too)
If your show is in Newcastle, and isn't on the planned route of a band's tour, be prepared for their fee to be expensive enough to cover the cost of a one-off return journey/van hire. Also be prepared to put them up for the night and provide food.
if you can then i recommend either doing a few low key gigs or being someone's wingman so you can learn a few things before jumping into a gig you want to be a huge success.