Planning a Concert
A concert can be a fun and successful event if planned well! Remember to utilize all your resources, beginning with the very friendly staff at the Office of Student Life! Experienced advisors are ready to assist you in planning a great concert. Come meet us at 102 Sproul Hall or call at 510.642.5171 between 10 and 4 to make an appointment with an advisor. You can also send an e-mail to osl@berkeley.edu.
The Location and Getting Started Note: Amplified sound for a concert is permitted outdoors only in Lower Sproul between 12 – 1 PM and 5 – 7 PM. If you wish to hold a concert outside of these times or in a different outdoor location, you must make a special request (see next section for instructions). Determine TIME, LOCATION, SPACE (consider # of people) o Do you wish to be indoors or outdoors? o Day or night? Pick a Location: There are many locations on-campus to hold a concert. Here are the most popular ones. o Lower Sproul Plaza (Outdoor): Amplified Sound allowed during the hours of 12 noon-1 and 5pm-7pm Reserve space through http://osl.Berkeley.edu For power or to rent sound equipment from ASUC, contact Nelda Johnson in 23 MLK or by phone at 642-1141 There is no cost to use this space o Pauley Ballroom (Indoor): Located in MLK Jr. Student Union (also contact Nelda) If your group is ASUC sponsored, apply for a rental fee waiver from 2nd floor of Eshleman Hall. Costs for labor and equipment still apply. You can view the rates at http://asuc-aux.berkeley.edu/rates.html This space can hold approx. 900 people o People’s Park (Outdoor): Located between Dwight Way & Haste St. above Telegraph Ave. Contact Devin Woolridge (Site Coordinator) at 642-3255 for reservations There is no cost for a student organization to use the park http://calinthecommunity.berkeley.edu/programs/CIC_2002_08_22_25.htm o Wheeler Auditorium (Indoor): Reserve through Cal Performances (642-5550) There are costs to use this space o Zellerbach Hall (Indoor): Reserve through Cal Performances (642-5550) There are costs to use this space Book your performers. Think about who you want to perform. Also figure out, how they will be paid? (Contact your advisor for help with signing a contract). Also take a look at our sample Artist Contract. Submit FUNDRAISING REQUEST FORM to OSL if you plan to charge for tickets or accept donations. Submit FOOD PERMIT FORM to the Office of Environmental Health and Safety if you plan to serve or distribute food. Remember: Planning a successful concert requires at least 1 –2 months of planning and a dedicated group of at least 10 people to help
A Special Request Letter (for Outdoor Sound outside permitted times) Write a letter addressed to Dean Kenney and submit it to your OSL Advisor, requesting a “special request” for your event if you wish to have it on Lower Sproul outside the permitted times. The purpose of this letter is to let the University know that things are well-planned and will be conducted safely without disruption to regular University activities. The letter should outline the following: Date, location, start and end time of event Exactly what activities will be taking place Who your targeted audience is, and how you intend to publicize If using amplified sound and it is outside 12-1, 5-7 sound times, include the following information: What is the compelling nature of this event Where the band will set up Who will be monitoring the sound Who will be supplying the equipment Statement from advisor that all surrounding building coordinators have agreed to the amplified sound exception. What safety precautions will be taken? The following safety considerations should be included in the letter and planning of the event: Description of how you will provide for the safety of your audience, including volunteer security or UCPD. Contact name and number for responsible person on day of event. Outline how you will inform everyone of this phone number. Publicity There are a variety of ways to publicize a concert. But, don’t just use the regular methods like flyers, get creative! Flyers: you may flyer on Sproul, bulletin boards in classrooms, Residence Halls (with permission), or the University Bulletin Boards behind glass cases (with a $70 dollar fee) Sandwich board on Sproul Tabling on Sproul to promote event Daily Cal ad (www.dailycal.org), or listing in the Daily Cal - Arts & Entertainment calendar Networking (live.Berkeley.edu) Office of Student Life E-news (is sent every other Thursday). Send posting to osl_newsletter@yahoo.com Email appropriate listservs KALX, Cal’s radio station (http://kalx.berkeley.edu) ASUC Events Calendar (post at www.asuc.org) Ask educational departments to email it out Banner on MLK Your Student Organization Website Equipment to think about Many bands have a Technical Rider, which explains what equipment they need to perform. This generally includes sound, staging, and lighting, but may also include dressing rooms, publicity, catering and more. Ask your performer if they have a Rider. This will help guide you in your production and take the guess work out of your planning. Staging: Almost every concert has a band on stage. If you are inside, your hall most likely has a permanent stage. If you are outside you will most likely need to provide a portable stage.
When renting a stage, remember that it must be of good quality to support a lot of weight, and will need to be big enough for both the band and any props or lights as well as you sound equipment. Sound: Its all about the music. And if you can’t hear it, what’s the point? If you are in Lower Sproul the ASUC has P.A. equipment for rent. If you are inside the venue might already have a sound system. If not you might need to rent one. The sound equipment depends on both how big your band is and what their technical requirements are, as well as how big your space is and how many people you expect to come. Don’t be afraid to ask both the band and venue about what they recommend. Lighting: Whether you’re inside or outside your audience will want to see your performer. Lighting can range basic room lights on a stage, to extensive and elaborate shows. Power: Don’t forget that almost everything from sound, to lights, to the band’s guitars all need electricity. Talk to your venue manager about what power sources they have and find out if they can meet your needs. For lower Sproul contact Nelda in the ASUC Auxiliary for power. Other: Many other things are often needed such as tables, chairs, carpet, and canopies or tents if outside. Don’t forget to think about the details. Things to get donated Water (especially if the show is outside in the heat) Tickets (if you plan to charge admission or need to control the number of people attending) Snacks T-shirts or other merchandise Tips for Planning and Questions to Consider How much will you charge per ticket (if there is a charge) Who will sell/collect tickets? Will you stamp people who attend the concert? Will you use a cashbox? Who will guard it? How will you deposit the money? What is the minimum and maximum number of people you need to attend? Who will setup/ takedown? Who will do tech/stage support? Sound check? How will you accommodate performers? Is there a nearby location for performers to park or load equipment? Is there a room nearby for a dressing room if they need one? Do you require security? How will they be identified (armbands, badges, shirts)? Do you have First Aid available? If this is a nighttime performance, do you have proper lighting? (People want to see the band) If this is a daytime concert, do you have proper equipment to shade from the sun? Will you have a halftime show or intermission? In case of rain, will you cancel, reschedule, or will the show go on? Better yet, do you have an indoor location as a back-up? Do you need chairs? How many? Or, will people stand for the whole concert. Resources for Planning a Concert Grounds and Recycling and Refuse Services o http://physicalplant.berkeley.edu/grounds.asp Tables, Chairs, Equipment Rentals o http://www.bsvrm.berkeley.edu/Special.html Moving Services o http://www.bsrvm.berkeley.edu/Moving.html
UCPD (For Security and Special Needs) o (510) 642-6760, ucpolice@berkeley.edu, http://police.berkeley.edu/ucpdproserv.html Custodial Services (Remember to secure access to restrooms) o http://physicalplant.berkeley.edu/custodial.asp Parking and Transportation (Event Parking Needs) o http://pt.berkeley.edu/ Office of Environmental Health and Safety for Food Permits o http://www.ehs.berkeley.edu/whatwedo/healthsafety/foodpermit.html ETS (Technology/Equipment Needs) o http://ets.berkeley.edu/ClassroomTechnology/EquipmentInfo/ OMMT (T-shirt Design Approval) o http://ommt.berkeley.edu/students/studentinfo.html (For Students) o http://ommt.berkeley.edu/staff/index.html (For Faculty and Staff) Concert Ideas (In-depth 50 page Guide for planning large-scale and big budget shows) o http://www.concertideas.com/handbook/CIBookforWeb.pdf General Event Advising – Office of Student Life, 102 Sproul Hall o http://osl.berkeley.edu BUDGETING o Download a sample budget, which you can use to plan your event. Simply fill in the costs types of expenses, ticket prices, and number of people you expect and the spreadsheet will calculate how much you will make/lose. CONTRACTING o Download a sample Artist Contract. , which you can use to book your band or performer. Make sure to fill in the appropriate information. But always remember, it is best to get professional legal advice before entering into any contract. (Note: Although this sample has been provided by OSL, neither the Office of Student Life nor the University of California may be held liable for any claims resulting from its use.) Final thoughts… A concert is an extremely elaborate event full of a large amount of details. With all of this to do, how much time do you need to plan your show? Is 1 month enough? Do you need 3 months? Or 6 months? Remember that many facilities must be reserved far in advance. It is very helpful to develop a production and promoting timeline, and then stick to it. And remember, the more you can do in advance, the easier your life will be closer to the event. Whenever money is involved, you must have a budget. This will help you to stay on target and meet your goals. Make sure to include both big and small costs. Use our sample if you need help. Documenting all paperwork/procedures/policies during the course of planning the concert will help ease the planning of future concerts. After a successful concert, remember to: o Write an event debrief, which includes the strengths of the event and recommendations for future concerts. o Discuss the event with participants and event staff. o Send Thank You cards, letters, e-mails or make phone calls to those who helped you along the way! o CELEBRATE THE ACCOMPLISHMENT!