Organizing Music Events

Sanata Dharma UniversitySeptember 10, 2016

How to Plan & Make Your Plan Works

The coolest gigsyou’veever seen?

4 KeyAction Steps

1. Concept2. Planning3. Execution4. Evaluation

1. Concept – GOALS•What event do you want to create?

Exm: Korean music concert with traditional instruments, e.g. gamelan

•Why do you create the event? Is this reason unique?

Exm: Korean music is currently trending, but we want to preserve identity as Indonesians.

•Who are the target audience?Exm: young people age 16-24, esp. fans of Korean music

•What is your mission?Exm: to change young people’s mind about traditional instruments and music

•How will you achieve your goal?Exm:• Make a research/survey on Korean music

industry• Decide musical composition and stage act• Plan an eye-popping decoration• Get funding from both Korean and Indonesian

brands• Get support from local radio stations• Plan effective promotional approach

• Is this plan feasible?Is your plan realistic enough? Or is it too idealistic?

1. Concept – STRATEGY

2. Planning – DATE, VENUE, TALENTS•When will you carry out the event? Make a timeline

Exm: in the next six months•Where will the event be?

Exm: in one of the campuses in Jogja that has the biggest number of Korean music fans

•Who are the talents/performers?Exm: local talents with guest star if possible

• Other unique value proposition?Exm: • Decoration and costumes will be the combination of

Korean and Indonesian’s traditional.• Guest speaker(s) presenting topics on Korean and

Indonesian cultures

2. Planning – THE TEAM• Choose a leader who is:• Trusted and responsible• Good at details but can see the big picture• A communicator and problem-solver• Can see his/her and other people’s

strengths and weaknesses• “The right person on the right place”

2. Planning – RUNDOWN• Pay attention to the latest trend or what’s

going on in the related market. Find inspiration!• Break rundown into 5 parts, write down details

of each part:• Opening• Transition• Rising point• Climax• Closing/resolution

• Imagine you were the audience: will you be bored, what will you think?• Don’t forget Plan B, Plan C, Plan D….. Plan Z• Above all, don’t forget the human aspects

2. Planning – BUDGETING & PROPOSAL• Venue• Talents (performers, MC, guest speakers, etc.)• Musical & stage instruments (screen, lighting, sound

system, etc.)• Rundown• Promotion• Decoration• Documentation (photo, video)• Sponsorship• Food & beverage• Transportation• Safety procedure• Etc.

3. Execution – THE D-DAY• Preparation & checklist• Sound-check & general rehearsal• Last brief: coordination chain, Plan A-Z• The show!

4. Evaluation – WHAT’S NEXT?•Debrief:• What’s good, what’s bad? Make feedback

instead of arguments.• What can we do to make a better event?

•What’s next?• Send gratitude

Thank youDownload presentation:bit.do/sexenworkshopQuestions:Twitter or Instagram: @cindynara