Logistics of Event Planning

Here is Part 1: http://www.digitaldjtips.com/2011/09/how-to-promote-events-throw-your-own-parties-part-1/

I am in the midst of “updating” them for the modern times…but the info is still relevant.

Throwing an event can have loads of variables in the mix. You have to first have an idea and secure a solid venue for it. As I stated, don’t just take the available venue…find the right venue.

You have to plan out what the evening will be, how you’ll be a value to those who attend, and how you can avoid losing money in the process. Costs could include a venue rental (if this isn’t just some club/bar night), staff to work the event (if it’s not included), potential acts you’re booking to be there (and any riders they request), any sounds/gear/lights you might have to rent (if the venue has none), promotional materials, any refreshments you’re selling (if the venue isn’t doing it), and those small costs that pop up out of nowhere.

MY SUGGESTION: If you’re a neophyte, then hook up with an established promoter. Help out, show ambition, be responsible, and work hard. Believe me, most crews are usually made up of 1-3 dedicated folks and loads of mooches hanging on for free drinks, free entry, and potentially small amounts of money for supposedly “promoting”. Be one of those dedicated and the promoter will take you places.

If you want to go on your own, then find trustworthy partners and start small.

I would like to take stab into this based on my own experiences, rules and restriction apply and what-not,
This applied only for basic simple private parties, and the prices applied only in my local area (easier to calculated and explained),

The Venue: (can hold up maybe up to 30-40 people)
– A Presidential Suite, comes with
a. its own karaoke system,
b. 2 bedroom with its own bathroom,
c. a jacuzzi,
d. a stand up showers,
e. choices of variety of alcoholic bottled,
f. own DJ booth, with standard (old) CDJ 1000 and a mixer,
g. decent soundsystem, and so so lightning,
Cost : ~ $ 975.02

DJ Gears: (if you decided to rent your own)
– CDJ 2000 Nexus + DJM 900 Nexus
Cost: ~ $ 162.50

High end models,
Cost: ~ $ 65.00 (per head, just for showing up)

The entrance fee for those who like to participate in this private party,
Cost: ~ $ 170.00

To break even, all you need like just 7 participants, more would granted you a profit

Me and my college buddies are making party like that today. We have talked with owner of smaller club in my city,told him how many people we will manage to get in the club. It is important that you make good impression on person,and that you are not some kind of punk just wanting to get wasted. Terms are that we can bring our own music,drinks and he gets money from tickets. And ofc we can’t brake anything during the party because we will need to pay for it.
If we are going into numbers It’s like 60 people from my college that is going to be there and almost everyone is going to bring someone and that number will jump easy to 120-200 people. And for club that size is pretty decent.
And make sure you have around equal number of girls and boys,you don’t want drunk horny college guys starting fight over who is going to buy 1 girl a drink. XD That are all the tips I can give you,don’t go crazy and invite everyone and then pay club owner huge money for damage done to the club.
This way you will not make money,but at least you get to dj event for large number of people,and if you can bring that many people to club,who says club owner wont call you next time to do the same but he will pay you something for it.
This is great for every beginner dj,and if your night goes bad who cares most of those guys are your friends,and you look cool because your dj and you did the thing you love to do.

Uhm … when have you got my gigs set up and my tickets in the mail?