Organising large events - Festivals/outdoor events etc.

[Mickstape]

Hi people, i've been following a group on FB who have dreams of holding a BDO style event purely dedicated to urban and hiphop music as well as street art and the assosciated arts that conform to this genre. In a little over 6 weeks they've managed to get over 10k<woops thats 5k> members to sign up so its obvious that the wider hiphop and music community is willing to get behind something like this.

The people running the page have neglected to leave contact details or any info on who they are or represent, therefore i'm sceptical as to their "ability" to even comprehend the magnitude of what they are trying to achieve or even in fact achieve it.

My main queries here are so i can pass on a little helpful info to these guys<kids?>, i'm all for an event like this thus my willingness to contribute what info i can to them, it's also beneficial to me and the band/group i perform with as we would get a slot. I've suggested various insurance companies who handle events like this, such as actioninsurance and rural and general, plus links to the relevant ministers for arts in the various states. same goes with logistics and production companies. in regards to that one i think only norwest or jands could handle an event like that, but i may be wrong...

So far the main emphasis has been on who's going to perform and today they claim to have negotiated a preliminary deal with "one of the best rappers of all time" who, according to them, is willing to be onboard because he appreciates what they are trying for.

I've been trying to find out what they are doing about logistics, event management, insurance re:public liability and event insurance, federal and state approval from the necessary cabinet ministers, transport, advertising and a whole host of other more pressing issues but have had no luck so far. I'm thinking that my legit questions are not being answered by the admins because they have not even considred these issues or that they have considered this and it scares the living shit out of them.

So i'm asking you lot what exactly needs to happen for an event like this to proceed. I've covered most of the more important questions above but i'm wondering if there is anything i'm forgetting. Also i wonder if the federal government has grants to help fund something like this, i figure that the original festivals had to have had a help along somewhere from the government, either at a state or federal level, i've checked a few .gov sites but cannot get concise info in regards to grants.

Perhaps you can recount some f your own experiences in this type of thing.

Cheers. <i wasnt sure whether to post here or in the other section, if it needs to be moved then im sure you will move it>

[Mickstape]

i thought i might post a link to the fan page. you may be able to glean a better understanding of the lack of "understanding".

http://www.facebook.com/pages/Aussie-Hi ... 5&topic=37

[Sammas]

Hmmm. Sounds intense!

In no particular order:

Ticket pricing.
Sponsorship.
Staging.
Lighting.
Sound.
Performers (dressing room/artist area/accommodation/transport).
Catering (food, alcohol, punters and artists).
Sanitation.
Power.
Vendors.
Security.
Venue (access, staging, sound, lighting, performers, vendors, sanitation, security, etc).
First Aid.
OH&S(!)
Contracts.
Insurance.
Accountancy.
Publicity and marketing.
Weather & other contingencies.

There are probably plenty more to add to that as well.
I have been involved in a huge bunch of large events from the brit awards, to madonna tours to good vibes in varying levels. What
they are proposing isn't a simple task. Every part of the project is bound and entwined by every other part. From truck schedules, to truck ways to forklifts to times frames to security to power to oh&s to catering. Shit man. Every aspect relies on and affects every other aspect. The only words of wisdom I have are either get an accomplished festival organiser/site manager to help or else start small. All of the big named festivals didn't start at 100,000 people attending and multiple stages. They started small and were developed year by year. Big festivals like good vibes are still absolute arse-fucks from a logistical point of view. Wet weather delays everything by days which is potentially catastrophic if it's the load in.


Screw the artists at the point. You need a goal. Put it in writing and expand from their.

[Mickstape]

Hey Nath, i should mention that i'm not affiliated or involved...yet.

i really think that these guys need someone who is truly "involved" in matters like these to give them a heads up, as i mentioned the important issues are ones i've raised but to no avail.

I've sent a few emails and such to various heads in the industry, they pretty much tell me everything i already have mentioned along with what you have said.

It's frustrating because i genuinely believe that this event has promise but after all the talk and babble no-one seems to be walking the walk.

And although i'm keen on the idea there is a limit to how much info and questions i can demand from these guys before they start to find my queries irritating...

I guess its just a matter of waiting and watching.

[wez]

1) you get a lawyer

2) you engage an event planner/coordinator.

the rest is just F@#$ing hard work and details.

if you don't do at least the first one, it's either not going to happen or you'll wish it hadn't.

[Mickstape]

1) you get a lawyer

2) you engage an event planner/coordinator.

the rest is just F@#$ing hard work and details.

if you don't do at least the first one, it's either not going to happen or you'll wish it hadn't.

Thanks Wez, i neglected to mention that one....gotta have a suit for all the things you don't want/need to worry about.

[musikwerks]

Public Liability Insurance.