Playing live is one of the greatest pleasures a musician can have. But before you can experience the thrill of playing live, there's a (slightly less rock'n'roll) step you have to take: organization. Finding a venue, managing the technical side of things, filling the room... Let's face it, it all takes a bit of work.

But the good news is that organizing a concert isn't just for event professionals! Whether you're a solo musician, in a band, or simply an enthusiast, it's perfectly possible to organize your own concert. All you need to do is anticipate the steps involved and avoid the classic pitfalls (such as discovering on the big day that the venue has no sound system...).

So who can organize a concert? What do I need to think about beforehand? What regulations need to be respected? We give you all the keys to a successful concert without any false notes.

Who can organize a concert?

• Musicians themselves: want to play to an audience without waiting for an invitation? Start your own concert! You control everything: the venue, the program, the atmosphere.

• Associations and collectives: many musical events are organized by associations. If you're part of a collective, it's often easier to get access to venues, grants and a network of musicians.

• Professional venues and organizers: some venues organize their own programming and look for artists. If you want to play, don't hesitate to contact bars, concert halls or cultural centers to propose a project.

🤝 Alone or in a team?

It all depends on your ambition. Setting up a small concert in a bar can be done on your own (or with a motivated friend). But if you're planning a real stage with sound, lights and a ticket office, it's best to surround yourself with a few allies (technicians, communicators, volunteers...). The idea is not to carry everything on your shoulders. Performing on stage and organizing the event at the same time is a challenge. So surround yourself well!

How to organize a concert?

1. Managing the budget

Organizing a concert has its costs, and you don't want to run out of money before you've even taken the stage. Here are the items you need to anticipate:

• Venue rental: some venues charge a fixed fee, while others charge a percentage of admissions or the bar.

• Technical equipment: if the venue doesn't provide sound and lighting equipment, you'll have to rent it (or find a sound engineer with the right equipment!).

• Communication: poster printing, online advertising, flyers... A small promotional budget can make a big difference.

• Artists' and technicians' fees: if you're inviting other musicians or need to hire technicians, you'll need to plan their remuneration.

• Ancillary costs: accommodation, food, transport... All this can quickly add up.

💰 How can you finance your concert?

If your budget is limited, here are a few solutions:

• Ticketing: selling pre-sales secures a minimum income before the big day.

• Sponsorship and partnerships: local brands or businesses may be interested in sponsoring the event in exchange for visibility.

• Subsidies and grants: some municipalities or cultural associations can provide financial support.

• Crowdfunding: appealing to your community via a participatory platform can help cover some of the costs.

Draw up a realistic budget and always leave a small margin for unforeseen circumstances. A cable to buy, a poster to reprint - it happens more often than you think!

2. Find the right room

It all starts with the choice of location. And here, there's no question of rushing! Before dreaming of a packed Olympia, ask yourself the right questions:

• What's the right size for your audience? Too small, and you'll turn people away. Too big, and the atmosphere can be cold.

• What kind of atmosphere do you want to convey? A folk concert in an old theater? Magical. A punk concert in an overly chic venue? Less coherent.

• Does the venue have good acoustics and a sound system? Is there any equipment on site, or do you have to bring your own? Some venues are designed for live music, with a good sound system and a sound engineer on site. Others require you to hire additional equipment.

• Is it accessible by public transport and for PRMs? Your spectators need to be able to get there easily. Think about public transport, parking and accessibility for people with reduced mobility.

Visit the venue beforehand to get a feel for it and anticipate any technical requirements. There's nothing worse than discovering a misplaced electrical outlet or a stage that's too narrow on the big day. Check every detail. A good venue is often overbooked, so anticipate and book in advance!

The advice of Marin Fauvel - musician: "Playing in a small venue can be a real challenge. You have to make sure you can fit the whole band in and transport the equipment easily. What's more, in big cities, you have to be careful about noise. Unfortunately, many bars are no longer allowed to have acoustic drums, for example. So it's an important factor to take into account when choosing a venue."

🎸 What kind of venues can you use for your concert?

• Clubs: perfect for electric concerts, intimate atmosphere and big sound. Often equipped with sound/light equipment.

• Community halls: ideal for independent or alternative concerts. Often more affordable, but check the equipment available.

• Concert bars: relaxed atmosphere, perfect for small acoustic sets or first concerts. Beware of noise levels if the bar is in a residential area.

• Public spaces (parks, squares, etc.): great for open-air concerts, but you'll need to obtain authorization* and deal with technical constraints (electrical connections, sound systems).

*depending oncity and municipality

3. Build a strong team

Even if you're a jack-of-all-trades, having a solid team to organize your concerts is the key to success (and saves you a lot of stress). Adapt your team to your project.

• The technical manager: the maestro of sound and lighting. He makes sure that the sound system is up to scratch, that the microphones are working, and that the balance is properly adjusted.

• The event coordinator: he or she manages the timing, the order in which the artists perform, and any last-minute unforeseen events. In short, he's the conductor behind the scenes.

• The communications manager: what's his job? Bring in the crowds! He manages social networks, posters and contacts with the local press.

• Reception and ticketing: these are the first faces your audience will see. They manage admission and merchandising, and create a good atmosphere as soon as spectators arrive.

• Volunteers: don't underestimate their importance! They are often indispensable for setting up, dismantling, or lending a hand on site. Friends, musical acquaintances, members of associations... You'll be surprised how many people are willing to lend a hand.

4. Deal with administrative issues

Organizing a concert is also (and above all) a question of paperwork. Less fun than the sound check, but just as essential to avoid unpleasant surprises.

Authorizations

If you're planning an open-air concert (in a square, park or street), you'll need a permit from the town hall. Remember to apply several weeks in advance. As for private halls or bars, these are usually already in order, but make sure that everything is in order (liquor license, concert authorization, etc.).

Copyright and SACEM

If you play cover versions or protected songs, you must declare your concert to SACEM. This enables the authors and composers of the songs played to be remunerated.

• How to apply? Fill in an online form on the SACEM website.

• Cost? Varies according to the size of the event and the price of tickets.

Insurance and safety

• Civil liability: essential to cover potential material damage or accidents.

• Security plan: for large events, you'll need to plan a security system (emergency exits, security personnel, etc.).

Contracts and fees

• Artist contracts: even between friends, a clear contract avoids misunderstandings about fees, hours, etc.

• Remuneration: if you pay artists or technicians, check your legal obligations (notes de cachet, URSSAF declarations, etc.).

5. Prepare the technique and anticipate unforeseen events

A good concert is above all about clean sound and well-managed lighting. And for that, you need to plan (a lot of) technical details.

Sound: make sure the venue has the necessary equipment (speakers, microphones, mixers, monitors). If not, you'll have to rent some. Once the equipment is in place, hire a good sound engineer to ensure quality sound. And above all, plan a sufficient sound check before the concert. This is essential for setting sound levels, checking returns and making sure everything's working.

Concerts and rehearsals: how can you protect your ears as a musician?

Lighting: spotlights, projectors, lighting effects... Here again, check if the venue is equipped. If your concert is of a certain size, a lighting technician can make all the difference in creating a dynamic atmosphere.

Technical contingencies: because a loose cable or a crackling microphone always happens when you least expect it. Prepare an emergency kit: extra cables, batteries, adapters, spare microphones... And check all connections before the concert. Because nothing's a sure thing, have a plan B: what if the power goes out? What if an amp fails? Have some quick solutions in mind.

Playing outdoors? Our tips for extending your iPad's battery life

The stage plan: draw a diagram of the stage, indicating who is where, where the instruments, microphones and monitors go. Share this plan with the sound and lighting engineer to save time on the big day.

Marvin Fauvel's tip for top organization: "To get organized, there's nothing better than making a checklist, especially if you play in several different bands. Depending on the different bands I play in, I make a checklist of the equipment I need to take, to make sure I don't forget anything. I've been known to play more than 2 hours away from home and forget the power sockets for my amps..."

🎶 Use Newzik for your digital scores and anticipate the organization of your set on the app: create a dedicated setlist, annotate your scores and make sure you have a clear overview in live conditions. No more fiddling with loose sheets and scores!

6. Promotion to fill the hall

A great concert without an audience? Wouldn't that be a shame? To avoid playing in front of three buddies and a barman, you need to take care with your communication. You don't need a huge budget, but a good strategy can make all the difference.

Before you start promoting, ask yourself: who is your concert for? Rock fans, jazz lovers, local audiences, students? Identifying your audience will help you choose the right communication channels.

• Communicate locally: target venues frequented by your audience (cafés, concert halls, universities) and distribute posters and flyers. Also contact local newspapers, radio stations and music blogs. You can also work with local businesses and associations to raise your profile.

• Use social networks: create an event on Facebook and invite your contacts. Ask your friends to share. Post teasers, rehearsal clips, engaging stories on Instagram and TikTok, if you're aiming at a younger target.

Marin Fauvel: "At each concert, we ask someone to film a bit, a friend or a videographer we hire. It gives us fresh content for our networks and shows what our live performances look like."

How do you organize a livestream concert? We explain it all!

7. The big day: keeping things running smoothly

The big day has finally arrived! To make sure everything goes smoothly, here are a few things to keep in mind.

• Arriving early is key. Allow plenty of time to set up and check all the equipment. Even if you've already done some testing, a final check of the final sound balance is always useful.

• Team briefing. Make sure everyone knows what they're supposed to do (welcoming the public, ticketing, technical, etc.). Set up a point of contact to deal with unforeseen events quickly.

• Welcoming the public. Provide people to manage entry, scan tickets and answer questions. Check that emergency exits are accessible and that the security team (if necessary) is in place.

• Timing management. Stick to the schedule to avoid accumulated delays. Leave yourself some room for maneuver so you can deal with the unexpected without stress.

Sound problem, artist delay, forgotten cable? Don't panic. The important thing is to stay calm, find solutions quickly and keep a good atmosphere 😉 Keep a bottle of water handy and remember to breathe. It's your concert, so make the most of it!

Tendency to stress? Our tips for overcoming pre-concert jitters!

Organizing a concert: 5 classic mistakes to avoid according to musician Marin Fauvel

Even experienced musicians sometimes get caught out by details they don't think to check...

🚨 Forgetting to declare SACEM

If you're playing cover versions or protected tracks, remember to declare your concert to SACEM, otherwise you'll face penalties (and a hefty bill).

🚨 Not adapting your setlist

Playing for 45 minutes when you've been asked to play for 1h30, or playing one quiet song after another in a rock bar... it can quickly dampen the mood. Think of a coherent setlist adapted to the event.

Guide: 6 tips for preparing an effective setlist

🚨 Agree to play for free without a second thought

In the music business, playing without remuneration can be frowned upon. Some musicians refuse free concerts because they don't want to break the market. Before accepting, weigh up the pros and cons carefully.

🚨 Underestimating logistics

Playing across town without a car and with an amp under your arm? Complicated. Plan your transport and check the space available on stage before the big day.

🚨 Don't plan B outdoors

A concert in the rain is a nightmare (for both audience and equipment). Make sure you have a place to fall back in case of bad weather.

Are you putting on a concert? With Newzikto help you organize your concert and gain peace of mind on stage!

✅ Prepare your setlist in advance and access all your digital scores stress-free.

✅ Annotate and share your tracks with your musicians for perfect coordination.

✅ Import your backing tracks, videos and notes so you don't forget a thing on the big day.

✅ Play smoothly, without turning pages or losing track of the concert.

✅ Record your performances and add them to your library to analyze and perfect your playing after the concert!

👉 Ready to take the stage? Download Newzik and optimize your live experience now!