These are some general topics that cover the basic needs for a concert. The sponsor is required to provide all staging, sound, and lighting, as well as all the necessary personnel to operate them.
There may be times in which the sponsor will be responsible for providing instruments and amplifiers (this is usually true of dates in which travel includes flights).
A basic setup would look something like this:
Stage - 20’ X 30’ (typical stage size) complete with a backstage area (a place to eat, prepare and pray, usually called the "green room"), side entrances, and a drum riser (typically 8’ X 8’).
Sound - 16-24 channel mixing board complete with graphic EQ, effects processor, and capable of a minimum of 5 monitor mixes. Enough amps and speakers (including sub-woofers) to satisfy the rooms sound needs comfortably (generally no less than 2000 watts of power). Microphones would include a complete set of drum mics, instrument mics for guitar amps, high quality hand held vocal mics (typically 3-4), and handful of direct line boxes (6-8).
Lights - Lighting is important and often overlooked. Good lighting should include focusable front lighting, usually white (canned lights and/or a follow-spot) and an array of colored lights illuminating the stage and players. The lights should be controlled by a light board that has various chases and settings so as to follow the tone of the performance. Important--fluorescent lights or normal house lights do not make for effective stage lighting and should be used for house lighting only.
Power - Clean, easily accessible, and reliable electricity is important. There should be enough circuits so that the sound, lights, and instruments are all safely on different circuits. Be sure to locate the circuit breaker in case of a power failure.
OTHER REQUIREMENTS
In addition to the preparations for the venue and the stage, there are other things that need to be thought of when inviting an artist to perform at your event. Keep in mind, we are on the road for weeks or months at a time and your thoroughness in completing these requirements is much appreciated.
Transportation - If the artist is flying to your event, make sure that someone is there to pick them up at the airport with a vehicle that is large enough to handle artist, crew, their luggage, and their equipment. For a typical group of five to six people, a 15-passenger van is adequate. The artist will also need a vehicle to get around town for personal needs (going to hotel, running errands, etc.)
Lodging - A quality hotel is requested unless other arrangements have been made. Most hotels chains are sufficient. It is important to reserve clean, quiet, non-smoking rooms at a hotel close to the venue, convenient for shopping and dining if possible. Payment for the rooms should be made in advance and confirmation information should be provided to road manager before arrival.
Meals - If under the terms of the contract you are to provide meals for the artist, please keep nutrition in mind. We prefer to eat light or not at all before performing and have a full meal afterward. You have the option of providing a per diem for meals. Plenty of room temperature bottled water should be available at all times.
Concert Management - Upon arrival, and until the very last minute of the event, there should be a concert manager. This person should know everything about the event, be available at all times to answer any questions, and help solve problems.
Merchandise - Please provide two 6’ tables and several chairs in the concert area’s lobby entrance for merchandise. Two responsible volunteers should be provided to operate the selling of product. No concession fees or percentages will be paid to the promoter or venue without prior written consent.
Prayer Time - Finally and most importantly, we ask that you and your staff pray for the event. Pray for the people, the artists’, and any specific needs for the event. We would like to meet with you and your staff in prayer shortly before the event begins.
We thank you in advance for your efforts--please feel free to contact us if you have any questions about how to prepare for your concert or event.
