How to Organise a Gig or a Live Music Event - the Budget

Three times in the last month I've been asked the question, "what do I need to do to organise a gig?" In reality, when this question is asked it can mean several things: How do I find a venue? How do I sort out the PA? How do I get an audience? And so on.

But there is a stage before all of this: the budget. I would suggest that the moment you start thinking about organising an event you should write a budget. This budget spreadsheet informs you of most things that you will need to consider and will also show you the risk, projected profit and the breakeven point. A sample spreadshhet is available to download from this address http://www.josaka.com/features/2005/Organise-A-Gig/Event-PandL.pdf

If the budget numbers don't look like they are working perhaps the event is not the right thing to be running. If you don't like the level of risk, perhaps you aren't cut out to be a promoter.

So the start point is a spreadsheet. This should include all costs and all incomes. The key headings for costs should include: performer cost, PA, lighting, venue hire, marketing, box office costs etc. The income is likely to be largely ticket sales but don't forget the opportunity to add a sponsor to the event.

The spreadsheet will help you work out the breakeven point for the event i.e. how many tickets you need to sell to cover all costs. Every sale beyond breakeven is of course profit (exluding any box office commision). The added bonus of creating an event spreadsheet is that helps define all the key tasks to be performed.

The realisation of the forecasted numbers becoming actual figures suggests that all parties have got the deal they were looking for or agreed to. The sample speadsheet also illustrates that everyone else involved in the gig is largely earning a fixed fee and therefore the only person taking a financial risk is the promoter.

So if you are thinking of organising a live event I coomed you to work on the numbers first. This will help ensure you deliver a great show and have control over the money.

Kevin Harrington is the founder of josaka http://www.josaka.com the site that supports live music in Berkshire, UK. He is also director of marketing for Arkade http://www.arkade.com the mp3 distribution business.

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Grammy nominations a snooze - San Francisco Chronicle

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table border=0 width= valign=top cellpadding=2 cellspacing=7trtd width=80 align=center valign=topfont style=font-size:85%;font-family:arial,sans-serifa href=http://news.google.com/news/url?sa=Tct=us/6i-0fd=Rurl=http://www.guardian.co.uk/music/2008/dec/03/american-folk-singer-odetta-diescid=1277071964ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNHKTOoWXBQtpb_lRjNJA-wMCTXeCQimg src=http://news.google.com/news?imgefp=24A267z05tgJimgurl=static.guim.co.uk/sys-images/Music/Pix/pictures/2008/12/03/Odetta276.jpg width=80 height=48 alt= border=1brfont size=-2guardian.co.uk/font/a/font/tdtd valign=top class=jfont style=font-size:85%;font-family:arial,sans-serifbrdiv style=padding-top:0.8em;img alt= height=1 width=1/divdiv class=lha href=http://news.google.com/news/url?sa=Tct=us/6-0fd=Rurl=http://www.google.com/hostednews/ap/article/ALeqM5gBqnIyFhSolTj4oJA6syBErZnlTwD94RDC101cid=1277071964ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNHkXViboylTaG4aecicsxRHJdYG_wFolk bmusic/b, civil rights legend Odetta dies at 77/abrfont size=-1font color=#6f6f6fThe Associated Pressnbsp;-/font nobrDec 3, 2008/nobr/fontbrfont size=-1First coming to prominence in the 1950s, she influenced Harry Belafonte, Joan Baez, Bob Dylan and other superstars of the folk bmusic/b boom. b.../b/fontbrfont size=-1a href=http://news.google.com/news/url?sa=Tct=us/6-1fd=Rurl=http://www.latimes.com/entertainment/news/music/la-me-odetta3-2008dec03,0,5935187.storycid=1277071964ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNHgvbxFME8JMLRplfdiKI7g3-zZ5QOdetta Holmes dies at 77; folk singer championed black history b.../b/a font size=-1 color=#6f6f6fnobrLos Angeles Times/nobr/font/fontbrfont size=-1a href=http://news.google.com/news/url?sa=Tct=us/6-2fd=Rurl=http://www.associatedcontent.com/article/1266418/inspirational_folk_music_legend_odetta.htmlcid=1277071964ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNFHUB2MNN8FZCHCDE-pCv9fWlkULgInspirational Folk bMusic/b Legend Odetta Dies at 77/a font size=-1 color=#6f6f6fnobrAssociated Content/nobr/font/fontbrfont size=-1a href=http://news.google.com/news/url?sa=Tct=us/6-3fd=Rurl=http://www.nydailynews.com/entertainment/music/2008/12/04/2008-12-04_odetta_left_message_of_hope.htmlcid=1277071964ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNHMOJgTHVysPKBEXCdKs08KplTNJwOdetta left message of hope/a font size=-1 color=#6f6f6fnobrNew York Daily News/nobr/font/fontbrfont size=-1 class=pa href=http://news.google.com/news/url?sa=Tct=us/6-4fd=Rurl=http://www.buffalonews.com/494/story/513025.htmlcid=1277071964ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNFEKoMpbk1BSsti94Oj-iOXYUZnVwnobrBuffalo News/nobr/anbsp;- a href=http://news.google.com/news/url?sa=Tct=us/6-5fd=Rurl=http://news.bostonherald.com/entertainment/music/general/view/2008_12_03_Folk_world_mourns_legendary_Odetta/srvc%3Dhome%26position%3Drecentcid=1277071964ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNH53w88ElS3g35wVjXGwZTTuV54gwnobrBoston Herald/nobr/a/fontbr/font class=p size=-1a class=p href=http://news.google.com/news?sourceid=navclientie=ISO-8859-1rls=GGLG,GGLG:2005-22,GGLG:enncl=1277071964hl=ennobrall 636 news articles/nobr/a/font/div/font/td/tr/table

The LA Times music blog - Los Angeles Times

table border=0 width= valign=top cellpadding=2 cellspacing=7trtd width=80 align=center valign=topfont style=font-size:85%;font-family:arial,sans-serifa href=http://news.google.com/news/url?sa=Tct=us/7i-0fd=Rurl=http://www.welt.de/english-news/article2825445/Lil-Wayne-Coldplay-lead-Grammy-nominations.htmlcid=1277325825ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNF3vx6jIBjyeaHb4eVGM7y3Eoe5JQimg src=http://news.google.com/news?imgefp=N0bZLE0ObWEJimgurl=www.welt.de/multimedia/archive/00713/eng_grammy_gbs_BM_B_713467g.jpg width=80 height=57 alt= border=1brfont size=-2WELT ONLINE/font/a/font/tdtd valign=top class=jfont style=font-size:85%;font-family:arial,sans-serifbrdiv style=padding-top:0.8em;img alt= height=1 width=1/divdiv class=lha href=http://news.google.com/news/url?sa=Tct=us/7-0fd=Rurl=http://www.latimes.com/entertainment/news/music/la-et-nomsrecap5-2008dec05,0,2712476.storylinkcid=1277325825ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNEwbBNEhnWxQ_XMgx7PwDlshWbt_wThe LA Times bmusic/b blog/abrfont size=-1font color=#6f6f6fLos Angeles Times,nbsp;CAnbsp;-/font nobr9 hours ago/nobr/fontbrfont size=-1Robert Plant and Alison Krauss didn#39;t just make extraordinary bmusic/b when they teamed for their quot;Raising Sandquot; album. They also gave Grammy voters everything b.../b/fontbrfont size=-1a href=http://news.google.com/news/url?sa=Tct=us/7-1fd=Rurl=http://www.nydailynews.com/entertainment/music/2008/12/04/2008-12-04_farber_music_sales_won_this_years_grammy.htmlcid=1277325825ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNEvXtzVLD_5HnMLu-t9IgitTqn9qQFarber: bMusic/b sales won this year#39;s Grammy nominations/a font size=-1 color=#6f6f6fnobrNew York Daily News/nobr/font/fontbrfont size=-1a href=http://news.google.com/news/url?sa=Tct=us/7-2fd=Rurl=http://www.cmt.com/news/nashville-skyline/1600757/nashville-skyline-grammy-nominations-acknowledge-country-music-excellence.jhtmlcid=1277325825ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNHzB2Sn1_7wEmYEAkDAiA9ukBybqANASHVILLE SKYLINE: Grammy Nominations Acknowledge Country bMusic/b b.../b/a font size=-1 color=#6f6f6fnobrCMT.com/nobr/font/fontbrfont size=-1a href=http://news.google.com/news/url?sa=Tct=us/7-3fd=Rurl=http://deseretnews.com/blogs/1,5322,5000017,00.html%3FbD%3D20081204cid=1277325825ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNEoSqVKJIC7m4MEKedFAn27PVdF2gBlog: bMusic/b Beat/a font size=-1 color=#6f6f6fnobrDeseret News/nobr/font/fontbrfont size=-1 class=pa href=http://news.google.com/news/url?sa=Tct=us/7-4fd=Rurl=http://www.washingtonpost.com/wp-dyn/content/article/2008/12/04/AR2008120400024.html%3Fhpid%3Dmoreheadlinescid=1277325825ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNEJciGSGoMsgSRTWpPYsC6bkNSibwnobrWashington Post/nobr/anbsp;- a href=http://news.google.com/news/url?sa=Tct=us/7-5fd=Rurl=http://www.bloomberg.com/apps/news%3Fpid%3D20601088%26sid%3DakfqxHjEjcNw%26refer%3Dmusecid=1277325825ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNGp7vADKvC9ZRjnyNY_vpJ7h0KPLwnobrBloomberg/nobr/a/fontbr/font class=p size=-1a class=p href=http://news.google.com/news?sourceid=navclientie=ISO-8859-1rls=GGLG,GGLG:2005-22,GGLG:enncl=1277325825hl=ennobrall 1,241 news articles/nobr/a/font/div/font/td/tr/table

Plans for Salzburg Sound of Music hotel hit sour note - AFP

table border=0 width= valign=top cellpadding=2 cellspacing=7trtd width=80 align=center valign=topfont style=font-size:85%;font-family:arial,sans-serifa href=http://news.google.com/news/url?sa=Tct=us/8i-0fd=Rurl=http://www.google.com/hostednews/afp/article/ALeqM5gg_FzdaQcdaoYWphpS6ZJwXlSAUQcid=1277189235ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNFfK8jZNZTeh7m13HrIB100DhQSRAimg src=http://news.google.com/news?imgefp=fOBk2Tq_Z2QJimgurl=www.google.com/hostednews/afp/media/ALeqM5jbzTowaPJxPzkTR6PGThwQHAmFiw width=59 height=80 alt= border=1brfont size=-2AFP/font/a/font/tdtd valign=top class=jfont style=font-size:85%;font-family:arial,sans-serifbrdiv style=padding-top:0.8em;img alt= height=1 width=1/divdiv class=lha href=http://news.google.com/news/url?sa=Tct=us/8-0fd=Rurl=http://www.google.com/hostednews/afp/article/ALeqM5gg_FzdaQcdaoYWphpS6ZJwXlSAUQcid=1277189235ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNFfK8jZNZTeh7m13HrIB100DhQSRAPlans for Salzburg Sound of bMusic/b hotel hit sour note/abrfont size=-1font color=#6f6f6fAFPnbsp;-/font nobr14 hours ago/nobr/fontbrfont size=-1VIENNA (AFP) — The former home of the Trapp family, made famous by the 1965 film quot;The Sound of bMusic/b,quot; will not re-open as a hotel after all following b.../b/fontbrfont size=-1a href=http://news.google.com/news/url?sa=Tct=us/8-1fd=Rurl=http://www.reuters.com/article/entertainmentNews/idUSTRE4B26UB20081203cid=1277189235ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNFhx8NS3Ok2Ai_byW4GBDw-1wPzLgAustria#39;s Salzburg resists quot;Sound of bMusic/bquot; hotel/a font size=-1 color=#6f6f6fnobrReuters/nobr/font/fontbrfont size=-1a href=http://news.google.com/news/url?sa=Tct=us/8-2fd=Rurl=http://www.playbill.com/news/article/123957.htmlcid=1277189235ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNGU_4bs8tfTBDgUKC63nYMkONrbTALondon#39;s Sound of bMusic/b to Close in February 2009/a font size=-1 color=#6f6f6fnobrPlaybill.com/nobr/font/fontbrfont size=-1a href=http://news.google.com/news/url?sa=Tct=us/8-3fd=Rurl=http://www.google.com/hostednews/ap/article/ALeqM5go2WL4mt2nJpTzegkFjh-7TryTIQD94R9PPG1cid=1277189235ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNEx0BNVl-a4HDdYL0DUWL9xM4HeCgPlan for #39;Sound of bMusic/b#39; hotel blocked in Austria/a font size=-1 color=#6f6f6fnobrThe Associated Press/nobr/font/fontbrfont size=-1 class=pa href=http://news.google.com/news/url?sa=Tct=us/8-4fd=Rurl=http://www.associatedcontent.com/article/1267052/mozart_vs_the_sound_of_music.htmlcid=1277189235ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNFEiHwdh5yTM8fbyIhQL9vBElPFkgnobrAssociated Content/nobr/anbsp;- a href=http://news.google.com/news/url?sa=Tct=us/8-5fd=Rurl=http://www.associatedcontent.com/article/1267014/sound_of_music_hotel_nixed_by_salzburg.htmlcid=1277189235ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNGnTvoMmzyrhADft0QABRr3hq67KAnobrAssociated Content/nobr/a/fontbr/font class=p size=-1a class=p href=http://news.google.com/news?sourceid=navclientie=ISO-8859-1rls=GGLG,GGLG:2005-22,GGLG:enncl=1277189235hl=ennobrall 309 news articles/nobr/a/font/div/font/td/tr/table

Music revs up this #39;Cadillac#39; - USA Today

table border=0 width= valign=top cellpadding=2 cellspacing=7trtd width=80 align=center valign=topfont style=font-size:85%;font-family:arial,sans-serifa href=http://news.google.com/news/url?sa=Tct=us/9i-0fd=Rurl=http://movies.nytimes.com/2008/12/05/movies/05cadi.htmlcid=1275993344ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNEAQWtE-RA9UBzh33YRXBVP8JKGkQimg src=http://news.google.com/news?imgefp=M7Xch36BObUJimgurl=graphics8.nytimes.com/images/2008/12/05/movies/05cadillac.xlarge1.jpg width=80 height=48 alt= border=1brfont size=-2New York Times/font/a/font/tdtd valign=top class=jfont style=font-size:85%;font-family:arial,sans-serifbrdiv style=padding-top:0.8em;img alt= height=1 width=1/divdiv class=lha href=http://news.google.com/news/url?sa=Tct=us/9-0fd=Rurl=http://www.usatoday.com/life/movies/reviews/2008-12-04-cadillac-records_N.htmcid=1275993344ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNFz1VgtaL86q0QIemKkv0shajvgoAbMusic/b revs up this #39;Cadillac#39;/abrfont size=-1font color=#6f6f6fUSA Todaynbsp;-/font nobr9 hours ago/nobr/fontbrfont size=-1By Eric Liebowitz, Sony TriStar Pictures, via AP By Claudia Puig, USA TODAY Though the bmusic/b in Cadillac Records hums along powerfully, the film could use a b.../b/fontbrfont size=-1a href=http://news.google.com/news/url?sa=Tct=us/9-1fd=Rurl=http://www.mercurynews.com/music/ci_11138574cid=1275993344ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNHiy5teJ1gUy-NMLToYgSB0AimRmw#39;Cadillac Records—: Good bmusic/b, shaky history/a font size=-1 color=#6f6f6fnobrSan Jose Mercury News/nobr/font/fontbrfont size=-1a href=http://news.google.com/news/url?sa=Tct=us/9-2fd=Rurl=http://www.boston.com/ae/movies/articles/2008/12/05/muddying_the_waterscid=1275993344ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNEug9CQzcZ4dQTOZ_63Wp0TBtUMiwIn #39;Cadillac Records,#39; the bmusic#39;s/b electrifying but the details b.../b/a font size=-1 color=#6f6f6fnobrBoston Globe/nobr/font/fontbrfont size=-1a href=http://news.google.com/news/url?sa=Tct=us/9-3fd=Rurl=http://seattlepi.nwsource.com/movies/390614_cadillac05q.htmlcid=1275993344ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNF8PF9fFkv2XI-88c57faBGsgWLFA#39;Cadillac Records:#39; Watch it for the bmusic/b -- and then the stars b.../b/a font size=-1 color=#6f6f6fnobrSeattle Post Intelligencer/nobr/font/fontbrfont size=-1 class=pa href=http://news.google.com/news/url?sa=Tct=us/9-4fd=Rurl=http://www.kansascity.com/entertainment/columnists/robert_w_butler/story/922096.htmlcid=1275993344ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNFfzVFawZmzY4Oo99RWrN_bY3q4ygnobrKansas City Star/nobr/anbsp;- a href=http://news.google.com/news/url?sa=Tct=us/9-5fd=Rurl=http://www.dcexaminer.com/entertainment/120508_Music_acting_compensate_for_plotline_in_Cadillac_Records.htmlcid=1275993344ei=HA85SeK2FZqO9QTWv_GWCQusg=AFQjCNGI7R6538uerWE-zVOSaI6wrIb9UAnobrWashington Examiner/nobr/a/fontbr/font class=p size=-1a class=p href=http://news.google.com/news?sourceid=navclientie=ISO-8859-1rls=GGLG,GGLG:2005-22,GGLG:enncl=1275993344hl=ennobrall 347 news articles/nobr/a/font/div/font/td/tr/table

Music - Google News

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