How to Organise a Gig

Give each starting band equal stage time; the final two bands should get a little extra time.

Tell the bands they prepare their set for extra 5 minutes longer or 5 minutes shorter than they actually have. For example, if they have a 30-minute set tell them to prepare a 25-minute set and also a 30-minute or longer set, to keep everything running smoothly even if that goes out of control. However, be gentle and do not cut their performance while it is live (such as cutting the amplifier's power, turning off the volume, etc). Secretly get your messages to the band behind the stage. Chances are, that one edgy band keeps on playing and you should stay calm, get a few security officers with you and finish their set after they finished the current song.^[5]

Organising gear requirements, gear sharing and sound check times are tricky. Constant communication is required, there is no point in 5 bands bringing 5 drum kits, and 5 sets of amps, only four of them sit outside in vans ready to be stolen. Generally, it is the headlining act's job to supply a drum kit, and the other drummers will have to provide what are known as breakables, (snare, cymbals, bass drum pedal) However, some drummers are not comfortable with this and will want other bands to use another kit. If each band does use its own kit, the gap between bands will go from 15 minutes to 25 and sound checks will be at least 5 minutes longer. On a night with three bands, not a problem, 5 bands, and an 11 O'clock cut-off, you will have major nightmares. Likewise, with guitarists, it is generally acceptable to use other people's cabs (the speakers under their amps) but not the amps themselves unless the bands know each other and/or are particularly laid back. This gets tricky when headlining acts have combo amps or not enough cabs to go around. Then you have the added complication of a band that isn't just drums/bass/guitar/vocals. Keyboards, Acoustic Guitars, mandolins, banjo, kazoos, brass sections, harps, etc can bring on premature aging in a sound engineer if they are presented on the night with no prior warning. Start with the headlining act, What will they bring, what will they need, and what will they share? Tell the next band down what is available to them, then ask them the same three questions. By the time you get to the bottom couple of bands, you should have all your shortages sorted. There may be drum kits coming from one band, cabs from others that only certain bands can use, etc, but as long as you have it all written down, it should be fairly easy to keep track of. From this, you should be able to, with the help of your sound engineer, work out how long they need for sound checking, if they all need a sound check and then organise times and let the bands know. Sounds like a lot of work, and it is, but it will save you from some big-time stress on the night.^[6]

Allow bands to sell CDs and merchandise if possible during breaks and after the show. Don't charge them for doing this.^[7]

Stay within the venue's time restraints.^[8]

Generally leave 15 minutes between each band for setting up. It is however a good idea to check this with the sound engineer as some bands may take more time to set up/pack down depending on gear changes etc.

Play music during the breaks. Music styles are similar to the band on the nights, but none of their music. Sound Engineers will do this for you, just tell them beforehand so they bring the connection for your MP3 player.