Diagramming a Rave

By Ken Grey

1. VENUE: In the beginning the venue was a very small part of the rave procedure. “Anywhere, anytime and with whatever sound you could find” was the silent motto. Things changed, parties are no longer promoted just via word of mouth and are no longer held in just any abandoned warehouse. Due to law restrictions (niggaz bustin up parties) & negative press (inflated lies distributed via mass media) the party’s over (for some). You are now required to obtain proper permits. Permits vary from city to city and your local library or city council will point you in the right direction. If you are blessed enough to find a nightclub with the capacity you desire, hot and cold running water, electricity and an owner with a good reputation at a decent price with sound and lighting already installed; don’t hesitate to reserve that space immediately. When picking your date, remember to give yourself at least 4-6 months to complete the remaining steps:

2. TALENT: Once venue has been secured via deposit and signed contract, go after the talent that will make your dream party come true. It is best to converse with talent buyers and reliable resources to get a feel of current talent prices. If that does not work call GMM @ 1-561-792-2141. They are happy to help new jacks and won’t hang up on you when you say “dude” and “maaaan” a lot. Don’t forget to reserve room for your local DJ’s. We can’t forget that a party is nothing without your true homeboys/homegirls. Once you’ve made your selection make sure to send deposits on time after reviewing contracts thoroughly and signing them. The person you book talent from if not the artist should be readily accessible and have a decent reputation with respectable individuals (not necessarily other agents or promoters). Think consciously about the message you want to send out musically. Give the people a little of what they want, what you understand and something new they’ll never forget.

3. FLYER: Your graphic designer is a crucial part of your presentation. His or her position is to communicate the vibe, ideas and imagination of your party. The average designer needs a minimum of 2 weeks to design any kickass flyer . Allow 3-5 days for printing, possibly more if you have requested metallic inks. Research printing prices and turnaround times as well as quality of color and paper before accepting the recommendation of your designer. Make sure terms and conditions of your job can be seen on paper before you agree to anything.

4. PROMOTIONS: This is still one of the coolest parts of the whole thing ( if you do it right). First you should pick the coolest group of responsible kids that you can find (good luck). Take the time to encourage quality of people not just quantity. The pursuit of quantity seems to always bring trouble into our scene (world); people tend to follow the numbers not the music. Your street promoters should be Friendly, Respectful, Courteous, Swift and Communicative. You should know the alternative stores, music stores and events taking place before yours. Gear your distance of promotion by the amount of printed flyers, size of venue & projected attendance.

5. HOSPITALITY: Flight bookings, hotel reservations, meals, airport to venue to hotel to venue to hotel to airport transportation, guest list preparation and overall artist assistance. The way that you approach this aspect of your rave will in part determine your ability to work with other artists in your promoting future. You better believe word travels fast these days. If not clear on how to accommodate an artist ask the artist, agent or refer back to contract for clearer understanding.

6. RECORD LABEL AND STORE SUPPORT: For independent and major record labels, promoting at and around your event is important for product awareness especially if the artists that you have booked have a new CD out. Be sure to communicate with the publicity department at the labels of your headlining artists. Record labels can sometimes get results from media and music stores that you might not be able to.

7. RUNNERS: The runner should be quick of feet and mind. The runner must also have an automobile in working condition. Runners are sometimes the same people used as street promoters and carry the same traits. They should be trustworthy and highly reachable. The duty of the runner is to be the extension of the promoter during the day and evening of the event.

8. EVENT PRODUCTION: Hopefully you have rested the night before and are at your venue bright and early to supervise sound set-up and sound checks, lighting and decorating. It would be wise to take the time for meeting with security, door personnel, and bartenders to convey your gratitude and to encourage patience with attending ravers. You should request that security be respectful, cautious and calm. Little details such as incense and candles should never be taken for granted. The general atmosphere should be one of harmony and comfort. You should plan on transferring your money multiple times during the night. Have fun be safe and throw more raves.