7 steps on how to set up your next hip-hop event.

                                                                                                                             By: Mikegrape

Setting up events is something that a lot of people have different views and comments on. Some say it's easy, some find it hard, but most would agree that you would need nerves of steel and sum giant nuts. While others pay other people to set theirs up, most of the "eventologists" out there are to damn snotty that if ever you ask them for advise they would either bore you with their bullshit, or test your patience with their unending hymn of praise to themselves.

Anyways, these 7 steps can serve as your outline and may perhaps help you set up the next FLIPTOP, or the next MASTAPLANN the Reunion gig. So Sit back, relax, and let your body hit the floor.

STEP 1: Think of a CONCEPT.
And when I say concept, that does not mean that tired ol' "I want a rap concert with some battles thrown in for fun." No. One thing that differentiates a smashing success from a epic flop is that you should not settle for just an " Out of the box," concept; you should tear the box up! RESEARCH! Don't be lazy. Scope the scene, find out the "temperature" of your target audience, check out what resources you could use in the immediate vicinity and utilize it.

EXAMPLE:
In Manila Bay there are alot of joggers there, as well as an open space on the bay walk. So what you can do is get some Beat box boys and some Bboys and girls together, and throw some MC's in the mix, and create a FUN RUN. Now, you got yourself a serious party right there.

After figuring this out, verbalize your concept so that it will become your tag phrase that you can use later on to promote it.

EXAMPLE:
" Enjoy the elements of Pinoy hip-hop while you run."

STEP 2: You got's to put a NAME to it.
A lot of people take this for granted and just disregard the ritualistic preparations naming an event demands. Remember: Words have meaning and names have power. So name your event properly.

EXAMPLE:
"RUN FOR THE BAY, SON!" Enjoy the elements of Pinoy hip-hop while you run.

STEP 3: CREATE A CHECKLIST.
This is the backbone of your event, do not disregard this step! Creating the checklist means building the event from the ground up. Meticulously noting every minor detail, every need, every aspect of every part of your event. From the creation of sponsorship letters, to the renting of equipment, up to the garbage disposal and maintenance. And if you think you've done enough, do some more! Believe me, a detailed checklist is like a flashlight during a power outage; you just got to have that. To help you, just remember these three words:
PRE EVENT
EVENT PROPER
POST EVENT

STEP 4: SPONSORSHIP is the key to the city.
Yeah, you can go and do away with sponsors if you want. But you have to be prepared financially, also you better be the owner of a TV station if you plan to do an event without sponsors. Sponsorship is an event normalcy just like stretching is to exercising. You just can't go starting an event without thinking about how to pay for services or how to promote your event. That's just stupid.

A quick tip I can give is to draft a SPONSORSHIP LETTER template. Now a lot of these companies overuse this word ( maybe because they're simply not interested in your event, or just plain ass broke.) to try and put a roadblock to your event. With the template, you can send multiple letters, expanding your influence to the broadest reach.

The letter should contain the following:
W.W.W.W.H (What, When, Where,Who, How)
- This is the short biographical account of the event. Make the first 3 lines your pitch so as to catch the attention of the reader and encourage him to read on. That is the objective, for him to finish reading your letter. Be precise and concise.

SAMPLE HEADERS:
What is the event?
How did the event begin?
How is it funded?
What do admission tickets offer?
Who Benefits from the event?

Also, ask for sponsorship from relevant entities to what your trying to do. I would not send a sponsorship letter to National Bookstore for an urban hip-hop immersion on the bay during a Fun run. That just doesn't make any sense.

STEP 5: PROMOTE THE SHIT!
Promoting the event is the real leg work of events planning. Making posters, Radio and Print spiels, Social Network Blasts, Text Blasts, even going to parties can be considered as promotional duties. Always remember that a lot of people want to do the same things you want to do, they just don't know your doing it. So tell them. Promotional duties happen as soon as you devise the name of the event and carries on up to the event day and post event. Safe to say Promoting takes up 70% of your time when you set up events. So you have to develop the knack for socializing and rubbing elbows.... the right way.

Or you can just hire a promoter to do all that for you, the choice is yours.

STEP 6: Meet with your guys and constantly UPDATE them.
If you decide to take on the role of events planner, you will realize that no matter how much you plan, or strategize the program flow, or assign the deliverable to your team, MURPHY'S LAW is the most strongest in the events planning industry. And so what I do instead of doing the one's mentioned above, I just hold constant meetings to update and drill the information to the team. This ensures that everyone is on the same page, and that if ever the one is gone, the other can pick up the pace. this does not guarantee that your event will be fool proof though, it will just be easier for you guys to adapt to the situation. You know the pros don't just wear those earpieces or lug those walkies for fun. This shit's tactical!

STEP 7:LIQUIDATE.
Do you know why we fix our eating utensils in a certain way after eating? Yes that's correct. Because it's good manners. Now it's sort of like that when it comes to liquidation. Liquidation is the consolidation of all the expense reports and coming up with one giant report that should be easy to read and understand. You see not a lot of sponsors or bar owners ask for this since the process itself is cumbersome, but providing this not only shows you have the right sense in your head to show where the money went, it also builds trust. Establishing trust with all your suppliers, sponsors, and matrons,  will guarantee a repeat business from them and will help you in your future endeavors. This my friends is what you call establishing lasting CONNECTIONS.

OK, there it is. my top 7 steps on how to survive events organizing. A lot of you might not agree with some of the things I've written here, if so tell me and lets have a healthy discussion. All I know for sure is that these steps helped me through a 4 Friday star studded event, without me having to shell out a single cent.

So to quote the famous BATIBOTcharacter  Kuya Bodjie,

"Hanggang sa muli, Paalam!!!"