StaffConnect for Concert Event Management – All You Need to Know Before Signing Up

With a market size of $65.0 billion in 2023, the concert and event promotion industry has to be one of the strongest and thriving industries in the world. According to the same report, the industry is also expected to experience a significant growth rate of 10.9% and is expected to continue an upward trajectory in the coming years. 

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Concerts are highly anticipated events that bring friends, families, and people of different cultures and backgrounds together. Additionally, they are a good way for artists to connect with their fans. Concerts can also help businesses promote or introduce their products to a greater audience. If you are a concert event manager and looking for ways to manage your concert more efficiently so you can focus more on making your concert more unique and memorable, we've got the answer here. Introducing StaffConnect, your all-in-one software for seamless concert event management. StaffConnect gives you access to all the necessary tools you need to plan your event and manage your staff from the beginning to the end of your event.

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Interested to learn more about StaffConnect? Keep reading as we go into greater detail about the benefits of StaffConnect for your business.

What Is a Concert Event?

A concert event is a live music and entertainment performance led by singers, bands, and musicians. It is typically held in big venues like stadiums, theaters, arenas, and clubs. Some concert events also take place in outdoor fields.

Who Manages a Concert Event?

Concert events are managed by concert event management companies. These companies have a team of professional event managers, promoters, and coordinators that collaborate and execute the event. They take care of all aspects of event management from creating a budget plan to collecting post-concert data.

Why Partner with Concert Event Management Companies?

Concert event management companies specialize in managing concert events. They have experience in handling various aspects of event management. You can count on them for budget planning, marketing, and post-event reports. Additionally, they have established connections with event venue owners and suppliers and can negotiate regarding costs and schedules. Ultimately, hiring concert event managers can help reduce your stress and time in managing concerts.

Roles and Responsibilities of Concert Event Management Companies

Like other management companies, there are also various roles and responsibilities of concert event management companies. Below we discuss them one by one.

Plan a Concert Event that Meets the Client’s Goals

There are various reasons why companies or artists hold concert events. These reasons may include connecting with fans, brand promotion, or fundraising for a cause. Concert events may also be used for raising awareness about an issue. Whatever the client’s reason is, event management companies have to plan an event that aligns with the client’s objectives and goals.

Staff Recruitment and Onboarding

Part of the concert event management company’s job is to recruit staff members to work behind the scenes. These staff members are composed of the stage crews, security personnel, customer service representatives, ticket booth staff, ushers, and event concession staff. 

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Furthermore, the company has to onboard the staff members, providing necessary orientation and training to equip them with the right skills and knowledge for their job. The company also has to provide support to the staff and provide answers to their questions.

Budget Management

Whether you are new to event management or not, you know how crucial budget management is in planning successful concerts. Budget management helps you determine the financial feasibility of the concert. It also helps you control expenses and allocate the budget accordingly. Furthermore, budget management can help manage the financial risks linked to planning large-scale concerts.

Finding the Ideal Venue

It is the concert event management company’s job to find the venue for the concerts they are organizing. They must ensure that these venues can accommodate all the attendees and are equipped with lights and sounds. They also have to take into consideration the location of the venue and the rental cost.

Choosing Performers

Apart from the behind-the-scenes staff, concert event management companies have to find and book performers for the concert. These performers include backup dancers, singers, or actors. Typically, they work with talent agencies or artist managers to negotiate the talent’s contracts.

Marketing and Promotions

You won’t need to worry about marketing and promotions anymore because concert event management companies will take care of them. These companies have expert promoters that can create effective marketing and promotional campaigns that generate interest and ticket sales. Typically, they work with publicists, advertisers, and media partners to promote the event through different platforms including social media, print, and TV.

Audio Visual Technology

Concert event management companies manage all the technical aspects of the event. These include the sounds and lights. If the venue has an audio-visual team, they have to coordinate with them in order to produce a successful concert.

Crowd Control and Security

Controlling the crowd during a large-scale concert can be tough. Thus, concert event management companies need to create a crowd management plan that details exit strategies, crowd control procedures, and emergency evacuation plans. They also have to partner with security personnel to monitor the crowd, prevent conflicts, and ensure the safety of the concert for everyone.

Invoicing and Payroll

Concert event management companies have to send invoices to their clients for the services that their staff provided. The invoice should outline the services provided, payment terms, and due date. Furthermore, concert event management companies need to send payroll to their staff. They should also comply with different taxation and employee regulations set by the state or country.

Post-Concert Evaluation

Conducting post-concert evaluation is one of the crucial tasks of concert event managers. This evaluation process can help assess the success of the event and identify which areas need improvements. When conducting post-concert evaluation, concert event management companies must gather feedback from all their staff, clients, attendees, performers, and suppliers.

How StaffConnect Works With Concert Event Management Companies

StaffConnect offers modern solutions for your concert events. Our business management software is equipped with all the essential tools for communication, event scheduling, and data collection. We also take pride in our invoicing and payroll features. Ready to explore the various tools and features of StaffConnect that can benefit your concert events? Continue reading to know more.

Custom Mobile Apps

At StaffConnect, we understand how important it is to maintain your branding throughout the different platforms you use. When you purchase our service, our team will replace the StaffConnect name and logo with your brand name and visuals. We will also publish the app on your behalf on Google Play and Apple App Store (at additional cost), so your staff can easily download it anywhere they are. 

Custom Branding 

In addition to the app, you can also replace the StaffConnect name and logo throughout the system, emails, and presentation and card pages that display talent profiles to your clients. We are committed to helping you build a stronger brand that your clients will remember in the long term. 

Onboarding Process

StaffConnect has an easy-to-follow 8-step registration process so your staff can easily join the StaffConnect system and get started with their tasks. The registration process is also customizable so you can decide which requirements you can ask from your new hires.

GPS Check-In and Out

Make sure that your staff members are present during your event using StaffConnect’s GPS Check-In and Out option. This feature lets you track your staff before and during the event. It also gives you an accurate check-in time and out so you can seamlessly count your staff work hours. During emergencies, this feature can also help you locate your staff easily.

Unlimited Email

Planning a concert event means that you have to send out invites or messages to your guests, attendees, suppliers, and more. Unfortunately, some emails do not reach the receivers’ inboxes. Hence, we designed StaffConnect with unlimited email functionality that makes sure your emails reach your recipients accordingly and are not listed on the blacklists.

SMS

When managing concerts, you have to make sure to inform all your staff about the development of your event. While you can easily communicate with your staff using StaffConnect’s live chat and push notifications, some areas in the concert venue may not have a reliable internet connection, preventing you from informing your staff quickly. To prevent delays in relaying information, StaffConnect has an SMS feature that allows you to send SMS to your staff who do not have a reliable internet connection or the StaffConnect app. 

Payroll Deduction Rules

StaffConnect’s Payroll Deduction Rules functionality lets you set custom deduction rules and specify percentages automatically deducted from your staff’s salary. This helps you comply with the withholding and taxation requirements of the country or state where your staff is based.

Importing and Exporting Schedules

There’s no need to go back and forth between the StaffConnect system and your spreadsheets because you can easily import your spreadsheets into StaffConnect. Just make sure that your spreadsheet file has date, title, and role name columns. After finishing your schedules, you can export the schedule data into CSV or Excel format too.

Availability Checking

As an event manager, you have to make sure that all your staff members are available for work during your event. This can be tough especially when you are managing many staff members at the same time. Thankfully, StaffConnect has an availability checking feature that goes through your staff calendar and checks if their schedule is free. With this feature, you won’t need to manually check your staff calendar or make phone calls which can take time.

Centralized and Searchable Database

Keeping your talents’ data organized can be tough especially when you are working at different concerts simultaneously. That’s why we added a centralized and searchable talent database to StaffConnect’s system so you can keep all your staff’s essential files in one place. In our database, you can also search by name, email, or location in just a few clicks. StaffConnect also has an internal team notes functionality that lets you add notes on your staff profiles so you never miss any information about them.

Communications Hub 

Keep your staff and clients engaged in StaffConnect’s built-in Communications Hub. Here you can easily share files with your staff and clients. You can also post event photos, agency rules, videos, and more in the Communications Hub.

Why Is StaffConnect the Best Management Software for Your Concert Events?

Still not sure whether StaffConnect is suitable for managing your concert events? These top advantages of using StaffConnect for your business might just change your mind.

Reduced Time and Effort

StaffConnect is a business automation software that converts your time-consuming manual tasks to automatic processes. With StaffConnect, you can easily complete tasks like time tracking, availability checking, sending reminders and notifications, and more without much time and effort.

Lower Cost

StaffConnect has everything you need to manage a successful concert event. By subscribing to StaffConnect service, you can say goodbye to communication software, calendar programs, and even databases that require IT maintenance. With StaffConnect’s technology, you can also avoid making common human errors that may take valuable work hours and resources to resolve.

Improved Financial Gains

By spending less time, effort, and cost in managing your business, you can focus on the things that can drive financial gains for your business. These include marketing, talent development, and more. Furthermore, you can focus on expanding your business and meeting with investors and clients that can help your company grow.

Try StaffConnect for Your Business Today

Whether you’ve been managing concert events for many years or have just started your concert event management company, we are confident that StaffConnect can make a difference in the way you manage your events. If you are ready to try StaffConnect for your business today, feel free to claim your free demo here and take your step towards more efficient and effective concert event planning.