You don't just want to put on good events - you want to create LEGENDARY events!
Follow the acronym LEGENDARY for a 9 part formula that will elevate your events from average to iconic:
L- Lay the Groundwork
E - Elevate the Experience
G - Gather Your Talent
E - Engage Your Audience
N - Nail the Operations
D - Design a Lasting Memory
A - Amplify the Hype
R - Run of Show
Y - Your Authentic Self
Keep reading for an ultra-actionable event planning guide and create an experience that keeps people talking long after it is over!
L - Lay the Groundwork
Before you start booking venues or blasting out promo, lay a solid foundation for your event. This means:
Define your event vision and goals
Identify potential team members
Set a realistic budget and timeline
The clearer you are on these fundamentals, the easier every other planning step will be.
Don't skip this crucial groundwork!
Revisit the 10 Step Project Planning Guide to make sure you have the project clearly mapped out for your team 🙌
E - Elevate the Experience
To create a truly LENGENDARY event, every element of the audience experience needs to be elevated. Consider how you can level up:
Your staging and production design
Your setlist and performance flow
Your fan interactions and crowd engagement
Your pre and post-show rituals
Aim to surprise, delight, and over-deliver at every touchpoint. The little details are what make an event feel truly special!
Also consider ways to raise the stakes and create a sense of occasion:
Make your event part of a special series or residency
Tie it to a significant milestone or anniversary
Partner with a charity or cause you care about (like Helping Music Foundation)
Tease a big announcement or surprise during the show
Create scarcity or exclusivity around tickets
When there's more riding on your event than just another show, people will be more motivated to show up and tune in.
G - Gather Your Talent
Surround yourself with a team that shares your vision and work ethic. Your dream event contributors might include:
A promoter (the person who puts ‘butts in the seats’ as they say in the biz)
A social media content creator
A digital marketer (like our incredible Homies at Bauer Entertainment Marketing)
A popular headliner (if that’s not you)
Carefully curated opening acts
Surprise guest appearances
A top-notch sound engineer and production crew
An experienced event manager
Talented visual artists or designers
A group of passionate and creative people will take your event to heights you never could alone.
🏡 HOME Member BONUS 🤗
If you have an active membership, you can access a professional Concert Booking and Show Promotion Template. This is a massively valuable member resource that includes how to make offers to a band, to an agent, to a venue, how to work the numbers, and how to get it all in writing ✍️
E - Engage Your Audience
Legendary events aren't one-way performances - they're interactive experiences.
Look for creative ways to involve your audience before, during, and after your show:
Host a meet-and-greet or VIP experience
Encourage audience participation during your set
Create shareable photo moments
Follow up with a personalized thank-you
Allow artists to submit to play like we did for Gift of Music 🎁
We’ll announce the winner soon so stay tuned!
The more you make your fans feel like part of the experience, the more invested they'll become in your journey.
N - Nail the Operations
Smooth logistics are the backbone of any successful event. To avoid day-of disasters:
CONFIRM WITH EVERYONE
Have backup plans for technical issues
Coordinate load-in and soundcheck times
Make sure your team has clear roles and communication channels
Communicate twice as much as you think you should about everything that needs to be done. Make sure everyone is on the same page!
Focus on what really matters - delivering an incredible show.
D - Design a Lasting Memory
Legendary events aren't just fun in the moment - they create lasting memories.
Consider how you can give your audience something to remember your show by:
Design custom merch or exciting giveaways
Record a live video or make a social media recap reel
Commission a unique event poster or artwork
Prompt guests to sign a guest book and leave personalized notes
Be creative!
These tangible mementos will make a deeper impression on your attendees.
A - Amplify the Hype
Don't just rely on organic buzz - actively amplify the hype around your event. This means:
Teasing the event well in advance
Sharing behind-the-scenes content
Partnering with local media or influencers
Running ticket giveaways or contests
Investing in targeted ads or promoted posts
Build anticipation so that by the time your event rolls around, it feels like a can't-miss experience.
Ultimately you are looking to sell tickets or get people to RSVP. In the marketing world, that is called a ‘conversion’.
In other words, you want people to show up!
Use the principles from Map Out Your Fan Journey to help you design your customer journey and get more conversions. Plus you will learn to capture data and nurture your attendees for future events 🙌
R - Run of Show
A clear, detailed run of show is essential for keeping your event on track. Create a minute-by-minute timeline that covers:
Load-in and setup times
Soundchecks and line checks
Door times and set times
Transitions between acts
Key moments or cues (e.g. introductions, speeches, surprises)
MC responsibilities
Breakdown and load-out
Clean up punch list
Share this run of show document with all key stakeholders - your team, your performers, your venue contact.
Make sure everyone is on the same page about the flow of the event - down to the minute ⏰
PRO TIP 👇
Use a combination of spreadsheets and word documents for run of show. Use the spreadsheet to get as granular as possible, and the document to cover main bullet points, speaking notes, sponsor shoutouts, etc.
Have printed copies of the run of show backstage and at production points. That way everyone can stay in sync throughout the event!
Y - You're the Magic Ingredient!
At the end of the day, the most legendary element of your event is YOU.
So even with all the planning and logistics, don't forget to bring your full, authentic self to the stage. That's the real secret to a legendary show.
Putting on an event that people will be talking about for years to come?
That's the mark of a true legend in the making. 🙌
Event production should not be taken on without serious consideration, because it can be VERY stressful!
But it can also be so rewarding to see everyone have a magical evening 💫
And when you look back on your journey, you won't just see a string of gigs and ticket sales. You'll see a collection of extraordinary moments and memories that connected you to your audience in a profound way.
So dream big, plan boldly, and make your next event the stuff of legends!
P.S. If you have gotten value from these newsletters, please consider supporting 🙏
🎊 Our BIGGEST EVENT of the year is just days away 📆 November 20th at Analog (NOT AT HOME). This is the first time that we have booked an event outside of our own space in a long time, and this is an absolutely gorgeous venue.
Let’s show up and show out 🤩
I would LOVE to see YOU there! Tickets are donation based and directly support nonprofit development programs for music creators 💙 Get tickets & RSVP here 🎟️