A very wise man I know wrote this article a couple of years ago. Recently, I read the article again and thought that every promoter should use it as a guide in their productions.There is a lot of truth in these words and I think our boys (and girls) deserve no less.

Essential Elements of a Party
by
Gary Steinberg - Circuit Noize Magazine

I’ve been to a lot of parties. They’ve ranged from the most creatively produced extravaganzas with exciting original music, spectacular lighting, and stellar performances to what I kindly refer to as “Circuit rip-off” parties. Usually these rip-off parties use the term “Circuit” to describe themselves or incorporate one of the Circuit’s color schemes as part of the party’s billing. What they really provide, however, is little more than an overpriced club night which happens to fall on a holiday weekend. The producers are capitalizing on a certain image of a well-produced party but in actuality don’t provide some of the most essential elements.

A high-priced DJ does not necessarily make a party. Nor does simply booking a space, purchasing an ad in your local rag, hiring a DJ and turning on a few lights. An event requires thoughtful planning as to how the combined creative elements will affect the guests. Of course, any party experience is also going to be based on elements that are out of the promoter’s hands (like when you meet some hot boy or find an exceptionally good roll - but that’s another article).

Here are some of the elements that promoters do have control over which can create a positive party experience:

1) Make your crowd feel welcome.
An “inviting” entrance not only creates excitement about what’s to come, it immediately transports the guests to the creative space designed by the hosts. Just as the opening few minutes of a film or play must grab our attention, setting the mood, the entrance of a party begins the experience. Making people wait in line to create an image of being busy has thankfully become a mostly obsolete practice. But less obvious is the fact that an entryway of hastily strung “Caution - Do Not Cross!” tape to guide your guests in to the party will subconsciously make them feel not welcome. A black curtain and a couple of lights will make all the difference.

Notable entrances include the 2000 Black and Blue in Montreal where the entire main Olympic Stadium floor was turned into a grand passageway of 250,000 lit candles in the shape of the AIDS ribbon. Walking through that field was simply breathtaking. Halloween in New Orleans features an amazing entrance with costumed hosts greeting and photographing guests arriving down a long hallway. The effect is to make all the attendees feel like celebrities.

Sometimes a security pat down is required at certain venues. Be sure that security performs this procedure in a friendly, positive, and respectful manner. Approaching the attendees with an aggressive, nasty attitude is a sure way to ruin the night right from the start.

2) Make quality sound one of the top priorities.
The highest-paid DJ cannot possibly do their job well with muffled sound, or blown or ill-placed speakers. Hire a top-notch sound person and keep them around during the party. It is painful to witness a star DJ’s night ruined by bad sound after he or she has spent many hours designing a program of music. The frustration that DJ is feeling most assuredly is reflected in the DJ’s performance. Also, louder sound is not necessarily better sound.

3) Entertainment should seamlessly enhance the event.
Stopping the music breaks the mood. Working performances into the evening via creative lighting, music, and set changes can add a magical visual element to a party. However, some guests may not consider it important to their evening. Forcing a crowd to watch a screaming diva sing all of her hits from the past five years while injecting moments of “I love you! Thank you for all of your support... blah, blah, blah...” is a sure way to send the crowd to the toilet, the after-party or home. If there is a performance planned, be sure it’s clear with the singer what is to be sung, how long the stage time will be, and the importance of keeping talk to a minimum.

4) VIP Tickets: Make them worth it.
If VIP tickets are offered, make it clear what “extras” guests will get, and be sure they do get something. A well-placed sign or small cards listing the extras and locations, certainly help to make VIPs feel important. If there is a special lineless bathroom, let VIPs know where it is. Be sure VIPs are not standing in long lines for anything. If there is a special VIP section, offer free water, fruit, a private place to chill or something. If you can’t afford the cost of offering the VIP status properly, don’t offer it at all. Be sure VIPs feel they got something special for the extra money that they paid.

5) Heat up the party.
If you want the boyz to get into the mood and take off their shirts, be sure the heater works. Of course, in certain spaces it is more important that the air conditioning can really cool the room to a comfortable level. In the end, the boyz will deal with heat, but they will not deal with cold.

6) Be sure and have adequate toilet facilities.
There’s nothing worse than spending thirty-minute chunks of your party time in line to do your duty. If there’s a venue that, for whatever reason, requires the removal of the stall doors, take your party somewhere else. It is unacceptable to invade the privacy of your attendees in this manner.