Dance Party THIS Friday: Here's the work that goes into producing one of my events

This Friday I'll be kicking off another season of indoor monthly dance parties at the World Famous Kenton Club in North Portland.

This edition of Flame: Vintage Vinyl Dance Party will be focusing on records released or recorded in 1966, historically one of the top years for dance music.  It also happens to be the 60th anniversary of records released in 1966!  

Going forward, I'll occasionally be dedicating some editions of Flame to the concept of what I'm calling a Danciversary: focusing on dance records from a specific year. 

With that in mind:

Have you ever gone to a dance party and felt like it was EXACTLY what you needed in that moment?  It is not uncommon for there to be a reason for that.  Many dance party producers put a lot of thought and care into crafting an experience that will address the needs of our communities IN our present time.

Last night, I spoke at Nightowl, an event for women and gender-expansive people in the Portland music industry.  Prior to that event I compiled a step-by-step list of all the things involved in producing my dance parties.  I didn't have a chance to share it at the event, so I thought I'd post it on my blog.  

Next time you go to someone's dance party, perhaps you'll have a little more insight into the work that went into making it a special experience. This is also valuable insight for anyone thinking about becoming an event producer.

Steps Involved in Producing an Official DJ Action Slacks Dance Party

PRIOR TO THE EVENT

Step 1 -  Determine a theme that will HOPEFULLY resonate with the public. IF I can afford a guest DJ, reach out to whomever I feel would be a good fit. Try to book them.

Step 2 - Come up with a name for the event that will grab viewers/readers and will also communicate what the party is about

Step 3 - Design a flyer - can take several days . I don’t use Ai.

Step 4 - Write the event description, being careful and clever with language

Step 5 - Make event pages on my website, and facebook

Step 6 - Submit events to calendar sites (this includes the weeklies Portland Mercury and Willamette Week and others)   In the past I could create a press release and send it to all the publications at the same time. Now I have to go to each site and fill out their forms which is MUCH more time-consuming.

Step 7 - Begin first wave of internet-based promotion:  social media blasts, and creating/composing a newsletter using something like Mailchimp (can take a couple of days)

Step 8 - Begin thinking about my set.  Track down records that fit in my theme,  Buy/procure any additional records to fill out the set. ALSO, think of any party favors that might help party guests get into the theme.

Step 9 - Create a relevant episode of my radio show (currently on XRAY.fm) to educate and engage the audience about the theme. Upload the show to be broadcast on the day of the event. (this can take up to 40 hours of work because it is a production in itself, which involves research, crafting a set, writing, voicing, editing, uploading the file, entry of playlist details, designing an image for promotion of the episode on social media)

Step 10 - Determine how the stage will be decorated for the party. Am I going to celebrate any specific artists? Do I need visuals for that? Either make new decorations, track down existing decorations I’ve already made, OR procure decorations.  I need to do this before sending my flyers to print in case I need the printer to print up anything I’ll need to incorporate into my decorations

Step 11 - Send poster order to print - Pick up flyers

Step 12 - Put up flyers strategically. This can take several days.

Step 13 - A second wave of online promotion closer to the event - social media & email

Step 14 -  Craft my set, Get my records in order.  (can take multiple days) - think about what songs I want to talk about or will connect with certain points I want to make on mic.  This is where my mic breaks will fall during my set.

Step 15 -  Coordinate with the venue to make sure everything will run as expected

Step 16 - NIGHT BEFORE EVENT - gather up all my equipment, supplies, records, decorations, party favors, merch, FANS, & determine stage outfit 

THE DAY OF THE EVENT:

Social Media promotions

Load my car - involves several trips back & forth from home to car. Carrying a lot of awkward and heavy things

Bring everything to the venue beginning around 2 pm - sometimes it takes two car loads

Decorate the stage, put up lights, merch, etc

MAYBE go home to get dressed (probably won’t have time)

Make sure posters for my next event are hung up around the venue

Set up DJ equipment

Do soundcheck with sound professional

BREATHE

maybe sit for 30 minutes and eat

Switch into stage clothes

Perform for 4 hours without a break, both acting as MC/Host, attempted comedian, sometime minister, and DJ

Interact with party guests

Break down the stage, pack everything up -  (Takes about an hour, maybe more depending on how tired I am. If there’s NOT an event in the venue the following day, I have an option to return after getting some rest.)

Load everything into the car

Drive home

Unload everything from the car in multiple trips from the car to the house

put everything away in the house

try to unwind


REPEAT all these steps beginning the following Monday.

PHEW!