Festivals, concerts, symphony performances and more. Music and events have always gone hand in hand. But what about events for professionals interested in knowing what happens behind the music curtain like managers, label executives, music educators but also aspiring artists? That’s what Prague Music Week is all about.

Prague Music Week is a dynamic conference and trade fair designed for everyone involved in the music industry. It offers varied and diverse program full of panel discussions, presentations, and hands-on workshops focused on current market trends, music marketing, or Spotify masterclasses.

The unforgettable event builds on the success of Nouvelle Prague and Beats Evolution Conferences, taking the best parts of both to create something fresh and exciting.

All for whom it applies: ALL YOU NEED IS MUSIC... AND MONEY! – Jiří Sedlák

Discover what it's like to organize event for all music enthusiasts. As with any other 'Master Event Planning' volume, you'll find out:

• how organizers leverage technology for their event
• how they create the perfect event schedule
• how they find event venues
• and more ...

How to utilize technology for an event

‍What pain points did you face at your events that made you start using an event mobile app?

The lack of a comprehensive agenda on mobile [app] and the possibility of networking among conference participants.

Can you share what other tools you use when managing your event? What is your tech stack? 

Basecamp, Google docs and all the other usual tools - WhatsApp, Facebook, Instagram, Mailchimp, YouTube etc.

Running events is an extremely time-consuming profession. How do you find the time to implement and manage yet another tool such as Eventee during the event? 

The Eventee mobile app has become an essential communication channel alongside social networking, so filling it up regularly and keeping it up to date has become a necessity and a staple regardless of the time spent. Similarly to updating the website, updating the Eventee app is one of the core activities of the Prague Music Week marketing manager, it is not an extra activity.

How to create the perfect event schedule

Do you have any tips on how to make the perfect program for your event?

Interesting topics and speakers, a packed and varied programme, where the participants will not take a breath. Informal atmosphere, personal meetings and accuracy in production and communication.

How to choose the best guest speakers

How do you find the best speakers?

Personal experience or references from colleagues.

What is your thought process behind choosing the right speakers for your event? 

Discussion with colleagues, exchange of opinions, references, personal experience.

How do you motivate them to speak at your event?

The opportunity to meet people who are interested in what they do. The opportunity to present, discuss with interesting and stimulating colleagues from the music business. Friendly approach and informal atmosphere, care on the site.

How to promote an event

Moving to the business aspect. Some event planners aim to cover costs with sponsorships and view ticket sales as profit. Others don't offer ticket discounts or free passes and rely on ticket sales as their primary revenue source for event expenses. What's your approach?

We cover our costs from several sources - commercial sponsors and partners, support from public institutions, exhibitors and income from participation fees.

How are you promoting your event to maximize ticket sales and reach your target audience?

Targeted communication on social media, direct-mail, PR and through media partners. Highlighting topics, speakers and debates that are unique to Prague Music Week, that are topical, appeal to the target group and are able to engage them. 

How do you measure the success of your event? What is your major KPI?

The number of conference and trade fair participants, the interest of exhibitors, the atmosphere during the event and the personal and social media feedback from the speakers and participants themselves.

How to find a venue for an event

Where (how) do you find the perfect venues for your events? 

Personal experience and past events.

What do you think are the key factors to consider when selecting an ideal venue?

Having the option of several discussion rooms or spaces, a large space for an expo, the ability to create a comfortable environment for people to meet, network, work and have fun. The café, refreshments and bar are an important part of the event space.

How to create an effective run of show?

Events rarely go exactly as planned. How do you create the perfect run of show (= a minute-by-minute script)?

Detailed advance preparation and experienced and flexible team who is not afraid of change and reacting to the unexpected.

Which part of the run of show do you think is the most important? 

All of them - from the first contact on the spot to the aftermovie, for example, which reminds the participants of the atmosphere of the event.

How do you prepare to make sure it goes smoothly?

Thinking through every detail well in advance of the event, creating sub-riders and checklists.

Final recommendations

Is there anything you wish you had known when organizing your first event? 

Almost every problem can be solved if you keep a cool head and have great colleagues around you to help and support you.