How to Organise a Nightclub Event (Without the Roof Catching on Fire)

Ever wondered how to organise a nightclub event when you’re mostly dealing with young people who are perpetually off their faces?

Yeah, us too.

That’s why we looked into how to host an event at a nightclub with minimal casualties and maximum entertainment on the night.

Read on to learn…

• What sets nightclub events apart from other events
• Which types of events will go down well
• What to look out for when planning the event
• How to best promote it to reach the youth

What makes a nightclub event special?

Nightclubs are known for being dark, noisy, expensive, and chaotic. None of that puts a dent in the popularity of nightclubs, but it’s worth bearing in mind when you organise an event in one.

One thing your attendees won’t be doing a whole lot of is talking. The music is usually so loud that extended conversations are impossible, so tailor the entertainment accordingly.

Another factor that sets nightclub events apart is the clientele. Your audience will typically be younger people, since 31 years is considered the cut-off point for going out clubbing.

Finally, there is the chaos factor. Combine youthful recklessness and hormones with alcohol and “other substances” and you’ve got ticking bomb waiting to make your night much more exciting.

What are good types of events to have at a nightclub?

You’ll face certain restrictions when planning a nightclub event, but that doesn’t mean you have no options. Take a look at the ideas listed here to find some inspiration.

1. Themed nights

Everyone loves a good excuse to dress up for a night out, so why not organise a themed night? Deciding on a theme will also help you work out which music to play, which DJ to book, any potential competitions, as well as the venue decor and promotional strategy.

Here are some obvious holiday themes you can start with:

• Christmas
• Halloween
• Mardi Gras
• New Year’s Eve
• St. Patrick’s Day
• Valentine’s Day

But you can also stick to themes that are independent of the season:

• ’20s gangster theme
• ’70s retro disco party
• ’90s throwback party
• Carnival theme
• Hollywood glamour
• Indoor beach party
• Sports theme

Tip: Read our guide on how to find the perfect theme for your nightclub event.

2. VIP nightclub

Celebrities don’t party in the same nightclubs as us regular plebs. But we sure do like it when we’re made to feel special. Organise a guestlist-only event to bring that celebrity factor to your venue and make your attendees feel like they’re part of an exclusive club.

Tip: Read our guides on how to organise secret events and private events for inspiration.

3. Karaoke contest

It’s possible to be heard at a nightclub if you command the stage with a microphone and a PA system. Organise a karaoke night where your attendees compete for a bar tab. You can award prizes for the best performance or let people compete for the worst butchering of classic songs.

Tip: Use this guide to help you organise a karaoke event at your nightclub.

4. Live acts

Seeing as you have a stage and a great sound system, your nightclub is an ideal place to host a live event. Book a well-known DJ, band, or comedian to get the audience excited. Make sure you use the live act as a key ingredient for your event marketing strategy.

Tip: Refer to our guide on how to organise a show to help you out with the details.

How to plan a nightclub event

The process for planning a nightclub event is similar to most other events, with a few key exceptions. Have a look at each point to make sure you don’t miss any details during planning.

1. Nail your target audience

Find out exactly who would be interested in your event. You know the age range, so dive deeper into their hobbies, interests, and the trends they follow.

Tip: Use our guide on how to find your target audience to get as granular as possible.

2. Find the perfect venue

If you don’t already run a nightclub, then you’ll need to find one. Not all nightclubs are created equal, and some have better reputations and locations than others.

Tip: Read our guide on how to find the right venue for your nightclub event.

3. Book the entertainment

Whether or not you’ve opted for a themed night, you’ll at least need to book a DJ. If you’ve decided you want a live band or other entertainment, now is the time to research the acts.

Tip: Here is a booking agency for club DJs you can use.

4. Organise security

This is a very important part of your planning. Things will certainly escalate if you’ve not organised the right level of security, so make sure you’ve covered this aspect of your event.

Tip: Here is a nightclub security company you can call to hire security guards.

How to promote a nightclub event

Given the age range for your attendees, it’s safe to say that you’ll be doing the majority of your event marketing on social media. But even here there are some pitfalls to avoid.

1. Focus on the right platform

Your attendees won’t be on LinkedIn, and probably not on Twitter either. Focus on Instagram, Facebook, and Snapchat (maybe even Pinterest to reach the female part of your audience).

2. Show off previous nights

Photos and videos of the venue, the DJ, the drinks, and the dancing crowds will be your biggest selling point. Make sure to post these on all relevant social media channels on a regular basis.

3. Create a social media contest

Ticket giveaways will be a big deal with your target market, so make sure you host a contest on social media. It’ll help create hype around your event and the nightclub itself.

Tip: Refer to our guide on how to host a social media ticket giveaway contest.

4. Collect phone numbers

Not for later hook-ups but to promote your nightclub event via text messages and WhatsApp. It’s an underutilised form of marketing that works very well with the younger demographics.

Tip: Read more about how to market via text and WhatsApp here.

5. Team up with influencers

Nothing works wonders for a nightclub event like social media influencers. Make sure you get a least one or two of them on your team to help you promote the event online.

Tip: Use a social media influencer directory to help you find the right people.

How to host a nightclub event

With all the planning and promotion in order, it’s time to look at the day of your nightclub event. Make sure to make some last preparations before the guests arrive.

1. Prepare event signage

You’ll need some basic signage to let people know where the loo is, where they can smoke, and what they can and can’t do. Make sure they’re big and bright enough for drunk people to read.

Tip: Read our guide on all the event signage you’ll need.

2. Check health and safety

Club-goers can be a health and safety risk in and of themselves, so make sure all sharp objects are out of the way and that nothing can light on fire.

Tip: Learn how to conduct a risk assessment in our event health and safety article.

3. Control the crowds

Consult with the safety company you’ve hired to see how you can best control the flow of people so that no one gets hurt and nothing gets stolen.

Tip: We’ve rounded up a few tips on crowd management to help you out.

4. Plan for an emergency

What’s better than a plan? A backup plan! Make sure you’ve prepared contingencies for when something goes south on the day of the event.

Tip: Refer to this article on event contingency plans for more details.

5. Ensure smooth check-in

You want everyone checking in as quickly as possible. Make sure you have enough people manning the doors and scanning tickets.

Tip: Our article on guest check-in will walk you through the basics.

Ready to party?

Now you should be better equipped to not only reach the right crowd but also provide an unforgettable (or forgettable, depending on how many drinks are consumed) night of entertainment.

Already know how to organise a nightclub event and want to share your experiences? Leave us a comment below and share them with the community.