I had a bit of an a typical route into running shows. I would most certainly not suggest trying to do it the way I did it. However, Ive (co)run a few shows over the last 3 or 4 years.
how are artists chosen for the show, and how are they contacted about the show?
Combination of the following :
Is the artist good? Is the artist doing something interesting / unique / different? Is the artist easy to work with and reliable? Is the artist in or able to get to Tokyo? Do I know the artist personally? Do I have a lot of similar artists on the bill already?
Then I just send out an email, explain who I am / what I do / what I can offer the artist and see if they are interested or not and go from there.
how is the venue contacted, and how are ticket prices figured out?
Email the venue, go in for a sit down, explain what numbers you think you can pull and why. In my experience venues tend to be pretty bottom line focused, provided you can pay / cover what they need at the door they should be cool. Ticket prices are based on finding a happy medium between what you need to cover your costs and what your local market will bear for the line up you are offering.
generally, what is the venue willing to provide? (e.g. sound system, projector, lights, people to operate systems, etc)
Perhaps I have been lucky but the two venues we usually use provide all the above. Both have fucking great sound systems, highly competent staff and lighting / projection set ups which are fine. If you are at a venue and you aren't happy with the sound system / staff / price / whatever walk away and don't put on a show there. In my opinion, no show is better than a crappy show which leaves you with a foul taste in your mouth.
A couple of other thought on running shows from what cheapshot and I have learned over the shows we have done.
1 - Don't bite off more than you can chew. IE, if you cant afford to take the financial hit of the show being an absolute calamity attendance wise, don't put on the show.
2 - Remember you are a customer at the venue and, they should treat you with respect and be a good business partner, if they mess you about, don't deal with them again.
3 - Reputation is pretty massive with running shows, do your best to treat artists with respect, give them information they need well in advance of the event (set times, soundcheck times, change over times, stage plot, merch situation etc). Respond to mails as quickly as you can, keep people updated.
4 - On the flip side of that coin, if you aren't getting what you need from a performer, tell them politely that you need x,y and z from them or the relationship isn't going to work, if after however long you feel is reasonable to wait and you still aren't getting what you need, politely withdraw your offer and don't work with said performer.
5 - Bear in mind running events has a huge number of variables and things will definitely go wrong. Try to anticipate as many problems as you can (bring extra batteries, cables, duct tape, adaptors, power strips anything you can think of) and deal with the ones which blind side you as calmly and effectively as you can.
