Donald sits down with longtime friend and retired District Manager Warren Poplin to unpack how to plan successful "music in the park" events—from picking the right artist for the vibe, to power, staging, permits, and the little courtesies that turn musicians into repeat partners. It's a nuts-and-bolts, field-tested guide for park pros, friends groups, and community partners.
Live music can be a low-cost, high-impact way to activate parks, diversify audiences, and build community pride. Doing it well protects resources, supports artists, and keeps visitors coming back.
Warren Poplin — Retired State Park District Manager, frequent Tailgate Talks guest, and seasoned event operator with decades of on-the-ground experience coordinating concerts and community programs in public spaces.
Match music to mission & moment: Align genre/energy to the event's purpose (family day, evening picnic, heritage fest, trail run finish, holiday lighting, etc.).
Right-sized production wins: Small parks and small budgets do best with solo/duo/acoustic; bigger draws require a defined stage, power plan, and crowd layout.
Infrastructure is everything: Flat surface, weather plan, safe electrical, clear load-in, and simple signage solve 90% of headaches.
Respect the resource: Volume limits, turf/tree protection, cable ramping, and wildlife sensitivity keep the park first.
Treat artists like partners: Good comms, parking, water, green room space, and timely payment = great shows and good word of mouth.
Clarity in contracts: Scope, set length, sound limits, cancellation/weather clauses, insurance, and deliverables prevent surprises.
Neighbors count: Noise windows, traffic plans, and end-times maintain community support.
Program & booking
Define goal, audience, and "feel" (acoustic picnic, bluegrass evening, jazz brunch, cultural showcase, etc.)
Shortlist artists who fit family-friendly content and your decibel/time constraints
Verify W-9/insurance if required; confirm set length, breaks, and backline needs
Site & layout
Flat, stable performance area (stage, deck, or ground with mats)
Audience zones, ADA routes, shade/shelter, and emergency access kept clear
Cable ramps/ties; protect trees, turf, irrigation heads
Power & sound
Dedicated 20A circuits near stage; no daisy-chain madness
If using generators: inverter/quiet type, grounded, away from audience
Agree on a max SPL and a soundcheck window
Lighting (for evenings)
Minimum: performer wash + audience path lighting + exit/parking illumination
Avoid spill into sensitive habitat/roosting areas
Permits & safety
Noise variance if needed; ranger/volunteer staffing plan
Weather thresholds (lightning, wind, heavy rain) and pause/cancel script
First aid, radios, and "show stop" authority identified
Hospitality & courtesies
Reserved parking near load-in; wagon or cart available
Water, bathrooms, and a simple green room/tent
Small thank-you: park swag, day passes, photos, quick thank-you post
Comms & promotion
Clear run-of-show to artists and staff
Social posts with artist tag, schedule, what to bring (chairs/blankets), pet rules
On-site signage for stage, restrooms, and rules
Budget
Artist fee (with deposit), sound/lighting, staff/overtime, marketing, contingency (10–15%)
In-kind partners: local music store, friends group, tourism board
Have a Plan B (and C): Shade tent + quick tarp kit + lightning delay protocol.
Keep it simple: Fewer inputs = faster soundcheck and fewer failures.
Front-load courtesy: A friendly load-in + cold water + on-time pay buys endless goodwill.
Think exits: End on time; light the walks and parking; stagger teardown vs. visitor egress.
Capture content: Get 3–5 photos/video clips for your next promo reel (with permissions).
