Organising a concert

Hey I was wondering, particularly from studio owners what goes into the planning of a performance? Costs, venue, tones of planning I am sure! But a break down of maybe your plan at the beginning of the year.. Could help us newbie’s not miss a beat! Your students may be surprised to read what you post also.. Definitely a lot of planning and hard work

This is somewhat of a vague thing to answer: are you asking for sample budgets, or are you seeking a list of things that you need to plan for and a timeline? Or both for that matter? And do you want examples that are dance-specific? Sticky Apple Legs www.thepromptcopy.com/sal Puppets in Melbourne www.puppetsinmelbourne.com.au My puppets www.collectzing.com/collection/137/

A check list and it doesn’t have to be dance specific at all :)

Here's my checklist for organising my last show (I self-produced, so the list may be different from others):

• Organise auditions/advertise
• Notify successful cast
• Get biographies, photos and contact numbers for cast
• Organise and pay for insurance
• Upload relevant info to website - for cast eyes only
• Organise a thank you present for each cast member
• Sort out costumes

• Create media releases, send out to media
• Use a list of media contacts to advertise: also make follow up calls
• Create poster
• Create postcard
• Get both printed, hand out to cast, etc.
• Create program, print it
• Create website banners, add to website
• Advertise online
• Do giveaways
• Organise cast/show photos and/or video
• Invite reviewers

• Organise a venue, booking line
• Organise festival registration (ignore this if you're not doing a festival)
• Organise rehearsal venue
• Organise rehearsal schedule: attend rehearsals
• Organise and pick up any lighting, set, props or sound equipment
• Organise lighting design
• Organise sound design
• Organise set
• Have extra CDs, just in case
• Have a tool kit and first aid kit (useful for bump ins, etc.)
• Organise transport and storage of any equipment, costumes, etc.

• Keep track of the budget, have all receipts, etc.
• Keep track of ticket sales, follow up on any outstanding money issues
• Organise copies of the script: including prompt copy
• Create cue sheets for operators
• Organise for bump out (it's amazing how easy it is to forget to prepare for it)

Because my show was based in puppetry, I also have a list of things to prepare based on that, which includes sets and props organisation, repairs, painting of objects, repair kits, etc. Which would be less useful for non-puppet shows. This is just some of the things also, because my show was during a festival and we had a festival-run venue. It meant no worries about organising FOH, ticket sales, venue set up or bump in, etc. Please note that all of the above must be considered in the context of all three stages of performance: before the season, during the season, and after the season. Sticky Apple Legs www.thepromptcopy.com/sal Puppets in Melbourne www.puppetsinmelbourne.com.au My puppets www.collectzing.com/collection/137/

Now that's a handy piece of documentation I wish I had in June! :) Now I shall take a copy of the list for future reference. thanks Na, Sean ____________________________________________________________ Currently working on: 'Locked In' a short play based on a real life experience For more details visit: www.freewebs.com/lazycreationsgroup

No worries - I've gotten in the habit lately of making up a list like that before every show, and marking off what needs to be done, and what I have done. It's especially good for keeping track of all the activities before a season starts: I will set myself a morning, or day, of admin, and go through the list as much as possible. For instance, I find it helpful to make up postcard and media release designs before I even know my season dates/venue; and then when I have that information sorted, it's very easy and quick to finalise the media stuff and get it sent out. I think having some sort of list makes things easier in the long run. 90% of the work producing shows is in the organisation. Sticky Apple Legs www.thepromptcopy.com/sal Puppets in Melbourne www.puppetsinmelbourne.com.au My puppets www.collectzing.com/collection/137/