... organize a concert
You want to organize a concert, performance or presentation. How do you do that?
The right moment
Time plays a crucial role in organizing.
All the musicians and staff have to be available, and it has to be a suitable time for your audience. There has to be time in advance for rehearsals, consultation and publicity; and afterwards you need time for follow-up (distibuting reviews, photos and recordings). Subsidies and permits have to be requested months in advance. Don't forget to update your website.
In addition to rehearsal and performance space you may need office space to be able to arrange various matters in advance:
- sound, lighting and decor;
- contracts (venue hire, sound equipment lease and employment contracts);
- permits (licence under the Nuisance Act, noise pollution, etc.);
- and publicity (remember deadlines for press and media).
Using a budget you can list all the expenses as well as the expected income. Expenses mainly involve fees, insurance, rent, permits and publicity. As far as income is concerned you can consider the expected number of paying audience members, subsidies, sponsoring, merchandising and catering.
You can maintain an overview of payments using a budgetary control form.
The level you want to achieve determines your organization to a large extent. Check with everyone involved to see if the expected niveau is feasible and desired. Gear your expenses and planning to this desired level and build in some possibilities for evaluation.
Organization and communication
It is important that everyone knows who is responsible for what. For example: who has the final responsibility in artistic matters? Who communicates all the relevant information to those concerned? Who signs the contracts? Make sure these people are always accessible by phone, mail and e-mail.
- section law & contracts
- step by step: how to make a time plan (pdf)
- section doing business: money matters, projectmanagement, marketing
- section fund-raisingFunds