Preparing for the Season Performances

It takes time to prepare a successful performance.  The more a committee can delegate specific tasks to specific individuals the less stressful it is for all involved. This is not always possible though, so the committee should be cognizant of the volunteer capital they have and program their season accordingly.

1. Prepare a projected budget, set some goals, e.g., audience size, profit, or break even. You can use the PA Grant Budget as a template.  You may also want to break your budget down by performance.

2.Book the hall as soon as dates are finalized.

3.Upon receipt of the contract from OSAC, read thoroughly, checking to see if arrangements need to be made for a stage crew, special equipment, or piano tuning.

4.Plan a progressive publicity/marketing campaign. You may have a Season Launch campaign and also activities that are event specific.  For example in the Spring when you launch your season you may have a Press Release and advertising announcing your season and the performers and indicating where tickets can be purchased. 

A show specific campaign may include but not be limited to the following:

-Plan the campaign
-Issue first press release
-Distribute single performance show specific flyers and posters
-Promote the performance on your website and your social media channels
-Be sure to include a listing on your town website or your venue website if they are available.
-Approach media with ideas for feature story, supplying them with a media kit of information         including a picture
-Arrange interview (telephone is okay) with performer
-Invite media to event including reviewers
-Place ads and public service announcements
-Follow up on invitations to media

5.Advance the Performance. This is a phone call or email with the artist or their representative confirming the details of the performance day. Confirm the artist have booked their accommodations. The performers may ask you to recommend a motel. While you may book the necessary rooms, payment is the responsibility of the performers unless otherwise specified in your contract. Find out when the performers will arrive. Have someone available to greet them, take them to the hall, and deal with any questions that arise. Your helpfulness and attitude will be repaid in the quality of the performance. Conform their hospitality requirements

6.Evaluate the event. Did it go as planned? Were the goals met? What did audiences say about the performance? These audience quotes are vital for those that help to fund OSAC to understand the difference we are making. Fill out the online evaluation form promptly.