Advice and Ideas for Concert Promoters
The purpose of this guide is to assist promoters to hold a successful event, maximise fundraising capability and publicise the organisation or charity which is being supported.
What the choir will provide.
The choir will provide a complete evening of entertainment including soloists. All concerts commence at 7:30 pm unless specifically agreed at the time of booking. Concert programmes allow for an interval of 15 to 20 minutes and generally end at about 9:45pm. We perform a wide variety of music and we aim to ensure that everyone leaves having had an enjoyable evening of live entertainment. The choir will provide a master of ceremonies who will introduce the choir, the music, soloists and anything else that makes the evening run smoothly.
What promoters need to do.
The Venue.
The venue is very important and choosing the right location will enhance the success of the event. Choirs need a good acoustic and that is why churches are the preferred option. However we have sung in village halls, community centres, school halls and a variety of other locations. There needs to be a good area, space for 40 plus choristers, from which the choir can give its performance and if possible with some elevation for the back rows. Using churches as an example they usually have steps leading to the choir or altar that we can utilise. Staged areas with curtains or drapes are good for plays and amplified music but have proven to be unsuitable for choirs.
Choose a location with a seating capacity that you think you can fill. You may need an area from which you can serve refreshments either within or adjacent to the auditorium and the choir will need an area or room where we can assemble. We bring an electronic piano with us together with piano speakers we therefore require access to a power supply. Most locations now have sound systems with either radio mikes or fixed location mikes which are essential to ensure the audience can hear all the necessary announcements. This may seem a little prescriptive but you will probably find that the venue you use will have all of the above.
If you are hiring or using a venue that you are unfamiliar with please ensure there is someone on site who can work the lights, sound systems, heating and generally unlock doors and gain access to such things as organ lofts etc. Of particular importance is the access to toilet facilities. If you are hiring a church please be aware that the majority of our programme is secular. If you are unsure of any of the above please discuss it with the Concert Secretary.
Pre-Concert Planning
Don't do it on your own; make sure that all of your organisation are on board and identify areas of responsibility. Publicise the event from the moment you confirm it is going ahead so that it goes into diaries and on calendars. Try to ensure that the concert does not clash with other unconnected local events.
Produce posters large and small and circulate at least four weeks before the event containing all the details of location with post code, date, time cost and contact details plus details of where any profits will go. It may work out cheaper to print your own advertising but check the cost and only produce what you need. Make contact with other organisations, churches and groups in the area and ask them to publicise. Try the press, local radio and television, don't forget the free newspapers and smaller radio stations.
Use the internet, email, text and any other electronic means at your disposal to make contact and advertise. Make sure that your members sell tickets; most people can with a little effort sell between 5 and 10 tickets to friends and family before going to the wider public. Also sell tickets in advance rather than accept promises to pay on the night. The maths is simple. The target is to be able to write “concert sold out” across the advertising. We can provide publicity material for the choir either in hard copy or through the choir web site at www.policechoir.co.uk
Finance
The object of the evening is to raise as much money as possible for your organisation. There are a number of options; tickets should be priced at a level to attract an audience and ensure that your expenses are covered. Between £5 and £7:50 would gross between £1000 and £1500 for an audience of 200 but your organisation is best placed to determine this.
To enhance income you could sell refreshments or ask for a donation or include the cost of refreshments in the ticket price. (eg. £7:50 includes a glass of wine etc.) Take a retiring collection, seek a sponsor or sponsors. (see programmes). Organisation members may donate things such as tea, coffee, wine, biscuits, cakes etc. all of which can offset expenses. You may have other expertise in your organisation such as a printer; make sure you use whatever is on offer. Raffles or prize draws can also raise a fair amount of money.
You will be aware of the choir fee and you should make sure that you are aware of all other expenditure in order to determine a ticket price to take this into account.
Programmes
Programmes can make a small amount of money and they are also important for making sure people know about your organisation and to acknowledge those people who have contributed or supported the event. You could sell a little advertising and you should mention any sponsors who wish to be acknowledged. We can supply information about the choir, but it is unlikely that details of our concert programme will be available until two weeks before the concert. Titles will be put on our web site and full details of composers etc. can be obtained via the choir secretary. You could decide to either sell programmes on the door or include the cost in the ticket price and make one available to everyone attending.
Reminders
One or two weeks before the date remind those who may have forgotten and place posters /banners etc. near the venue as a further reminder that the event is on.
On the day.
Give yourself plenty of time to sort out any last minute hitches and make sure you have contact telephone numbers for caretakers or someone connected to the building who can sort out any problems. We will require access to the venue at least 45minutes prior to the concert starting to set up our piano etc. If the choir are not included in the audience refreshments some soft drinks tea or coffee would be appreciated during the interval. We have no objection to mingling with the audience. If someone from your organisation wishes to speak to the audience please ensure that they are identified beforehand and liaise with the M.C. to discuss the appropriate time to make any announcements, introductions and votes of thanks.
The above are only suggestions to assist the smooth running of the event. Should you require any further information please contact us through the details shown below..
Email addresses for the choir:
Secretary honsec@policechoir.co.uk
Concert Secretary concerts@policechoir.co.uk