Use this procedure to prepare for a performance and review its success afterwards.

1 Summary

1. The Artistic Director arranges guest artists
2. The Committee confirms the performance plan and appoints a Concert Manager
3. The Concert Manager briefs the members about the program
4. The Artistic Director conducts rehearsals
5. The Secretary arranges public liability insurance
6. The Publicity Coordinator coordinates publicity for the performance
7. The Concert Manager briefs the members about the performance arrangements
8. After the performance, the Concert Manager reviews it and records lessons learnt

2 Activities

2.1 Arrange guest artists

Artistic Director:

1. Makes tentative arrangements with guest artists according to the annual program, determining:
• Availability for the date
• Rehearsal arrangements
• Travel and accommodation requirements
• Reimbursements
• Performance fees
2. Reports the tentative arrangements to the Committee
3. Provides input to the Publicity Coordinator for the publicity
4. Provides guidance to the Publicity Coordinator's printed program team
5. (After the Committee approves the performance plan) Confirms the arrangements with the guest artists
6. assists the Concert Manager to plan rehearsals and the performance arrangements

2.2 Confirm performance plan

Committee:

1. Reviews the plan for the performance detailed in the Annual Program
2. Receives tenative arrangements report from the Artistic Director about guest artists
3. Verifies that the venue booking is secure
4. Sets an admission charge for the performance
5. Proposes extra rehearsal dates and times
6. Notes the official acknowledgments required, such as from benefactors
7. Briefs the Secretary to send free tickets as required
8. Checks the availability of funds and sets budgets for:
• Guest artists
• Venue and equipment hire
• Acknowledgment gifts
• Publicity
• Recording
9. Confirms the performance plan
10. Appoints and briefs the Concert Manager
11. Appoints and briefs the Publicity Coordinator
12. (During the rehearsal period) Supports the Artistic Director's diligence standards by:
• Example
• Discussion with members who are not meeting the standards
13. (After the performance) Receive a report from the Concert Manager on success of the performance, contributing to the list of lessons learnt and suggested improvements
14. (After the performance) Arranges sales of the recording

2.3 Brief about program

Concert Manager:

1. Briefs the members about arrangements for the concert, including:
• The confirmed program, venue and guest artists
• The Publicity Coordinator
• The admission charge
2. Confirms extra rehearsal dates and times with the members
3. Recruits a team to produce rehearsal tapes if members require them
4. Recruits other volunteers for tasks as required at this early stage of rehearsals

2.4 Conduct rehearsals

Artistic Director:

1. Conducts rehearsals for the performance
2. May set and insist that members meet diligence standards:
• Punctuality
• Reliable attendance
• Learning material outside rehearsal time

2.5 Arrange insurance

Secretary:

1. Arranges public liability insurance for the performance
2. Sends free tickets to invited guests as the committee instructs
3. Briefs the Publicity Coordinator about public liability insurance provider acknowlegment

2.6 Coordinate publicity

Publicity Coordinator:

1. Receives a briefing from the:
• Concert Manager about the performance arrangements
• Artistic Director about the works to be performed
• Committee about benefactor acknowledgment
• Secretary about public liability insurance provider acknowledgment
• Previous Publicity Coordinator about lessons learnt and suggested improvements
2. Creates a draft publicity campaign plan
3. Recruits a publicity team (generally all members)
4. Briefs the publicity team on the publicity plan and improves it from the team's feedback
5. Coordinates the publicity for the performance
6. Recruits and briefs a printed program team who will:
• Collect material for the printed program under the guidance of the Artistic Director
• Produce a printed program for the audience at the performance
7. (After the performance) Briefs the next Publicity Coordinator on lessons learnt and suggested improvements

2.7 Brief about performance

Concert Manager:

1. In communication with the Artistic Director, plans dress rehearsal and performance arrangements as listed below in this activity
2. Briefs members about extra rehearsal, dress rehearsal and performance arrangements, adjusting them as required:
• Dates, times, places
• Dress and other requirements
3. Recruits and briefs the following teams:
• Dress rehearsal set up and set down team
• Performance set up and set down team
• Team to prepare gifts for:
  • Guest artists
  • Artistic Director
  • Front of House Manager
  • People who lend equipment
  • Other people who give help
• Team to coordinate refreshments at the performance
4. (If required) Arranges recording of the performance

2.8 Brief guest artists

Artistic Director:

1. Briefs guest artists about rehearsal and performance arrangements
2. Ensures that Group meets the guest artists following requirements:
• Travel and accommodation requirements
• Reimbursements
• Performance fees

2.9 Review performance

Concert Manager:

(After the performance) Compiles a list of lessons learnt and suggested improvements:

1. Consults with members
2. Reports to the Committee
3. Briefs the next Concert Manager

3 References

Process for Managing the Amateur Performing Group (Parent Process)
Create Annual Program Procedure
Manage Front of House Procedure
Conduct Dress Rehearsal Procedure
Conduct Performance Procedure

Document Control

Where is the current version?

The current version of this document is on-line at the AGP website (www.qdt.com.au/apag).

Revision history