Thread: what to think of when organizing a show & workshops

We're thinking of planning a gala show and some workshops, as this will be our first time all tips and advice on what to think of are welcome!

This is what we've came up with so far:

ads
announcer
bank account
booking forms
cameraman
caterer
cloakroom
dancer contracts
dancers
dancers angel
dancers fee
dancers food & drinks
dancers hotel
dancers ticket
dj
doorman
dressing room
feedback forms
flyers & posters
goodie bags
hostess(es)
liability insurance
light system
light technician
live band
mailing
microphone(s)
photographer
programs
promo cards
room
room decoration
sound system
sound technician
sponsors
stage
stage decoration
tables & seats
thank you dancers
thank you organizers
thank you sponsors
tickets
vendor table
waiters
website

What else is there to think of?!

B

I didn't see programs on there (for the show), and liability insurance. Make sure you are properly insured incase anyone gets injured!

A little off topic from your list

But any event planning should start with

Timeline
Budget, include contra
Task list and priorities
Delegate tasks, group related tasks under one heading, allocate a person to oversee and everyone regularly check in their tasks against the timeline

Looks like quite the party :-)

Delegate, delegate, delegate...

Don't hope and wait for people to offer to help you - ask them. And make them promise!
You can't do everything alone!

MEISSOUN

Booking forms, bank account accepting international transfers, IBAN number of international transfers, pricing structure, business case (even a spreadsheet with expenditure / income / break even, terms & conditions, financial backing. Performers "angel", person who generally looks after performers/make sure they music gets to the DJ etc. Feedback forms.

besides a website, posters, and flyers...we've found that promotional postcards are a really great way to get the word out.

And yes, VOLUNTEERS.

And have good strong well-written contracts.

Originally Posted by Samira_dncr

And have good strong well-written contracts.

I agree: even when making agreements among friends when nobody is getting paid directly, having contracts that outline *in detail* what everybody is agreeing to do will make sure that nobody misunderstands.

If you think the "c" word is going to bother anybody, you don't have to call it that. You can phrase it as an "agreement", or "task list", etc.

They say that good fences make good neighbors. Good contracts make good dance friends. :)

Thanks ladies you've made clear I f0rgot some very valuable things! Please keep the advice coming!

B

What about the vendors????
and security(assuming there may be things to lock up overnight)
and refund policy
and alcohol(if not covered by caterer)