Organising Events: a Guide for Staff & Students This guide has been created to anyone who is considering putting on a music/performing arts event and to show what support is provided if your event is part of the Bath Spa Live programme. This guide is designed as an aid for Bath Spa University staff and students who wish to arrange an event on or off campus. Although every event is unique, the process involves answering the same fundamental questions and undertaking the tasks outlined in this guide. Bath Spa Live's role is to produce and promote, to a professional standard, the best of the work being created in the School of Music & Performing Arts at Bath Spa University. We also bring inspiring artists to perform for, and work with students, producing energetic, exciting and experimental work to be enjoyed by everybody. All suggestions and ideas for future Bath Spa Live events will be gladly considered. Please note that we programme 9-6 months in advance. The Autumn season in the preceding Feb-Apr period and the Spring programme in the preceding Oct-Nov period. Preferred Timeline

Questions / Tasks What the Bath Spa Live team can offer if your event is in our programme:

Stage 1: Initial Questions 6 months prior to the event

Why are you proposing this event and what are the desired outcomes (e.g. to raise awareness, raise funds, showcase for new talent, etc.)? What is the desired output (e.g. concert, lecture, networking reception etc.)? Could this event be part of the Bath Spa Live programme (the benefits of this are that Bath Spa Live will offer the support outlined in the column on the right at all stages)? AUDIENCE: Who are you targeting to attend this event? Will there be any age restrictions? VENUE: Where will this event take place? BUDGET (ALL events have an associated cost of some kind): Who will cover these costs? Examples of budgetary items to consider:

• Front of House staff • Technical staff • Catering/bar • Venue hire • Performer fees & expenses • Licenses • Marketing

BSL can offer advice and support in all aspects of the initial stages of event organisation. BSL has a budget to cover all costs related to the BSL events programme. Any losses made on shows in the Bath Spa Live

• Costumes, props hire • Sheet music hire and royalty fees • Furniture • Security • Transport

STAFF: Do you have adequate support from staff to arrange this event with your usual workload? If your event takes place on Bath Spa University property and you wish it to be open to the public, the University must provide at least two stewards, who are familiar with the fire exit procedures of that particular venue. A certified first aider must also be present at all times. Technical support does not come as standard with a Bath Spa University venue booking. If you have any technical requirements, you will need to liaise with the technical team in your School/Department so they can arrange for someone to be on hand. If there is no one available, MPA can provide a Technician but would need to charge you for this service. Standard rate is £10.27 per hour and a request would need to be made to the MPA Technical Manager, Chris Britton, at least 6 weeks in advance so that arrangements can be made which fit in with MPA commitments.

programme will be covered by BSL. Any profits will go into the BSL budget. A team of BSL staff are available to run your event to a professional standard.

Stage 2: Event Detail & Audience 4-6 months prior to the event.

Produce as detailed a budget as possible Consider the content of the event and produce a programme / schedule with timings (if using an external venue, they will require a final and full schedule of timings as early as possible) Produce a detailed Risk Assessment, which must be completed and authorised before the event can take place (for external venues. Please follow the guidelines as provided by the relevant Events Manager), Risk Assessment forms can be located online here: https://sharepoint.bathspa.ac.uk/smpa/Shared%20Documents/Forms/AllItems.aspx?RootFolder=%2fsmpa%2fShared%20Documents%2fMPA%20OffSite%20Activity&View={63B36DA9-11C0-4335-B95D-1143832C4D4C}

BSL can take on the responsibility for managing all costs and invoicing The BSL team can produce a printed programme to a professional standard and offer advice on timings. The BSL Events Manager can produce a detailed risk assessment in consultation with the proposer.

Title the event and produce a short and enticing abstract/paragraph to describe the event and what you are trying to achieve. It may seem early to produce this kind of detail but this will keep you focused on the goal of the event (and will also help with marketing the event). AUDIENCE & TICKETING: Is this event:

Invitation only – if so: 1. How are you inviting guests? 2. Who will be designing/producing the invites? 3. Who will record/acknowledge the responses?

Open to the public – if so:

1. Is there a charge to attend? 2. Who will sell and distribute the tickets? 3. Who will record/acknowledge the responses? 4. Who will market/publicise the event and how? 5. Who and how will you handle cash on the night of the

event?

See Appendix 1 for Lindsay Endean’s Marketing Timescales guide. Bath Spa Live, in partnership with Bath Box Office, will arrange the sale, distribution and recording of all ticket sales. Any losses made on shows in the Bath Spa Live programme will be covered by BSL. Any profits will go into the BSL budget.

Stage 3: Licensing 2-3 months prior to the event.

If music is to be played during the event a PRS licence may be required for this. See http://www.prsformusic.com for further information or ask the Events Manager about your possible requirements. If the event is taking place in a University venue, then a full list of music played/performed during the event should be submitted to the Events Manager. This list should include (where possible) The title of the piece, the composer, the publisher and the duration of the piece. This includes any pre-recorded music. If the event is taking place outside the University, then it is the responsibility of the relevant venue manager to collect the PRS info for their own venue. If your event is taking place in Burdall’s Yard or off campus and if you intend have a pay bar a TENS license will be required. Please discuss this with the University Events Manager and/or the external venue manager to see if a license is already in place. A TENS notice must be submitted at least ten working days exclusive of the day on which the event is to start, and exclusive of the day on which the notice is given. More information about Tens notices can be found online here: http://www.bathnes.gov.uk/business/LicencesStreetTrading/Pages/TENS.aspx *Please note that there are only a limited number of TENS licenses available at Burdall’s Yard, events within the Bath Spa Live programme will be given priority to use these licenses.

Bath Spa Live will make sure all licenses are in place. We will also cover the cost of these licenses.

Stage 4: The Event 1-2 weeks prior to the event.

Is the venue clean and tidy (including toilets and backstage area)? Do you have a table/cash box for your box office staff? Are all fire exits clearly marked and free of obstruction? Is the furniture in place for audience members? Are props, costumes, music stands and other stage equipment in place? Are you familiar with auditorium and front of house lighting? If the show involves any special effects that may have an impact on the audience are there signs indicating this (i.e. strobe lights)? Is the first aid kit fully stocked and near by? Is signage in place (e.g. reserved seats, artist only areas, toilets)? Are license notices displayed as required? How long will the interval be? When can latecomers be admitted? Are all staff clear on their duties for the event?

Bath Spa Live will manage front of house for all events in the BSL programme.

Appendix 1: Marketing timescales for Bath Spa Live events NB: The service offered by the Marketing Manager, Lindsay Endean, is only available for events in the Bath Spa Live programme. Time scale What I can use What I can do

(exact marketing tools use will depend on the nature of the event)

At least 3 months before event

• Date(s) & Time(s) • Location • Ticket prices • Description from which to write copy • For press coverage - photos (or

opportunity to organise photo shoot) • Video/audio footage from rehearsals • Keen student volunteers

• Include in bi-monthly BSL leaflet • Full press coverage – local,

national, magazines • PR events • Print – distributed on campus, in

Bath and further afield • Advertising • Targeted audience development • Web & Email • Plus potentially lots of other things –

limited only by imagination and budget

At least 2 months before event

• Date(s) & Time(s) • Location • Ticket prices • Description from which to write copy • For press coverage - photos (or

opportunity to organise photo shoot) • Video/audio footage from rehearsals • Keen student volunteers

• Include in bi-monthly BSL leaflet • Press coverage (not monthly

magazines) • Print – distributed on campus and in

Bath • Advertising • Limited targeted audience

development • Web & Email

1 month before event

• Date(s) & Time(s) • Location • Ticket prices • Description from which to write copy • For press coverage - photos (or

opportunity to organise photo shoot) • Video/audio footage from rehearsals • Programme copy

• Limited print promotion: campus and Bath

• Local press – Bath Chronicle and Venue

• Possibly some targeted audience development (depending on event)

• Web & Email • Produce programmes

2 weeks before event

• Date(s) & Time(s) • Location • Ticket prices • Description from which to write copy • Video/audio footage from rehearsals • Programme copy

• Limited print distribution around campus

• Web & Email • Produce programmes

1 week before event

• Date(s) & Time(s) • Location • Ticket prices • Description from which to write copy • Video/audio footage from rehearsals

• Web & Email