Organizing a Recital or Concert

[Tyler Hughes]

I have been to countless numbers of recitals, concerts, and performances. Though majority of them were very good musically, I have noticed is that there is no real consensus on what is acceptable and what is not acceptable when organizing a concert. This is especially true, it seems, for composers. 

As composers we deal with more performers, more equipment, and so many other things beyond just the music. So what are the do's and don'ts of putting on a concert?

Here are some question that one might ask themselves when during the process of putting on a concert; 

Answer those you have an opinion on.

Performers

1. When is the latest you should be handing out music to performers?
2. If you are paying your performers, when should you pay them?
3. If your performers are volunteers, how do you thank them; gifts, dinner, a thank you note?
4. If concert is several miles away in another town, state, or countries and you are paying your performers, should you include travel expenses in their payment or pay for their travel and possible hotel stay?
5. If concert is several miles away in another town, state, or countries and you are NOT paying your performers, should you pay for their travel, possible hotel stay, and/or other expenses?
6. If you were a part of a concert with multiple composers, after performer, should you performers acknowledge you or should you walk up on stage and bow along with your performers? Or should they just bow and leave the stage?
7. Should you be responsible for any other extra equipment your performer needs, such as electronic equipment, stopwatches, tuning forks, things for prepared piano, or foot pedals for live electronics and ect., or is that a responsibility for you the composer?

Equipment 

1. If you are responsible for recording, when do you go into the venue to set up your equipment?
2. If you are not responsible for recording, when should you talk to the recording tech people?
3. If their is a video element or a lighting element, when should you it out?
4. If their are electronic components to your music, when should it be set up in the venue?

Pre-Concert

1. Should you have a stage crew, or should you do any back stage preparations and duties yourself?
2. How soon should you have the dress rehearsal?
3. If you have a large ensemble performer a work of yours, how often should you attend rehearsals?
4. If a piece is not up to your standards the day of or the day before, should it be removed, replaced, or allowed on the program?
5. Should you make a poster or flyer, and if so when do you post them up?
6. What is the appropriate attire for you and your performers? And what is not acceptable to wear for you or your performers?
7. Should you make programs, if so what are some basic information that should be in them?
8. Should you make any pre-concert announcements or speeches?
9. When should you let the audience into the space?

During the Concert

1. Who should cue to lower the house lights and cue performers to go on stage?
2. Where should you as the composer be during the concert; in the audience or back stage?
3. Who should monitor the audience coming in and out during the concert?
4. If an audience member becomes distractive, who should be responsible for asking them to leave; you or a recital/stage crew?
5. If someone is arriving late, when should you allow them into the venue?
6. If your concert has a mix of pieces that are solos, and pieces for larger ensembles that require the stage to be set up, which pieces should be first?
7. How much time should you allow for setting up the stage for a piece?
8. If you know a piece take a long time to set up, should you make the set up time the intermission, a slight break, talk about the piece to the audience while it is being set up, or just allow the audience to watch the set up?
9. When should you have an intermission?

After the Concert

1. During the final applause, do you take your bow from the stage or from the audience?
2. Should you have a reception after the concert? If so what should be served at a reception, if not why?
3. How long, as the composer, should you stay after the concert?
4. Who is responsible for cleaning up the stage, the house of the venue, and the lobby of the venue?
5. Should you give your performers a copy of the recording?
6. How do you thank your performers?
7. If you were not pleased with the performance, does any of the following questions change?

Are there anything else one should think about?

[Kala Pierson]

Excellent list.  Another broad point: worth thinking about how many of these points to agree on in advance with performers and others, and whether those agreements should be in writing (especially any that might otherwise be a surprise, like an agreement to pull a given piece if it's not up to your standards -- which means considering how to articulate what those standards are). 

[Tim Marko]

These are my initial reactions to your list.

 

Performers.

If they are to be paid, most of your questions will be included in what they require.  You can check with the local musicians union to get an idea of what they can/should expect.

 

If they are volunteers, you should probably make sure at the very least that it doesn't cost them anything to help you.

 

My feeling is that if they aknowledge you, it should be from the stage with you in the audience.  If there are multiple works, or the concert is all your music, then an appearance at the end of the program would be appropriate.

 

Equipment

 

Musicians should be responsible for any equipment they would normally use. (Gutiar player his own amp, etc.)  You should be responsible for anything extraordinary. (Prepared piano, etc.)  Make sure you have permission for any alterations to instruments or facility before you do it!

 

Pre Concert

 

Some of these questions will be answered by the venue you use.  If you are paying for it, they will have guidelines for what you will have to do and what they will do.

 

Attire will be a reflection of the concert.  If you want formal, than it should be formal.  (If the concert is entirely your production, than you can make that decision.)

 

You should provide some type of program for your audience.  Include any notes regarding your music that may interest them.  They want to be involved with the production as well, and knowing some of your insights into your music will help them.

 

Concert

 

Again, the venue may have people assigned to these various tasks.  Checck with them.  If not, get a friend that you trust to work as a stage manager. (Better yet, find a stage manager with a local theater company.  They already have experience in production flow.

 

Try to program the concert so there is minimum set up time during.  A quintet can be set up to the side and the percussion set up can be pre set on the other side.  The key here is planning, but make sure the program makes musical sense.  (Don't do your "star" piece first, and go down from there!)

 

After

 

If the entire program was your music, then a stage appearance would be alright.  If it's along with others, perhaps all of you together.

 

Personally, I would try to arrange a reception for the performers and audience after.  This will give the audience a chance to meet you and more importantly, it's a great networking event.

 

If the performers were paid, that's their thanks (Sorry if that sounds bad, but that's why they did the performance.)  If they were volunteers, I think dinner or perhaps a later reception just for them.

 

Didn't mean to get this long winded.  Hope it helps.

[Tyler Hughes]

I finally got around to answering my own questions, well some of them. Im going to answer questions that I have strong opinions on. 

Performers

• When is the latest you should be handing out music to performers?

The latest that is acceptable is 3 week. Even if the music is perceived as "easy", the latest that is acceptable is 3 weeks prior to the concert. Ideally it should be at least 2 months prior to the concert, but if all things fail and you have no other option, then three weeks. Anything sooner than three weeks should not even be considered

• If your performers are volunteers, how do you thank them; gifts, dinner, a thank you note?

Ideally dinner, if you can't afford that or unable then a thank you note and I personally would give a gift. (thats what I did for all the performers on my recital since I couldn't get them all in one place to thank them). 

• If concert is several miles away in another town, state, or countries and you are NOT paying your performers, should you pay for their travel, possible hotel stay, and/or other expenses?

Though ideally this situation should be avoided, I know from having to do this at least twice in my compositional career so far that sometimes this is not avoidable. When you find yourself traveling with unpaid performers you are responsible for paying for their hotel, other expenses (such as registration if needed and any other expenses that pertain to the concert, festival, or competition) and at least a dinner as a thank you to the performer(s). 

• If you were a part of a concert with multiple composers, after performer, should you performers acknowledge you or should you walk up on stage and bow along with your performers? Or should they just bow and leave the stage?

The acknowledgment should be made from the audience. Your performer should gesture towards the audience after they take their own bows, you as the composer should just stand and acknowledge the applause. Keep in mind most performers are not use to this and its up to you to inform them on how to do this. 

[Tyler Hughes]

Pre-Concert

• Should you have a stage crew, or should you do any back stage preparations and duties yourself?

A stage crew is a must. You alone cannot mange all of what need to happen backstage on your own and still produce a quality concert. 

• How soon should you have the dress rehearsal?

Dress rehearsal should be scheduled for the TWO days prior to the concert. This is especially true if their are electronic elements in your concert. 

• If a piece is not up to your standards the day of or the day before, should it be removed, replaced, or allowed on the program?

If a piece isn't up to your standards you should replace it but only if their is ample time to do so, if not remove it from the program and during the concert make an announcement that that piece will not be performed. Do not go into detail as to why its not going to be performed. 

• Should you make a poster or flyer, and if so when do you post them up?

Yes, they should go up two week prior to the concert. Any later and they might be missed by people, any sooner and they might get ignored or covered up by other posters and flyers. 

• What is the appropriate attire for you and your performers? And what is not acceptable to wear for you or your performers?

If the concert is a very laid back concert then "sunday's best" (button down shirt and slacks). Any other concert they should wear either Business Attire or Concert Black. As for the composer, you should wear Business Attire.

• Should you make programs, if so what are some basic information that should be in them?

Yes, they should contain a over-view of the concert and program notes. A bio is nice but optional. 

• When should you let the audience into the space?

Doors to the hall should be open 15min prior to the concert. 

[Tyler Hughes]

During the Concert

• Where should you as the composer be during the concert; in the audience or back stage?

In the audience.

• If an audience member becomes distractive, who should be responsible for asking them to leave; you or a recital/stage crew?

Recital Crew should be responsible for removing disruptive audience members. 

• If someone is arriving late, when should you allow them into the venue?

Late arrivals should only be allowed in during the applause of a piece. 

• If your concert has a mix of pieces that are solos, and pieces for larger ensembles that require the stage to be set up, which pieces should be first?

All solo pieces should be at the beginning of the concert with larger pieces towards the end.

• How much time should you allow for setting up the stage for a piece?

You should allow at least 1 mins to set up the stage. To ensure this will happen, rehearse setting up the stage during your dress rehearsal. 

• If you know a piece take a long time to set up, should you make the set up time the intermission, a slight break, talk about the piece to the audience while it is being set up, or just allow the audience to watch the set up?

If you know a piece will take longer than 1 min to set up, plan a slight pause or intermission. You can indicate this by announcing it before the concert, writing it in the program, or bringing up the house lights to indicate to the audience that the set up is not part of the concert. Remember, they came to hear the music you wrote, not see the stage crew set up instruments. 

• When should you have an intermission?

After the Concert

• During the final applause, do you take your bow from the stage or from the audience?

If its a concert of all your own music, you take the bow from the stage. 

• Should you have a reception after the concert? If so what should be served at a reception, if not why?

I'm a strong believer in having a reception, of course if you can't afford one or if the venue you have your concert doesn't allow for one then of course don't have one. The food served at a reception should be all finger food. The only utensil that should be used is a tooth pick. A light colored punch should also be served.  Keep in mind that most of the people at the reception will be standing while they eat as well as talking so keep the food light and mess free. 

• How long, as the composer, should you stay after the concert?

The composer should be the last one to leave. 

• Should you give your performers a copy of the recording?

Yes

• If you were not pleased with the performance, does any of the following questions change?

If you are not pleased with the performance it doesnt change how you treat your performers after a concert. Address what you didn't like at a later date if you need to, or simply do not ask said performer to perform anything else of yours. DO NOT address the performer at the concert or reception about your discontent of his/her performance.