How to run a workshop
Give it a go! -- Some handy hints for NEEMF events organisers
Jillian Johnson, 2004. Revised by NEEMF 2014
We are keen for any member of NEEMF to run their own workshops if they wish. The committee is happy to provide advice and support for new events organisers. You want a day for something special? You want a workshop somewhere new? No-one's done a workshop that's relevant to you, and you're feeling neglected? You can set one up.
It's easy! Here's what to do.
1. Find a Tutor (director) ....
...... and establish a date, repertoire, and who will provide the music. Before you definitely book the director, find out from them from where the music can be obtained and at what cost. The music can be the second most costly item of expenditure after the director's fees. It is usually practical to rent up to three items of music per workshop attendee. The best thing is to try your local library or the Yorkshire Music Library for copies. Directors will often supply their own music at cost, or you may have to obtain music elsewhere. Total up the likely music costs.
Ask someone you like and admire. Many Early Music performers are enthusiastic and supportive teachers and will welcome an approach to direct a workshop. Talk to one of the committee and find a spot in the NEEMF programme. Do this in good time to allow publication in the Newsletter Events Diary.
2. Find out the director's fee.
Don't commit yourself to booking a director for a workshop before you have worked out the total costs in 4., and the Treasurer has confirmed that these are reasonable.
NEEMF pays tutors a negotiated fee, plus travel costs. The treasurer will advise on likely levels of fees.
3. Find a venue
Visit the venue - the ideal venue has enough space for the likely numbers, good lighting, loos and kitchen facilities for refreshments. Local parking is essential, especially for instrumentalists. If possible, find out about public transport; e.g. what bus route from nearest station? Remember that venues should be accessible to those with mobility difficulties. Find out likely hire charges.
4. Work out the costs
Add tutor's fees + venue hire + music purchase/hire + refreshment costs and divide by likely number of participants to give you the likely profit or loss. Make a go/no go decision on the workshop in consultation with the Committee .
NEEMF workshop fees are generally £18 a day. Consult the Treasurer or Chairman if you have doubt about the financial viability. Remember that we are here to encourage the development of less well-known repertoire and genre, so to some extent profits on the more popular events can subsidise the minority ones.
5. Provide a booking form for your event
Provide details of the tutor, the repertoire, the vocal/instrumental forces required, the venue, the fees, the performing pitch, travel directions and whether or not refreshments/lunch/ music stands are available etc. It is usual to have a closing date for bookings 2 weeks in advance of the workshop date, particularly if music has to be ordered in advance. Contact the Webmaster for access to the booking form template.
Send the form to the Newsletter Editor to be printed and circulated via a NEEMF mailing. It can also be made available from the NEEMF website - send the file to [email protected]
6. Get some assistance for the day
Find a couple of friends to help make drinks, wash up, move chairs, etc. Not hard, but those few minutes at the start of the day can get you flustered.
7. Keep records of participants
Keep a record of all participants and the fees they have paid. Encourage payment by cheque as this gives you an automatic record of who paid what and saves you having to deal with large sums of cash.
8. Provide tutor with a 'cast list' a week ahead of the event
The tutor will need to know what forces to expect on the day - particularly if he/she is providing the music. Also ensure that he/she has all the details sent out to participants.
9. Risk Assessment
NEEMF has a standard risk assessment form available on the website. Workshop organisers should complete the form and forward a copy before the event to the IT officer.
10. Child and Vulnerable Adult Protection Policy
We have a child protection policy which should be consulted if any children under 16 or vulnerable adults ask to come on a workshop . Please contact the Child Safety Officer and agree the safe way forward in each particular case.
11. On the day
Ensure that the venue is available at least half an hour before the official start time to allow for those who get there early. Provide refreshments during registration - this is particularly welcome for those who have travelled some distance for an event - a thirty-minute registration period allows for late trains and traffic jams!
Ask one of the participants to write a short report for the NEEMF Newsletter. Maybe take some photos. Be sure to get back any borrowed music at the end.
12. Following the event
Provide the Treasurer with a list of participants and payments and details of the tutor's fees and any other expenses (music hire/ venue hire etc). Note that all financial transactions need to go through the Treasurer (otherwise the book-keeping gets horrendous).
13. Am I covered?
We have never had a serious accident at a Neemf workshop, and one hopes we never will. Nevertheless, Neemf has public liability insurance, so if the unthinkable does happen, you will be covered against a wide range of eventualities. Fuller details from the Treasurer.
14. Help!
Any committee member will be happy to help with organising your first event but here are the specialists! Phone numbers are in the Newsletter; email addresses are on the Neemf Contact page.
Jillian Johnson, 2004. Revised by NEEMF 2014
We are keen for any member of NEEMF to run their own workshops if they wish. The committee is happy to provide advice and support for new events organisers. You want a day for something special? You want a workshop somewhere new? No-one's done a workshop that's relevant to you, and you're feeling neglected? You can set one up.
It's easy! Here's what to do.
1. Find a Tutor (director) ....
...... and establish a date, repertoire, and who will provide the music. Before you definitely book the director, find out from them from where the music can be obtained and at what cost. The music can be the second most costly item of expenditure after the director's fees. It is usually practical to rent up to three items of music per workshop attendee. The best thing is to try your local library or the Yorkshire Music Library for copies. Directors will often supply their own music at cost, or you may have to obtain music elsewhere. Total up the likely music costs.
Ask someone you like and admire. Many Early Music performers are enthusiastic and supportive teachers and will welcome an approach to direct a workshop. Talk to one of the committee and find a spot in the NEEMF programme. Do this in good time to allow publication in the Newsletter Events Diary.
2. Find out the director's fee.
Don't commit yourself to booking a director for a workshop before you have worked out the total costs in 4., and the Treasurer has confirmed that these are reasonable.
NEEMF pays tutors a negotiated fee, plus travel costs. The treasurer will advise on likely levels of fees.
3. Find a venue
Visit the venue - the ideal venue has enough space for the likely numbers, good lighting, loos and kitchen facilities for refreshments. Local parking is essential, especially for instrumentalists. If possible, find out about public transport; e.g. what bus route from nearest station? Remember that venues should be accessible to those with mobility difficulties. Find out likely hire charges.
4. Work out the costs
Add tutor's fees + venue hire + music purchase/hire + refreshment costs and divide by likely number of participants to give you the likely profit or loss. Make a go/no go decision on the workshop in consultation with the Committee .
NEEMF workshop fees are generally £18 a day. Consult the Treasurer or Chairman if you have doubt about the financial viability. Remember that we are here to encourage the development of less well-known repertoire and genre, so to some extent profits on the more popular events can subsidise the minority ones.
5. Provide a booking form for your event
Provide details of the tutor, the repertoire, the vocal/instrumental forces required, the venue, the fees, the performing pitch, travel directions and whether or not refreshments/lunch/ music stands are available etc. It is usual to have a closing date for bookings 2 weeks in advance of the workshop date, particularly if music has to be ordered in advance. Contact the Webmaster for access to the booking form template.
Send the form to the Newsletter Editor to be printed and circulated via a NEEMF mailing. It can also be made available from the NEEMF website - send the file to [email protected]
6. Get some assistance for the day
Find a couple of friends to help make drinks, wash up, move chairs, etc. Not hard, but those few minutes at the start of the day can get you flustered.
7. Keep records of participants
Keep a record of all participants and the fees they have paid. Encourage payment by cheque as this gives you an automatic record of who paid what and saves you having to deal with large sums of cash.
8. Provide tutor with a 'cast list' a week ahead of the event
The tutor will need to know what forces to expect on the day - particularly if he/she is providing the music. Also ensure that he/she has all the details sent out to participants.
9. Risk Assessment
NEEMF has a standard risk assessment form available on the website. Workshop organisers should complete the form and forward a copy before the event to the IT officer.
10. Child and Vulnerable Adult Protection Policy
We have a child protection policy which should be consulted if any children under 16 or vulnerable adults ask to come on a workshop . Please contact the Child Safety Officer and agree the safe way forward in each particular case.
11. On the day
Ensure that the venue is available at least half an hour before the official start time to allow for those who get there early. Provide refreshments during registration - this is particularly welcome for those who have travelled some distance for an event - a thirty-minute registration period allows for late trains and traffic jams!
Ask one of the participants to write a short report for the NEEMF Newsletter. Maybe take some photos. Be sure to get back any borrowed music at the end.
12. Following the event
Provide the Treasurer with a list of participants and payments and details of the tutor's fees and any other expenses (music hire/ venue hire etc). Note that all financial transactions need to go through the Treasurer (otherwise the book-keeping gets horrendous).
13. Am I covered?
We have never had a serious accident at a Neemf workshop, and one hopes we never will. Nevertheless, Neemf has public liability insurance, so if the unthinkable does happen, you will be covered against a wide range of eventualities. Fuller details from the Treasurer.
14. Help!
Any committee member will be happy to help with organising your first event but here are the specialists! Phone numbers are in the Newsletter; email addresses are on the Neemf Contact page.
- Chairman: - for general advice
- Secretary: - advice on gaps in the NEEMF calendar of events
- Newsletter editor: - will be able to advise of publication dates for mailing, and will appreciate articles on forthcoming events or reviews and photos of past ones.
- Treasurer: - can advise on financial matters, payment of tutors etc.
- IT:- access to the workshop booking form template
- Child Safety Officer – child protection procedure and risk assessments