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. NEEMF holds a
borrower's card for the Yorkshire Music and Drama Library (YLI,
Wakefield). It is usually practical to rent from them up to three items
of music per workshop attendee. 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 the Events Co-ordinator 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 participants' fees. Make a go/no go decision on the workshop in
consultation with the Committee .

NEEMF workshop fees vary from about £12 a day to £15 a day depending on the event. Big events can charge less because the cost is spread over more people. 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 a good idea to have a closing date for bookings, particularly if music has to be ordered in advance. Contact the Webmaster if you would like a booking form template - includes recommended wording re young persons.

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 webmaster@neemf.org.uk

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.

Also please give out the Arts Council Questionnaire, which collects information that we need in order to show the Arts Council we have used their funding wisely.

7. 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.

8. 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.

9. 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).

10. 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.

11. 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.

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• Chairman: - for general advice, booking form templates etc.
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• Events Co-ordinator: - advice on gaps in the NEEMF calendar of events
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• 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.
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• Treasurer: - can advise on financial matters, payment of tutors etc.
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