Below is a written out version of the mind map diagram above – there is an additional timeline of admin tasks at the end.
You might also like to consider the Hierarchy of Needs of a singing group.
Things to consider
- Start by imagining the first session – what do you want it to feel like?
- Create an inspirational manifesto for your work including your intentions, motives, goals. Think big, be creative.
- Ask:
- Who is it for? Who are you trying to reach?
- Where? Why there?
- When? Why then?
- Find a venue
- Consider:
- Getting help with admin, marketing, etc
- Offering a reduced or free working ticket or asking a friend to come along and help you while you get established – they can meet and greet people, register singers at the door, help set out chairs, get refreshments ready
- Aligning the group with an established group or choir for marketing joint performances and mentoring opportunities
- Aligning the group with a charity you can fundraise for and perhaps get volunteer support from
Make a budget
INCOME – All the income sources
Including funding, donations, ticket costs, concert income
EXPENDITURE – All the outgoings
Your fee, venue hire, heating costs, extra admin or other help, travel costs, song license or photocopy fees, resources, marketing, printing, PVG license if needed (working with children or vulnerable adults)
Make a timeline for admin tasks
12 months ahead
- Write a manifesto / vision for how you want it to feel
- What kind of songs will you sing?
- What expectations will you have of singers?
- How will you let them know about these?
- Make a business plan
- Find an appropriate venue
- Chose a name
- Design logo / publicity that reflects the vibe / the people you want to attract
- Visit venue and risk assess
6 months ahead
- Source songs for first term / year
- Buy licences and make sure copyright is in order
- Sign any paperwork / pay deposit for venue
- Where, when and how will people book, buy tickets or pay?
- Start to publicise and make a mailing list
- Keep a note of where you publicise
- Devise a cancellation policy for workshops
- Recruit helpers and volunteers if working with children
- Apply for PVG License if working with children or vulnerable adults
3 months ahead
- As people book send a receipt and let them know when they’ll get more information
- Publicise – keep a list of places for future marketing
- Take out Public Liability Insurance
- Design a feedback system – what do you want to know? (include where did you hear about the group – for future publicity)
The month before
- Make learning resources
- Email round participants with a reminder of directions, timings, address, etc
- Liaise with key-holders
- Prepare signage to go outside the venue
- Print out songs / resources
The day before
- Buy tea, coffee, milk etc
- Get a float if taking cash
- Print out register
Originally written by Ali Burns & Christine Kydd as part of the Choir Leaders’ Training Manual