Libraries and leisure

Performing arts event checklist

This checklist can be adapted to the size and type of performing arts event planned.

Performers

• Go and see potential acts, if possible, before you book them. Ask for recommendations.
• Discuss how and when you are going to pay them. Remember to include National Insurance and Income Tax in your gross figure. Check that the performers aren’t expecting any additional payments to cover these, following the event.
• Provide accurate directions and allow time for setting up and delays in arriving.
• Ensure that parking arrangements are clear. If possible, allocate someone to help with moving equipment, setting up and taking down.
• Ask to see a copy of performers public liability. They should have at least five to ten million pounds worth of cover.
• Check with the performers about their equipment needs and how much you will need to provide. This could include a stage, lighting, sound equipment etc.

Suppliers

• Confirm delivery times and ensure the suppliers have accurate directions to reach the site on time.
• Make sure you have an electricity supply. Will you need generators for a temporary power supply? Is power needed only for the day of the event or longer?
• Will fencing be needed at the event? If so, where will it be required e.g. around a main stage?
• If its an outdoor event what marquees and other structures will be needed?
• If toilets are not available at the venue, you will need to provide them. Remember to include disabled toilets in your calculations.
• Will you need a water supply and if so who will read the meter before and after the event?
• Staffing and security requirements will be dependant on type of event. If you need to use specialists, for example in staging or fireworks, check that they have appropriate training certificates.

Other organisational considerations

• Emergency plans should be agreed and signed by the appropriate people.
• Health and safety must be agreed and comprehensive. All staff should be properly briefed about health and safety.
• Risk assessment must cover all sectors of the event and be signed by an appropriate officer.
• Will your insurance cover every accident, fire etc? Do you have insurance to cover cancellation?
• A contingency plan needs to be agreed and achievable.
• Produce a pre-event task list, in the appropriate order with a timetable.
• Make sure you have a clear picture of the likely income and expenditure.
• There should be a nominated health and safety advisor who is appropriate and qualified.
• Consider sign posting the event as appropriate.As well as on site, you might want to consider signage on roads both to promote the event and to inform about parking.
• Licensees need to be approved and on site at all times.

Production

• Is the stage suitable for your event, or will it need adapting if dance is involved?
• How will the auditorium be managed? Who will manage the entrances/exits and the bar?
• What are the sound and lighting requirements for the production?
• How is the management of the event organised and who will staff it?

Conditions of the performers contract

• What dressing rooms and other facilities will be offered?
• What will you offer, and agree to, in terms of publicity and catering?
• How will travel expenses be dealt with? Will they be negotiated as part of the fee or in addition?
• What care and management will you offer to provide?

Fees

• What level of fee will you offer an individual artist or group?
• When negotiating, be aware that ticket sales are a contract and once carried out, cannot allow for renegotiations.
• Artists can require half their payment, or more, in advance. The final settlement of the fee is usually due at the performance.

Cancellation

• No clause
• In the case of cancellation, is it feasible to have replacements?
• You may want to consider insurance against cancellation and for specialist acts.

Confirmation

• Make a note of all verbal negotiation points and be aware that verbal agreements are binding.
• Has your organisation got a standard contract?
• What riders and clauses will want to add?
• Do you need to make use of a specialist entertainment solicitor?
• have you got, or do you need, third party confirmation?
• Be aware that American acts have a 25% Holding Tax on top of their costs.