BCS concert communications checklist

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A checklist for any BCS concert communications campaign

Months in advance

Organise pre-flyers for distribution at previous concert, containing as much information as available

Look for rehearsal files: see website for possible online sources

Agendas

Happenings

EU intranet

Bulletin agenda (and Flanders Today)

Zone 02 FR and NL

Agenda.be FR and NL

Final stages

Posters need to be on hand four to five weeks before concert, in A3 and A4, and possibly A2 formats. Postcards are attractive, but their usefulness is not undisputed

Think of page-plan for programme designer to work from

Write a press release and have it translated into FR and NL as required

Push to have concert flyers schedule pressed on members at all rehearsals to encourage volunteers

Write agenda copy for various outlets. See relevant section

Update and maintain lists of music academies and cultural centres

Arrange free tickets promotion with Musiq3 and Klara (Brede Opklaringen)

Check out rates for Bulletin ads, for two weeks prior to concert

Programme

A4 format, glossy, usually 12 pages or 16 with ads

Numbers: audience divided by three or even four. Choir members will take almost 100, and archives, future publicity etc account for another 20

Running order

Conductor bio (plus program notes if agreed)

Names of chorists

Soloist photos and bios, one per page if possible

BCS bio

Orchestra bio

Friends/Sponsors/Advertisers/Join us blurbs

forthcoming concerts (BCS and orchestra)

On the day of the concert, ensure programmes are present, brief FOH staff (either ours or theatre's in the case of the PBA)

Programmes are given away free and the public asked to make a contribution of their choice

Try to keep chorists from plundering the stocks before the paying public have been served

Website

Rehearsal files if available, either by link or by hosting at Box.net or drop.io

Concert agenda details including discount offer (watch for deadline)

Link to email flyer

Link to past programmes (in pdf)

Clips or videos available?

Links to translations or interesting critical articles on works

Announcement on home page, details on Calendar page, and if necessary new dedicated page for full programme details

Include links for orchestra and soloists if applicable

During rehearsals

Begin working on possible sponsors as early as possible, to allow for logos on posters and other material

Consider also possibility of advertising for programme as alternative for potential sponsors

Make sure members are in place to cover press, agendas

Minimum eight weeks before concert, draft flyers

Arrange for delivery of flyers six weeks before concert: allow for design and production delays

When flyers are delivered be prepared with weekly concert schedule, working from www.agenda.be

Get designer to produce an electronic version of the flyers in A6 as gif, jpg or pdf, and make it available to members by email or from website