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Organising an event
Neither Arts Council England nor the author can accept any legal
responsibility to users of this information or for the contents thereof.
Contents
1 Organising the event 2
1.1 Why organise an event 2
1.2 Working with others 2
1.3 Planning 2
1.4 Budgets 4
1.5 Fundraising 5
1.6 Promotion 6
1.7 After the event 6
2 Further information 7
2.1 Useful contacts 7
2.2 Other information sheets 12
Contact 13
Organising an event 1
1 Organising the event
1.1 Why organise an event?
Setting up your own event can enable you to take control of the
presentational context of your work, create a 'shop window’ or
‘platform’, collaborate with others of your choice and gain
organisational skills to use in your future career.
1.3 Planning
The scope and nature of the event needs to be defined from the
outset, for example:
• what are its aims, who will take part in the event, who is the
audience and how will it benefit them?
• what is the timescale of the event and what are the key
deadlines during its development and production?
Organising an event 2
• how will you record and monitor the flow of money spent and
received?
In addition to thinking about the event itself, you will also need to
consider:
Insurance
What types of insurance policies are required, both during the
development of the event and for the presentation of the event itself?
Always seek professional advice on this and make sure you deal with
an insurance company that understand and deal with your area of
practice. You may find the Arts Council’s information sheet on
Insurance useful, details of this and other contacts are listed at the
end of this sheet.
Licensing
Will the event require any form of licensing? Local council licensing
departments can give advice on whether an event will require a
particular license (e.g. a theatre license or public entertainment
licence), as well as the application procedure and deadlines, which
may be several months in advance.
Organising an event 3
1.4 Budgets
The budget should include all likely costs at the ‘going rate’ and
reflect good practice with regard to remuneration for the arts
practitioners involved. Depending on the nature of the event, the
budget may include:
Organising an event 4
1.5 Fundraising
Support for arts events may come from:
Once you have a written proposal and budget you can approach
potential supporters for your project, but remember that you are
unlikely to raise all the money from one source.
As each funder or sponsor has their own priorities and criteria for arts
support and assessing applications, your proposal may need to be
adapted for each submission. Read all application guidelines
carefully and have any additional material required prepared in
advance of any application deadline.
Organising an event 5
1.6 Promotion
Not all forms of publicity need to be expensive - use your own email
list of friends and colleagues to circulate invitations to the event.
Research organisations that have e-mail distribution lists that you
can subscribe to and websites that you can post event information on
free of charge.
Don’t forget to tell funders, sponsors and supporters that the event is
on!
Organising an event 6
2 Further reading
This section lists other publications, organisations and websites that
you may find helpful when organising an arts event.
Artquest
University of the Arts London
65 Davies Street
London W1K 5DA
Tel 020 7514 6493
stephen@artquest.org.uk
www.artquest.org.uk
Organising an event 7
Artsadmin’s Artist Advisory Service
Toynbee Studios
28 Commercial Street
London E1 6AB
Tel 020 7247 5102
nikki@artsadmin.co.uk
www.artsadmin.co.uk
CreativePeople
PO Box 2677
Caterham CR3 6WJ
Tel 01883 371112
info@creativepeople.org.uk
www.creativepeople.org.uk
Organising an event 8
Dance UK
Battersea Arts Centre
Lavender Hill
London SW11 5TN
Tel 020 7228 4990
info@danceuk.org
www.danceuk.org
FunderFinder
65 Raglan Road
Leeds LS2 9DZ
Tel 0113 243 3008
info@funderfinder.org.uk
www.funderfinder.org.uk
Organising an event 9
Live Art Development Agency
First Floor
Rochelle School
Arnold Circus
London E2 7ES
Tel 020 7033 0275
info@thisisliveart.co.uk
www.thisisliveart.co.uk
Metier
Suite E237
Dean Clough
Halifax
West Yorkshire HX3 5AX
Tel 01422 381 618
jenny@metier.org.uk
www.metier.org.uk
Organising an event 10
The Puppet Centre Trust Ltd (PCT)
Battersea Arts Centre
Lavender Hill
London SW11 5TN
Tel 020 7228 5335
pct@puppetcentre.demon.co.uk
www.puppetcentre.com
Showhow
Studio 1
The Tardis
54 Turnmill Street
London EC1M 5SH
Tel 020 7336 8105
info@showhow.org.uk
www.showhow.org.uk
Organising an event 11
Voluntary Arts Network
PO Box 200
Cardiff CF5 1YH
Tel 02920 395 395
Fax 02920 397 397
info@voluntaryarts.org
www.voluntaryarts.org
Insurance
Arts Council England, 2005
Self-evaluation
Arts Council England, 2004
Organising an event 12
Contact
Information and enquiries
Arts Council England
14 Great Peter Street, London SW1P 3NQ
Phone: 0845 300 6200
Textphone: 020 7973 6564
www.artscouncil.org.uk/enquiry
Organising an event 13