1.3 Completing the Project

Contents:

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1. Managing a Project

1.1 Setting up and Planning

1.2 Running the Project

1.2.2 Event Preparation

1.2.2 The Big Day!

1.3 Completing the Project

2. Finance, Budgeting and Fundraising

2.1 Creating and keeping control of a budget

2.2 Fundraising

3. Marketing and PR

3.1 Approaching Press

3.2  Measuring Success

by Martin Wess

The tour is over and you’ll be probably exhilarated and exhausted in equal measures! However, your work is not quite done. Many people will have contributed to have made your event a success and each one of them deserves getting a thank-you note. In the days immediately after the concert(s) write thank-you e-mails to:

the progammers/artistic director for having your programme

the staff at the venue for enabling the project to run smoothly

key industry people for attending your event

performers for playing your work and the programme so brilliantly

funding organisations and individual donors for giving you money without which the project wouldn’t have happened

You will have sent out invoices before the concerts, but be aware that it can take one month (and in some cases longer) after the concert for the invoice to get paid. As producer it is your responsibility to ensure that the invoices get paid timely, which might involve you writing an enquiry or gentle nudging e-mail to the promoter. 

If you received a grant for your project it is common practice for funding organisations to hold back a percentage of the grant (usually 10-20%) until you have submitted an evaluation report, describing how your project went and showing differences in the budget if any. You might also have to give audience figures, which you should be able to obtain from the venue’s box office.
Once you’ve received all income transfer the outstanding concert fees to the performers. The last piece in the financial puzzle is your own fee. After you’ve reconciled all amounts, pay yourself for your hard work. 

Lastly, regardless of whether or not you need to write an evaluation report for your funder, do make time to sit down and review events while they are still fresh in your mind. This process is a vital step in your development as successful producer. Ask others for feedback and ask yourself what you think went well and what you would do differently next time. Some aspects of the projects will have gone easier than expected, others will have thrown up complications you hadn’t seen coming.

Look at your notes from the Setting Up and Planning phase and compare them with what how things went in reality. Would you have approached things differently? What did you learn from the process? If you evaluate your project and make some brief notes you will be able to refer back to them and use your learning to produce an even more efficient and successful project next time round.

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