Monday, October 14, 2024

The practicalities of running a singing event: 7 tips for absolute beginners

When talking about choir rehearsals or singing workshops, the emphasis is always on the musical skills involved: teaching, conducting, vocal training, etc.

But if you don’t get the basic practical elements right, then the singing event won’t work.

My first teaching job was as a university lecturer. I had never taught before, so looked for some guidance.

I manage to track down a series of small booklets published (I think) by Lancaster University. They contained a wealth of practical advice on how to approach a lecture. Things like: how to wipe down a chalk board without getting chalk all over you.

These practical tips were invaluable, and worth more than any teaching certificate.

I realised the other day that the practical elements of running a singing event are not often mentioned. Yet for somebody who’s not done it before, they are vital.

Here are seven tips that may help the beginner when leading their first singing workshop, choir rehearsal or other singing event.

  1. do your research in advance – always visit the venue in person. There’s no substitute for being in the actual space, you’ll get a sense of the overall vibe (plenty of natural light? shape of the space?) and the acoustics. Have a check-list of questions to ask the person showing you around. Are there enough chairs? Is the space big enough? Is there a kitchen? Are the toilets accessible?
     
  2. get to the venue early – make sure you arrive in plenty of time to check out where the toilets are, put the heating on (do you know where the heating controls are?), fire up the tea urn, put a sign on the door, set out the chairs, put the sign-up sheet out, liaise with the caretaker, find the light switches, move the tables from the middle of the room, and so on.
     
  3. have back-up plans – what if there’s a transport strike, or the caretaker forgot to unlock, or the venue has been double-booked, or you have to cancel due to ill health? What if there’s an emergency (in one venue I used, the toilets started to leak and the tea urn blew a fuse)? Make sure you’ve got the relevant contact details: caretaker, punters, venue contact, etc.
     
  4. provide refreshments – and include them in the ticket price/ subs (nobody wants the hassle of putting 50p into a tin). Make sure you’ve got enough milk: for a one-day workshop assume two drinks each, that works out at about two litres for every 30 singers. Add non-dairy alternatives. Make sure you have plenty of biscuits. Lay on coffee (full leaded and decaf) and various teas (including fruit/herbal). Ensure that the tea urn is hot and/ or kettles filled. You did check beforehand with the venue that they have crockery and teaspoons?
     
  5. welcome, welcome – there will probably be a few terrified singers, some who’ve never sung before, choir regulars, and everyone in between. Make sure they are all equally welcome. Don’t let them just wander into the space not knowing what to expect. If you’re a one-person outfit, ask some singers you know to help out with the meet and greet.
     
  6. do the money thing beforehand – don’t waste time and effort collecting money on the door. Ask people to pay in advance (they’re less likely to cancel!), online ideally. It’s a real pain having to deal with cash (and change) on the day and it takes up valuable time.
     
  7. leave time for the clear up – what has the venue asked you to do with the rubbish? Do you have to sweep the floor (one venue I use insists that I vacuum the carpet!)? How are you going to cope with washing up all those mugs? Do the chairs need to go back in a specific way? Enlist help (your singers will be glad to chip in: they only have to wash one mug and move one chair) and allow for clear-up time when booking the venue.
     

I’m sure I’ve missed out lots of useful tips. Do let me know.

Chris Rowbury


 

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