Music Event Planning

The UNSW Creative Practice Lab (CPL) and SAM School Office are here to help you plan and promote your music event. Click the tabs below for more information on planning your performance. 

Your main contact for music events is Lucy Dinh in the CPL. 

CPL
Lucy Dinh, Music Events Coordinator - 9385 5684 | l.dinh@unsw.edu.au
Paul Matthews, CPL Designer - 9385 5378 | p.matthews@unsw.edu.au

SAM
School Office - 9385 4856 | sam@unsw.edu.au

Events in Io Myers Studio

Io Myers Studio is a professional performance venue so there is the possibility of theatrical lighting and sound. Tables and chairs will be set up. There is a foyer with a licensed bar that will be run by the CPL.

Tickets
Tickets for all coursework performances are $15/$8
Tickets for major music ensemble performances are $20/$10

Box Office
Managed by the CPL

Helpers
You need to organise extra support on the night so you can focus on your performance. It is recommended you recruit:

  • Stagehands – someone to help support you set up the space, make sure programs are in the venue and to be available backstage to solve problems that can arise. This person can be the main contact for your group.
  • Accompanists & Page Turners - as required for your chosen works. NOTE - Don’t book these in until your performance dates are confirmed.

Rehearsals
All students performing in Io Myers are allowed at least 30 minutes of rehearsal time in the venue. Lucy Dinh (l.dinh@unsw.edu.au) will be in contact to schedule your rehearsal time. If you can't make it to a rehearsal you must let us know as space is limited.

Please note there will not always be a piano in the venue and there will be no technical support for rehearsals. If there is a piano at the time of your rehearsal, it will have already been tuned at the time it was moved in.

From 3.30pm on the Day of your performance there will be a block of sound check times prior to performance commencement, preferably in reverse performance order. It is compulsory for you and any accompanists to attend.

Technical Equipment and Support
If you have any questions about production, email Lucy a completed Stage Plan and Production Form and what you want to do to confirm what technical assistance you need. This may include amplification, lighting, audio visual equipment and set-up, etc.

Stage Plan and Production Form
All students in Io Myers must email a stage plan and completed production form to Lucy (l.dinh@unsw.edu.au) at least 3 weeks prior to your performance

This will help us plan how everything will be powered and amplified for your performance as well as transitions between groups. If you have a different ensemble for various pieces, please fill out a different stage plan for each. In your stage plan indicate where people, instruments, music stands, mics, foldbacks etc will be on stage. Please note that other variations of the seating is not possible in this venue. We require these well in advance to plan your performance as there are many events going on during this busy period.

Download Stage Plan here (PDF) [408 Kb]
Download Production Form here

Events in Clancy Auditorium

Performing in Clancy Auditorium gives you the opportunity to work in a large performance venue with a Steinway piano. However, all concerts must end by 8.45pm and access to the venue is dependent on the UNSW teaching calendar. There will be minimal technical support as this is venue is not managed by the CPL or SAM. You can provide tea, coffee, and light refreshments for your guests but there is no licensed bar.

Tickets
All tickets are $15/$8.

Box Office
Each group performing in Clancy will be given:

  • Cash float - this will have change for you to use when collecting ticket money.
  • Guest list - list of students and staff involved in Music Performances who have free entry to all recitals. Tick these names off so we can record audience numbers.
  • Income sheet - a tally sheet to record audience numbers. This helps reconcile income from performances.

The forms must be filled out and returned with the income and change float to the CPL Staff on the night. It is recommended each group enlists the help of a friend to manage their box office. Unfortunately this person will have to wait outside for late comers for about 15 minutes into the performance, they can then pack up and hand everything back to the CPL staff on the night.

Helpers
You need to organise extra support on the night so you can focus on your performance. It is recommended you recruit:

  • Ushers/bar staff - to greet your guests and direct them to their seats, hand out programs and serve refreshments.
  • Box Office – sell tickets and collect the income. Return income sheet, cash float and guest list to the CPL Staff on the night.
  • Stage Manager – someone to help co-ordinate the evening, set up the space, make sure programs are in the venue and to be available backstage to solve problems that can arise. This person can be the main contact for your group.
  • Accompanists & Page Turners - as required for your chosen works. NOTE - Don’t book these in until your performance dates are confirmed.

Rehearsals
All students performing in Clancy are allowed up to 30 minutes of rehearsal time in the venue. Honours students are allowed up to 1 hour. Lucy Dinh will be in contact to schedule your rehearsal time. If you can't make it to a rehearsal you must let us know as space is limited.

There will always be a piano in the venue and there will be no technical support for rehearsals. Please note that the piano may not be tuned at the time of your rehearsal, we aim to have all pianos tuned as close as possible to the performance day. If you detect any issues in the condition of the piano at the time of rehearsal, please report this to Lucy.

Technical Equipment and Support
There is very limited technical support in Clancy. All performances will be given a stage wash. We do not have access to the audio equipment in Clancy so if you would like to use a microphone, you will need to book a PA, microphone, XRL and mic stand from SAM office. It is recommended you do this for both your rehearsal and performance.

Stage Plans and Production Form
All students in Clancy must email your stage plan and a completed production form to Lucy (l.dinh@unsw.edu.au) at least 3 weeks prior to your performance.

On your stage plan indicate where people, instruments, music stands, etc will be on stage. If you have a different ensemble for various pieces, please fill out a different stage map for each. Please note that other variations of the seating is not possible in this venue. We require these well in advance to plan your performance as there are many events going on during this busy period.

Download Stage Plan here (PDF) [165 Kb].
Download Production Form here.

Events in Webster Studio 334

Studio 334 is a rehearsal room and home to a Steinway piano. There will be minimal technical support as this venue only has house lights and a small audio rack. You can provide light refreshments for your guests but there is no licensed bar.

Tickets
All tickets are $15/$8. 

Box Office
Each group performing in Webster will be given:

  • Cash float - this will have change for you to use when collecting the ticket money.
  • Guest list -list of students and staff involved in Music Recitals who have free entry to all recitals. Tick these names off so we can record audience numbers.
  • Income sheet - a tally sheet to record audience numbers. This helps reconcile income from the performances.

The forms must be filled out and returned with the income and change float to the CPL Staff on the night. It is recommended each group enlists the help of a friend to manage their box office. Unfortunately they will have to wait outside for late comers for about 15 minutes into the performance, they can pack up and hand everything back to the CPL staff on the night.

Helpers
You need to organise extra support on the night so you can focus on your performance. It is recommended you recruit:

  • Ushers/bar staff - to greet your guests and direct them to their seats, hand out programs and serve refreshments.
  • Box Office – sell tickets and collect the income. Return income sheet, cash float and guest list to the CPL Staff on the night.
  • Stage Manager – someone to help co-ordinate the evening, set up the space, make sure programs are in the venue and to be available backstage to solve problems that can arise. This person can be the main contact for your group.
  • Accompanists & Page Turners - as required for your chosen works. NOTE - Don’t book these in until your performance dates are confirmed.

Rehearsals
Please contact the SAM Office (sam@unsw.edu.au) with your request. Please note that the piano may not be tuned at the time of your rehearsal, we aim to have all pianos tuned as close as possible to the performance day. If you detect any issues in the condition of the piano at the time of rehearsal, please report this to SAM Office.

Technical Equipment and Support
There is very limited technical support in Studio 334. There are only house lights and a small audio rack. If you would like to use a microphone, you will need to book a microphone, XRL and mic stand from SAM office. It is recommended you do this for both your rehearsal and performance.

Stage Plans and Production Form
All students in Studio 334 must email your stage plan and a completed production form to Lucy (l.dinh@unsw.edu.au) at least 3 weeks prior to your performance.

On your stage plan indicate where people, instruments, music stands, etc will be on stage. If you have a different ensemble for various pieces, please fill out a different stage map for each. Please note that other variations of the seating is not possible in this venue. We require these well in advance to plan your recital as there are many events going on during this busy period.

Download Stage Plan here (PDF) [109 Kb].
Download Production Form here.

Off Campus Events

If you choose an OFF-campus venue – bookings, ticketing and techincal management are your responsibility. You will need to book the venue, cover any venue costs, and organise technical equipment.

If you do go off-campus we will help with publicity and programs.

Box Office
There is no mandatory entry fee to off-campus performances. This is at the discretion of the students organising the off-campus performance depending on how they wish to cover costs.

Helpers
This will change according to your venue. Discuss with your chosen venue manager.

We recommend you organise extra support on the night so you can focus on your performance. People like:

  • Ushers/bar staff - to greet your guests and direct them to their seats, hand out programs and serve refreshments if seperate to the venue staff. 
  • Box Office – sell tickets and collect the income if seperate to the venue box office. 
  • Stage Manager – someone to help co-ordinate the evening, set up the space, make sure programs are in the venue and to be available backstage to solve problems that can arise. This person can be the main contact for your group.
  • Accompanists & Page Turners - as required for your chosen works. NOTE - Don’t book these in until your performance dates are confirmed.

Instruments, Equipment and Stands

You will need to supply your own instruments, equipment, and music stands, you may organise to borrow them from SAM or bring your own.

2 weeks prior to your performance book instruments from SAM by visiting the 'equipment available to book' tab here and complete the booking form.

Bookings on the day of your performance will not be accepted.

If borrowed from SAM, it is your responsibility to return any equipment on the night of your performance. Please make sure you’ve organise after hours access with SAM Office.

Note: Pianos are supplied in Io Myers Studio, Clancy Auditorium and Webster 334.

Publicity

Questions?
If you have any questions about publicity design and concepts feel free to contact the CPL Designer, Paul Matthews: p.matthews@unsw.edu.au.

Posters
You may choose to create a poster for your individual performance but you must incorporate the UNSW branding. Templates available below (coming soon). Email your poster to Paul and we will print 10 x A3 copies which you can collect from the Creative Practice Lab. It is recommended you do this 3 weeks prior to your performance.

Note on UNSW branding: The UNSW 'yellow flag' must be used on your poster but can be positioned higher or lower on the page according to your design. You cannot resize the band or alter it in any way.

Email
Send email invitations to your friends and family. Direct contact is the most effective way to build an audience. Use an image from your poster for consistency.

Social Media
Facebook, Instagram, Twitter, Weibo, etc - Use them to inform and excite your audience. Bring them along for the ride.

We will be promoting your event through our social media channels. Like/follow and share our posts.

We recommend you create your own Facebook event so you can manage it more easily. Email Paul (p.matthews@unsw.edu.au) and he will add this to the SAM Facebook page. 

If you have a social account you'd like us to tag when promoting your event please email Paul your handle. 

Go to:
SAM Facebook
SAM Instagram
SAM Twitter

Programs

Each event has its own Google Doc form you will need to fill out with the details of your work to be included in the program. Links for these will be emailed to you and available on Moodle.  

We will layout and print your program for you. You can collect them from the Creative Practice Lab on the morning of your performance. Allow time to collate and fold these yourself.

Submission Deadline
Program notes are due no later than 2 weeks prior to your event. If we do not receive your program by this deadline we will not layout and print your program.

Program Design
Due to the number of events we are not able to create individual program designs and covers. The cover of your program will include imagery used to promote UNSW Music. Unfortunately personalised photos and images can not be used - but please use these for your own posters and publicity!

Proof Reading
We do not edit or proof read your text. We will copy and paste from the Google Doc. Understandably, mistakes and changes happen. Where possible, we will email you a PDF copy of your program to proof read once it is laid out. Keep an eye on your email once you have submitted your program.

Filming and Photography

Most performance venues will not permit any filming or photography without permission.

A few points about filming and photography at music events on campus. These things may vary in other venues you will perform at in the future, but they will apply when you are performing in Io Myers and Clancy Auditorium.

If the CPL IS documenting the event in an official capacity we will let you know. If we have arranged this, any other filming or photographing of the performance is strictly not permitted.

If the CPL IS NOT filming an event and you would still like to record your performance, there are a few things you need to consider:

  • Always ask permission from the venue at least a week in advance– contact cpl@unsw.edu.au
  • Notify everyone that may be included in the footage and ask for their permission. In some cases you may need to create a permission form to be signed. You can find more information here: http://www.artslaw.com.au/info-sheets/info-sheet/performers-rights/
  • You will need to check the copyright laws that apply to the piece or arrangement you are performing if you plan to post it on social media or use it for professional purposes. This is a handy website to look at for more details: http://apraamcos.com.au/about-us/
  • Whoever is filming needs to check in with the CPL Staff on duty when they arrive at the venue. The CPL Staff must approve where they can set up to film.
  • You must ensure that filming will not disrupt the audience or performers in any way. iPads or phones must only be used from the back seats, cameras and tripods can be set up at the front to the side, but must remain in one position the entire performance.
  • No flash or extra lighting for filming purposes can be permitted.

If you have any questions you can get in touch with the CPL on (02)9385 5684 or cpl@unsw.edu.au.

Suggested Planning Timeline

As Soon As Possible

  • Book rehearsal times in your venue. For Io Myers Studio/Webster 334/Clancy Auditorium email cpl@unsw.edu.au. Include your name, course code, z-ID, mobile number, space, day and time you would like. As a general rule the CPL needs 24hours notice for all room bookings.
  • Organise and begin rehearsals with accompanists.

5 Weeks Out

  • Discuss with your group areas of responsibility: program notes, enlisting helpers, tech liaison, promotion design and distribution, etc.
  • Get cracking!

4 Weeks Out

  • Organise helpers for your performance. E.G. ushers, box office, stage managers, etc.
  • Discuss with CPL your technical requirements.
  • Design posters and promotional material for your performance.

3 Weeks Out

  • Finalise running order and program notes with your group.
  • Begin promoting your performance through social media, emails, posters etc.
  • Time the duration of your performance to ensure you're within the given time
  • Submit Production Form and Stage Plans - NO LATER than 3 weeks before your performance date.

2 Weeks Out

  • Book your instruments/equipment with SAM here
  • Submit Program notes - NO LATER than 2 weeks before your performance date.

1 Week Out

  • Send out social media and email reminders to friends and family.
  • Organise refreshments for your performance evening if desired. (except recitals in Io Myers Studio, this is a licenced venue)
  • Confirm your accompanists and other helpers are prepared and have what they need.

On The Day Of Your Performance

  • Collect and fold programs from the Creative Practice Lab.
  • Ensure instruments, music stands, helpers, etc are ready to go.

On The Night Of Your Performance

  • Helpers to manage box office, stange management, ushering, refreshments.
  • Play wonderfully. Enjoy raptuous applause. Take a bow. Life is good.

After Your Performance - On The Night

  • Return music stands and other borrowed equipment.
  • Return cash float, guest list and income form to CPL Staff (on-campus performances only).
  • Bump-out of your venue, leaving it clean and tidy.
  • Thank your helpers and supporters.
  • Relax.