Nine Steps to Planning and Promoting Performing Arts in Providence Parks

1. Nine Steps to Planning and Promoting Performing Arts in Providence Parks

2. Overview 1. Organizational Development Who from your organization is involved? Who else do you need on board? 2. Think about your goals What do you want to accomplish? 3. Create a vision What do you want your park to look, sound, and feel like on concert nights? 4. Consider your audience Who do you want to attend? 5. Determine a theme What is the organizing idea behind your events? 6. Strategize who else can be involved Who else can you invite to get involved? 7. Take the budget seriouslyWhat are your administrative costs? What is left over for bands? 8. Get the word out How will you spread the word? 9. Encourage play How can you promote free and open, child-directed play?   Some other things to think about: • Your cousin has a band and has asked to do a concert. What do you do? • You are considering hiring an opening act. Will this work? • What happens if it might rain? • Should you invite food trucks? • Should you provide seating? • Who do you call if the stage doesn’t show up, or the generator doesn’t work? The band cancelled at the last minute?

3. Organizational Development • Who from your organization is involved? Who else do you need on board? • Set up a committee and designate a chair. This can be you, but doesn’t have to be.

4. Think About Your Goals • What do you want to accomplish? • Introduce the community to different genres of the arts; bring the community together; get neighbors outside, moving and talking; raise awareness and involvement in your group; raise funds; provide family friendly music; all of the above?

5. Create A Vision • What do you want your park to look like, sound like, feel like on concert nights? • People picnicking with food from the community garden; families sharing meals; kids running wild and dancing around the stage; people nodding off in lawn chairs; people sweating to the oldies; a mixture of all of the above?

6. Consider Your Audience • Who do you want to attend? • Seniors, children and families, students, local neighborhood, city-wide, college students, random -- all of the above?

7. Determine A Theme • What is the organizing idea being your events? • A theme and will help guide your selection of artists to meet your vision: Music for families; A sampler of music for all ages; A sample of genres (dance, music, theater, performance art, etc.); audience participation; promote play; all or some of the above? • Bring together a committee to talk about the kind of music you would like to hear/performances you would like to see. • AC+T has a listing of local artists and their genre. Ask people to go listen to live concerts. If you tell a band you are coming to scope them out, they will usually comp you tickets. Most bands/performers have samples on their website. Get recommendations from AC+T. Look at local schools for music acts and contact the music departments (start early: many will be away in the summer).

8. Strategize Who Else Can Be Involved • Who else can get involved? What else do you need for your event? • Look toward neighborhood sponsors and others to get involved: they can help promote and keep you cost down. A local deli might be willing to sell/donate picnics or snacks and give you a portion of the proceeds. Contact a local beverage food or play distributor. A local non-profit might want to send a face painter. Do you know a graphic designer or a student who might want to design a logo? A poster? Figure out what you want and ask. If it is good for your community, it is good for them, too (stress the “win-win”). Who else knows somebody?

9. Take The Budget Seriously • What are your administrative costs? What is left over for bands? What might you need to compromise on? • Think about your real costs and negotiate fees. Costs can add up: printing brochures/posters/rack cards, water and snacks for the band, signage. Figure out these costs so you know what your bottom line for artist fees is.

10. Get The Word Out • How will you spread the word? • AC+T will help promote. Register with the Partnership and Playful Providence; develop a Facebook events page; post door to door or on community bulletin boards. Can you promote the series with other things going on in your park?

11. Encourage Play • How can you promote free and open, child-directed play? • Host an informal make your own instrument workshop; set up a Pop up Play event, or a modified one (boxes, fabric, natural elements); ask the band if they mind if you hand out egg shakers; provide supplies for casual costume making, recycling, fashion show; designate a play only zone and leave it up to the kids - and so much more. • Bubbles, hula hoops and beach balls are fun!

12. Some Other Things To Think About Some other things to think about: • Your cousin has a band and has asked to do a concert. What do you do? • You are considering hiring an opening act. Will this work? • What happens if the forecast looks like rain? • Should you invite food trucks? • Should you provide seating? • Who do you call if the stage doesn’t show up, or the generator doesn’t work? The band cancelled at the last minute?

14. Food Trucks • Ma's Kitchen: dawnnaeim@yahoo.com, • Munchies: info@munchiesfoodtruck.com, • Mijos Tacos: Peter Gobin <mijostacos@gmail.com>, • Rocket fine street food <rocketstreetfood@gmail.com>, • Fancheezical: Guy S Shaffer <guyshaffer@me.com>, • Mama Kim <chef@mamakims.us>, Mama Kim's Korean BBQ: 김현 - Hyun Kim <hyunkimone@gmail.com>, • Plouf-Plouf <anik@ploufploufgastronomie.com>, • Roxy's Lobster: Matt Combs <mcombs722@gmail.com> • Like No Udder <info@like-no-udder.com>