information
Organising an event
This information sheet is designed to give guidance on developing
and managing an arts event. It includes a list of useful contacts and
further reading on the subject.
It offers guidance and information of a general nature and not on
specific situations and problems. Neither Arts Council England as
publisher nor the individual author can be held responsible for
changes that occur after publication.
Neither Arts Council England nor the author can accept any legal
responsibility to users of this information or for the contents thereof.
Contents
1
1.1
1.2
1.3
1.4
1.5
1.6
1.7
Organising the event
Why organise an event
Working with others
Planning
Budgets
Fundraising
Promotion
After the event
2
2
2
2
4
5
6
6
2
2.1
2.2
Further information
Useful contacts
Other information sheets
7
7
12
Contact
Organising an event
13
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.
1.2 Working with others
Working with other people on organising an event creates a support
structure for your practice and minimises isolation. It also encourages
ideas, skills and information exchange, adding to your own
professional development, as well as bringing in specialist skills and
maximising professional contacts. It may also help maintain
momentum and build support structures during a project’s 'down
times’.
It is important at the start of any collaboration to be clear about the
group’s aims and objectives and to negotiate ground rules of how
you will work together and who will take on which roles. Regular
evaluation meetings will help people to keep on track and allow any
issues to be raised and acted upon during the lead up to the event,
minimising any last minute problems that may occur.
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?

will other artists be commissioned to be part of the event or
invited to submit proposals? If inviting proposals, what form of
selection procedure will be used?

where and when will it take place?

who will produce it and what skills do they need?

what is the timescale of the event and what are the key
deadlines during its development and production?

what will it cost to produce and what income is required?
Organising an event
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
how will you record and monitor the flow of money spent and
received?

how will it be promoted?

How will you document the event?

what will happen after the event has finished – evaluation,
discussion, celebration?
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.
Health and safety
What health and safety procedures need to be in place to adhere to
the law, the insurance and the licensing of the event? It is important
to do a risk assessment of the event following professional advice
and guidelines
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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:

organisers’ time and expenses

administration and related costs including telephone,
stationery and postage

artists' fees and expenses

venue costs

insurance

licence fees

equipment hire

technical support including technicians’ fees, set-up or
installation costs

invigilation and event management costs

publicity and marketing including advertising, print and
distribution costs

evaluation – both during and after the event

contingency against unforeseen costs – often recommended
at 5%
Income categories may include:

sponsorship either as support in-kind (for example, the use of
someone’s equipment or professional time) or cash

in-kind support or cash from venue or event partner

sale of tickets

commission on sale of artworks

grants from public funding bodies or charitable foundations
It is often difficult to secure enough funds to realise the ‘dream'
budget. Be prepared to scale down the project if necessary and
develop a realistic contingency plan.
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1.5 Fundraising
Support for arts events may come from:

grants from public bodies including arts councils, cultural
agencies, and local authorities
 charitable trusts and foundations

business sponsorship either as cash or more likely as ‘in-kind’
for example, donated materials or services
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.
Always check guidelines carefully, as some funds will only be open to
groups that have a particular legal status or set up.
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.
Funders and sponsors will attach conditions to any support given.
Make sure these are practically deliverable within the event and the
budget.
If this is your first project, it can be difficult to convince people to give
you money, so use endorsement from one funder to persuade others
to get involved.
A word of warning – it is highly unlikely that you will receive any
form of funding for the event after it has happened.
The Arts Council’s Guide to alternative funding opportunities details
some of the main sources of grants and funding for the arts in the
UK. Information on funding opportunities may also be available from
public libraries and local branches of the Council for Voluntary
Service (CVS).
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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.
Consider including your material within another organisation's mail
out either for a small fee or possibly at no charge in return for time
spent stuffing envelopes. You would need to take your publicity to the
organisation since the Data Protection Act prevents mailing lists
being forwarded to a third party without permission from those
individuals on the list.
If funds allow, advertise the event in key publications. Remember to
check advertising copy deadlines well in advance.
Send a press release to local press and media - specialist magazines
tend to need several months notice of an event if they are to list or
review it while it's running.
Remember to include any funding credits required by sponsors or
funders on all printed publicity - check what wording is required and
which logos need to be included.
Don’t forget to tell funders, sponsors and supporters that the event is
on!
1.7 After the event
If you have received funding check the grant offer letter for reporting
and accountability conditions and sponsors’ requirements.
Evaluate and document the event for your own benefit, but also to
support future projects and fundraising
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2 Further reading
This section lists other publications, organisations and websites that
you may find helpful when organising an arts event.
2.1 Useful contacts
There are a number of organisations that offer advice, networking,
training and a range of professional development opportunities that
will allow you to gain support for the different phases of organising an
arts event including:
a-n The Artists Information Company
7-15 Pink Lane
Newcastle upon Tyne NE1 5DW
Tel 0191 241 8000
info@a-n.co.uk
www.a-n.co.uk
UK information and advocacy organisation for professional visual
artists publishing a-n Magazine and www.a-n.co.uk
apd Artists Professional Development Network
apd@a-n.co.uk
www.apd-network.info
UK-wide intelligence and exchange forum for organisations that are
pro-actively developing information, advice, training and professional
development services for visual and applied artists.
Artquest
University of the Arts London
65 Davies Street
London W1K 5DA
Tel 020 7514 6493
stephen@artquest.org.uk
www.artquest.org.uk
Source of advice, information and support to London’s visual artists
and craftspeople.
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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
An advice and information service for artists working in the area of
Live Art, performance, time-based media and interdisciplinary arts.
Arts & Business
Nutmeg House
60 Gainsford Street
Butler’s Wharf
London SE1 2NY
Tel 020 7378 8143
info@AandB.org.uk
www.AandB.org.uk
Offers a range of services and resources, including seminars about
sponsorship, one to one advice and access to publications.
Association of National Dance Agencies
www.anda.org.uk
Provides links to all nine English National Dance Agencies.
Crafts Council, Resource Centre
44a Pentonville Road
Islington
London N1 9BY
Tel 020 7806 2501
reference@craftscouncil.org.uk
www.craftscouncil.org.uk
UK’s National organisation for the promotion of contemporary craft.
Good resource library and website.
CreativePeople
PO Box 2677
Caterham CR3 6WJ
Tel 01883 371112
info@creativepeople.org.uk
www.creativepeople.org.uk
National network providing information, advice and guidance to
support all those who work in arts and craft industries in making the
most of their careers.
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Dance UK
Battersea Arts Centre
Lavender Hill
London SW11 5TN
Tel 020 7228 4990
info@danceuk.org
www.danceuk.org
Members can access a number of services including advice and
information and membership of networks.
Engage (National Association of Gallery Education)
108 Old Brompton Road
London SW7 3RA
Tel 020 7244 0110
info@engage.org
www.engage.org
Promotes access to, enjoyment and understanding of the visual arts
through 'gallery education' projects and programmes.
FunderFinder
65 Raglan Road
Leeds LS2 9DZ
Tel 0113 243 3008
info@funderfinder.org.uk
www.funderfinder.org.uk
Provides useful information on planning, budgets and fundraising
Independent Street Arts Network (ISAN)
Tel 020 7633 9330
info@streetartsnetwork.org.uk
www.streetartsnetwork.org.uk
An independent group of presenters and promoters of street arts
throughout the UK, offering members networking, information
sharing, collaboration, lobbying, training and advocacy.
Independent Theatre Council (ITC)
12 The Leathermarket
Weston Street
London SE1 3ER
Tel 020 7403 1727
admin@itc-arts.org
www.itc-arts.org
Management association and representative body for middle and
small scale performing arts organisations.
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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
Portfolio of resources, professional development schemes, projects
and initiatives for the support and development of Live Art and
London based artists working in Live Art.
Metier
Suite E237
Dean Clough
Halifax
West Yorkshire HX3 5AX
Tel 01422 381 618
jenny@metier.org.uk
www.metier.org.uk
An independent agency working to support the development of equal
opportunities in the cultural and creative industries.
New Work Network
Top Floor
449 – 453 Bethnal Green Road
London E2 9QH
Tel 020 7729 5779
info@newworknetwork.org.uk
www.newworknetwork.org.uk
An artist-led membership organisation for artists working in Live Art,
performance and time-based practices, providing an advice sign
posting service for members and opportunities for information, skills,
ideas and advice exchange between artists.
The Place, Artist Development
17 Dukes Road
London WC1H 9PY
Tel 020 7383 3524
artistdevelopment@theplace.org.uk
www.theplace.org.uk
Subscription advice service to dancers and choreographers on a
range of professional development issues.
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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
A development agency to advocate, support and advance England's
puppetry and related theatre forms.
Showhow
Studio 1
The Tardis
54 Turnmill Street
London EC1M 5SH
Tel 020 7336 8105
info@showhow.org.uk
www.showhow.org.uk
A creative skills centre offering advice and development opportunities
to arts organisations and creative people.
Sonic Arts Network
The Jerwood Space
171 Union Street
London SE1 0LN
Tel 020 7928 7337
david@sonicartsnetwork.org
www.sonicartsnetwork.org
National organisation working exclusively with sound and technology
in creative, innovative and experimental ways, supporting UK based
artists by providing platforms for their work through performance and
exhibition.
Total Theatre Network
The Power Station
Coronet Street
London N1 6HD
Tel 020 7729 7944
tansy@totaltheatre.org.uk
www.totaltheatre.org.uk
Represents mime, physical theatre and visual performance, activities
include a quarterly magazine and a range of information and
professional development services for subscribers.
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Voluntary Arts Network
PO Box 200
Cardiff CF5 1YH
Tel 02920 395 395
Fax 02920 397 397
info@voluntaryarts.org
www.voluntaryarts.org
Provides information and training to those who participate in the
voluntary arts sector.
2.2 Other information sheets
How to pay artists
Arts Council England, 2004
Gives guidance on the payment of artists, and lists organisations that
can provide more details
Marketing the arts
Arts Council England, 2003
Provides basic introduction to marketing the arts, including
techniques to persuade people to attend your arts activity or to buy a
ticket or product.
Insurance
Arts Council England, 2005
Provides a basic introduction and some general guidance on
insurance for artists.
A guide to alternative funding opportunities
Arts Council England, 2004
Gives details of organisations that fund arts projects, and a range of
resources that you may find useful when looking for funding.
Self-evaluation
Arts Council England, 2004
Introduces the idea of evaluation for artists and arts organisations
These sheets are all available to download from
www.artscouncil.org.uk
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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
© Paul Stone and Sophie Cameron 2005
Paul Stone is an artist, a director of the visual arts organisation Vane
and a Commissioning Editor for a-n The Artists Information
Company. Sophie Cameron is the Coordinator of New Work
Network.
Commission and production of this guidance sheet has been
managed by a-n The Artists Information Company on behalf of
CreativePeople.
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