Music Event Planning

The UNSW Creative Practice Lab (CPL) and the School of Arts & Media 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 contacts are below:

Creative Practice Lab
CPL Music - cplmusic@unsw.edu.au

School of Arts & Media
School Office - sam@unsw.edu.au / +61 (02) 9385 4856 

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
(Please note these prices are subject to change depending on the size and nature of the event)

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:

  • Accompanists & Page Turners - as required for your chosen works. NOTE - Don’t book these in until your performance dates and times are confirmed.

Rehearsals
All students performing in Io Myers are allowed 30 minutes of rehearsal time in the venue prior to the day of your performance. Contact cplmusic@unsw.edu.au to schedule your rehearsal time. Please note that space is very limited so if you can no longer make a rehearsal you have booked in, please let us know straight away.

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 3pm 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.

Stage Plan and Production Form
All students in Io Myers must complete a stage plan and production form at least 3 weeks prior to your performance. A link to the production form will be emailed to you.

This information is important as it allows us to plan and schedule the performances 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.

If you have any questions about production, email cplmusic@unsw.edu.au.

APRA AMCOS (Music Licensing)

CPL has a music licensing agreement with APRA AMCOS. A proportion of box office sales is used to pay the artists who have written the music performed in concerts. All the music performed in our venues must be available to be licensed by APRA AMCOS.

It is your responsibility to ensure that all pieces you are performing are available to be licensed before you start rehearsing. This can be done via the OneMusic Australia website. 

Studio One is a professional performance venue so there is the possibility of theatrical lighting and sound. Studio One has a raked seating bank. 

Tickets 
Tickets for all coursework performances are $15/$8
Tickets for major music ensemble performances are $20/$10
(Please note these prices are subject to change depending on the size and nature of the event)

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:

  • Accompanists & Page Turners - as required for your chosen works. NOTE - Don’t book these in until your performance dates and times are confirmed.

Rehearsals
All students performing in Studio One are allowed 30 minutes of rehearsal time in the venue prior to the day of your performance. Contact cplmusic@unsw.edu.au to schedule your rehearsal time. Please note that space is very limited so if you can no longer make a rehearsal you have booked in, please let us know straight away.

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 3pm 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.

Stage Plan and Production Form
All students in Studio One must complete a stage plan and production form at least 3 weeks prior to your performance. A link to the production form will be emailed to you.

This information is important as it allows us to plan and schedule the performances 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.

If you have any questions about production, email cplmusic@unsw.edu.au.

APRA AMCOS (Music Licensing)

CPL has a music licensing agreement with APRA AMCOS. A proportion of box office sales is used to pay the artists who have written the music performed in concerts. All the music performed in our venues must be available to be licensed by APRA AMCOS.

It is your responsibility to ensure that all pieces you are performing are available to be licensed before you start rehearsing. This can be done via the OneMusic Australia website. 

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.
(Please note these prices are subject to change depending on the size and nature of the event)

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 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 cplmusic@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.

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 can help with publicity.

Box Office
Ticket prices are 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.

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 music practice rooms 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.

Questions?
If you have any questions about publicity design and concepts feel free to contact the CPL Designer, Paul Matthews.

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 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:

Each event has its own Google Doc form that is shared with the production info that 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.  

We will layout and print your program for you. 

Submission Deadline
Program notes are due no later than 2 weeks prior to your event. If we do not receive the completed Google Doc form 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, personal photos and images can not be used - but please use these for your own publicity!

Proof Reading
We do not edit or proofread 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 proofread once it is laid out. Keep an eye on your email once you have submitted your program.

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 cplmusic@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 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. Try this handy website to find more details.
  • 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. They will need to arrive early to set up before the house is open. 
  • 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 cplmusic@unsw.edu.au.

As Soon As Possible

  • Book rehearsal times in your venue. For Io Myers Studio and Studio One email cplmusic@unsw.edu.au. Include your name, course code, zID, mobile number, space, day and time you would like. As a general rule the CPL needs 24 hours 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 - the Google Doc form will be emailed to you - NO LATER than 3 weeks before your performance date.

2 Weeks Out

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.
Organisational units