HERTFORD MUSIC FESTIVAL 2001 - PERFORMER'S SELF-HELP GUIDE - In order to help you with the planning of your musical event in the Hertford Music Festival 2001, we have produced this Self-Help Guide for performers, which we hope you will spare the time to read thoroughly. It contains valuable advice on planning your event, finding and booking your venue, planning your publicity, ticket sales, securing a sponsor for your event and avoiding potential pitfalls. It is important to be aware that it is ultimately your responsibility to organise and manage your event and ensure that it is a success. However, if you need advice and assistance, you can contact our Festival Advice Helpline telephone number shown at the end of this document. YOUR CHECKLIST 1.0 Planning 1.1 Participant's Questionnaire: If you took part in the 1999 or 2000 Hertford Music Festival, it would assist us if you would complete the Participant's Questionnaire contained in Appendix I. This will enable us to improve the support we give you as a performer. 1.2 Timescales NOW i) Confirm your booking with your chosen venue (See Section 2) ii) Confirm with your performers and book any necessary equipment iii) Inform AVF Communications of details so that we can help publicise your event Remember, next May is not far away ! HMF Self-Help Guide / 2 AS SOON AS POSSIBLE i) Organise your ticket sales and distribution ii) Start to organise your publicity material, posters, leaflets etc. Remember always to include the Festival logo in any printed material (see Section 3) AT LEAST ONE MONTH i) Distribute posters, leaflets and the publicity PRIOR TO YOUR EVENT material ii) Contact AVF Communications for assistance with press releases iii) Contact your local newspapers, radio station etc. to generate publicity 1.3 Whom to contact:- Venue - the venue or booking manager [see 2.0] License for Venue - venue manager in the first instance, East Herts District Council, if necessary [see 3.0] Ticket Sales - Hertford Tourist Information Centre [see 4.0] Festival Advice Helpline - AVF Communications 1.4 Funding your Event If your event is being sponsored by a local company through the Hertford Music Festival, please note that this sponsorship money must be claimed by you from the Hertford Music Festival by no later than 31st July 2001. East Hertfordshire District Council runs a Smart Award scheme and will consider grant applications from voluntary arts organisations based in the East Herts area. The grant must be applied for before 8th January 2001. Interested applicants should telephone East Herts District Council for an application form on ( 01279 655261. There are a number of Lottery-funded schemes for smaller projects that are now administered by the Regional Arts Boards. Details are available from the Eastern Area Lottery Officer on ( 01223 215355.  HMF Self-Help Guide / 3 2.0 The Venue 2.1 Where: - There are a number of venues in and around Hertford that hosted events during the 1998 & '99 Hertford Music Festivals. These include: - The Castle Hall, The Wash, Hertford. Tel: 01992 589024 The White Lion (Public House), Bengeo Street, Hertford. Tel: 01992 509717 The Hertford Club, Bull Plain, Hertford. Tel: 01992 421422 Holy Trinity Church, New Road, Hertford. Tel: 01992 504997 Mill Bridge Rooms, Mill Bridge, Hertford. Tel: 01992 582885 The Groove-Yard, Churchfields, Hertford. Tel: 01992 425851 The Old Barge, Folly Island, Hertford. Tel: 01992 581871 Fledgling & Firkin, (Public House) Parliament Square, Hertford. Tel: 01992 509286 The Lord Haig (Public House), South Street, Hertford. Tel: 01992 582706 The Sportsman (Public House), Fore Street, Hertford. Tel: 01992 551621 Séamus O'Butcher's, (Public House), Railway St., Hertford. Tel: 01992 509137 Lancaster Hertford Mercedes-Benz, Foxholes Business Park, John Tate Road, Hertford. Tel: 01992 514444 Friends' Meeting House, Railway Street, Hertford. Tel: 01992 586731 Simon Balle School, Mangrove Road, Hertford. Tel: 01992 410400 All Saints' Church, Queen's Road, Hertford. Tel: 01992 582096 The Corn Exchange, Fore Street, Hertford. Tel: 01992 552885 The White Hart (Public House), Salisbury Square, Hertford. Tel: 01992 583605 The White Horse (Public House), Castle Street, Hertford. Tel: 01992 501950 The Salisbury Arms, Fore Street, Hertford. Tel: 01992 583091 Zero's Nightclub and Bar, Parliament Square, Hertford. Tel: 01992 501655 The Downshire Suite, The Castle, Hertford. Tel:01992 552885. St. Leonard's Church, Byde Street, Bengeo, Hertford. Tel: 01992 504997 St. Mary's Church, Hertingfordbury, Hertford. Tel: 01992 587621 The White Horse Hotel, Hertingfordbury, Hertford. Tel: 01992 586791 Sele School, Welwyn Road, Hertford. Tel: 01992 581455 Mill Mead School, Port Vale, Hertford. Tel: 01992 582776 The Oasthouse Nightclub, Brewery Road, Hoddesdon. Tel: 01992 471445 Ware Drill Hall, Ware. Tel: 01920 463242 Buntingford Community Centre Tel: 01763 272766 Details of these and other venues are available from Festival organisers AVF Communications on ( 01992 503129. 2.2 Licences:- Important Note: It is a legal requirement that the venue in which you propose to stage your musical event is licensed to do so. The Hertford Music Festival cannot be held responsible for this, so it is YOUR responsibility to ensure that your event is covered by either an Annual Licence or Occasional Licence. For further information please refer to Appendix ii. 3.0 Publicity 3.1 Official Logo: - Please support the Festival's corporate sponsors by ensuring that the ONLY logo used in your publicity material, tickets etc. is the OFFICIAL Hertford Music Festival logo. We regret we may be unable to support your event if this is not shown. Please see Appendix iii for your copy of the official Hertford Music Festival 2001 logo. 3.2 Local Radio:- 3.2.1. A competition was run by BBC Three Counties Radio to promote the Festival's performance by the London Philharmonic Orchestra. Perhaps you might consider a similar idea to promote your event and offer prizes of complimentary tickets? 3.2.2 A list of Local Radio contacts with telephone numbers can be obtained from AVF Communications. HMF Self-Help Guide / 4 3.3 Hertford Music Festival Souvenir Programme: - The Official Hertford Music Festival 2001 Souvenir Programme will be distributed in and around Hertford FREE OF CHARGE to the general public. It is likely to reach a very wide potential audience, so why not advertise your event here too ? Your event will undoubtedly benefit from publicity generated by the Festival Programme and we urge you to support it with advertising and provide us with as much information about your event as possible, including the following:- Background information/cuttings/reviews about performers - for editorial purposes. Photographs* (black & white or colour) - with captions please. Details of venue. Date and time of performance(s). Price of tickets (incl. concessions). Name of ticket booking office, with address and telephone number. Anticipated ticket sales. Any promotional activity you will be organising for your event. * We regret we cannot always guarantee the safe return of your photographs. If these are needed, please do not send us your originals. 3.4 Posters/Leaflets or Flyers: - We recommend that you display your posters* and distribute leaflets or flyers in and around Hertford at least ONE MONTH BEFORE the date of your event. This will help to ensure that publicity is generated. Also, check that the chosen locations for your posters are authorised sites by the appropriate regulating bodies. * N.B. If necessary, AVF Communications can assist with production of posters, leaflet, tickets etc. 3.5 Central Information Point: - The HERTFORD TOURIST INFORMATION CENTRE, based in Market Place, Hertford, is happy to offer its services as a central information point. If you wish to use their services in this way, please contact:- Mrs. Barbara Radcliffe Hertford Tourist Information Centre 10 Market Place Hertford Herts. SG14 1DG ( (01992) 584322 ( (01992) 534724 See the latest listings at Discover Hertford web site:  HYPERLINK "http://www.hertford.net//musicfestival" http://www.hertford.net/musicfestival HMF Self-Help Guide / 5 3.6 Working with AVF Communications: - Please refer to Appendix iv. 4.0 Advertising 4.1 Hertford Music Festival Souvenir Programme: - Herts & Essex Newspapers, publishers of the Hertfordshire Mercury, Star and the Herts & Essex Observer, will again support the Hertford Music Festival by producing a Souvenir Programme and a pullout feature in the Mercury Series during April 2001. We are indebted to them for this service and ask you to set aside some of your budget to advertise in these publications. Please contact: Mrs. Rose Murphy, Advertising Sales, Herts & Essex Newspapers Ltd., 1 Fore Street, Hertford SG14 1DB. Tel: 01992 589911 or Fax: 01992 552766. 4.2 Ticket Sales: - The HERTFORD TOURIST INFORMATION CENTRE has generously agreed to support the Hertford Music Festival 2001 by offering its services free of charge as a central ticket booking office to performers taking part in the Hertford Music Festival. If you wish to use their facilities, please contact: - Mrs. Barbara Radcliffe Hertford Tourist Information Centre 10 Market Place Hertford Herts. SG14 1DG ( (01992) 584322 ( (01992) 534724 See the latest listings at Discover Hertford web site:  HYPERLINK "http://www.hertford.net//musicfestival" http://www.hertford.net/musicfestival 4.3 Tickets (design): - We recommend that tickets for your event(s) are made available at least ONE MONTH BEFORE the staged event. This should allow enough time for invited guests and members of the public to decide whether or not to come. AVF Communications can assist you with the design work for a modest fee. HMF Self-Help Guide / 6 Hertford Music Festival Advice Help line If you need any further information or assistance, contact Maralyn Gorringe or Adrian Foster on our Hertford Music Festival Advice Help line, telephone number:- ( (01992) 503129 ( (01992) 303234 E-mail:  HYPERLINK "http://www.hertford.net//musicfestival"  HYPERLINK "mailto:avfcom@globalnet.co.uk" avfcom@globalnet.co.uk  See the latest listings at Discover Hertford web site:  HYPERLINK "http://www.hertford.net//musicfestival" http://www.hertford.net/musicfestival Appendix i HERTFORD MUSIC FESTIVAL 2000 - Participants' Questionnaire - If you took part in the 1999 or 2000 Hertford Music Festivals, we would be pleased to hear any constructive comments you may have about the staging of your event. Please would you return this form to us at AVF Communications, 50a St. Andrew Street, Hertford, Herts. SG14 1JA or Fax: 01992 303234. Thank you. Name of Performer(s) : Type of Event : Venue : Date Held : Ticket Price : Estimated ticket sales (qty.) : Type of Publicity Used:- (Tick as appropriate) Details of Publicity used by you Posters Banners Flyers / Leaflets Word of mouth Media coverage Editorial AVF Communications Press Release Radio Radio Interview Other (Please Specify) How long before event: Not at all Less than 1 week 1 week 2 weeks 3 weeks 1 month - 3 months 3 months - 6 months 6 months - 1 year 1 year Your comments: ______________________________________________________________________________ (Please continue on a separate sheet if required) Appendix ii HERTFORD MUSIC FESTIVAL 2001 - LOCAL GOVERNMENT (MISCELLANEOUS PROVISIONS) ACT 1982 - PUBLIC ENTERTAINMENT LICENSING - HERTFORD MUSIC FESTIVAL If your musical event is aimed at entertaining the general public and is NOT therefore a private function, you will need to obtain a Public Entertainment Licence under the Local Government (Miscellaneous Provisions) Act 1982 . Some venues are covered by Annual Licences, others are granted Occasional Licences. An Occasional Licence is granted for an event at a venue which is not ordinarily covered by an Annual Licence. When an Occasional Licence is granted, all PR activity must take place within the twenty-eight days from the date the Licence is issued until the staging of the actual event. The Licence applicant will be required to display a notice at the premises to inform the general public that a Licence has been granted for that particular event. Three months is the notice period recommended by the East Hertfordshire District Council for a licence to be granted. However, five to six weeks is the actual minimum time required for applications for an Occasional Licence to be made. If there are no objections, an Occasional Licence will be issued for your event. Buildings certified by law as a places of religious worship are automatically licensed for music and performers do not need to apply for a separate Occasional licence. To find out whether the venue at which you intend to stage your event for the 2001 Hertford Music Festival is covered by ANY licence, please contact the venue direct. For further information (or to obtain an Occasional Licence), please contact: Mr. Pat Kelly or Mr. P.E. Smith Principal District Surveyor East Hertfordshire District Council Building Control Consultancy PO Box 102 Wallfields Pegs Lane Hertford Herts. SG13 8EQ ( (01279) 655261 (Ext: 428) ( (01992) 552280 Appendix iii Hertford Music Festival 2001 Official Logo  INCLUDEPICTURE "C:\\MY DOCUMENTS\\Hertford Music Festival\\2001\\2001HMF (1).jpg" \* MERGEFORMATINET  Please Note: This is the official Hertford Music Festival 2001 logo. No other logo should be reproduced in your posters, flyers, tickets or other publicity material promoting the Hertford Music Festival 2001. Appendix iv HERTFORD MUSIC FESTIVAL 2001 - WORKING WITH AVF COMMUNICATIONS - Based in Hertford, AVF Communications is a close-knit team of Public Relations experts, journalists and marketing specialists who are dedicated to achieving results through hard work, enthusiasm and a 'no nonsense' approach to media relations. Having promoted the Hertford Music Festival on behalf of the Hertford Town Council since 1995, AVF Communications is pleased to be retained once more to work with you and to assist you with the management and help to raise the profile of your musical event in the 2001 Festival. How we can help you AVF Communications offers you free PR support and editorial placed in local media, as well as targeting a wider audience through the national daily journals. In return for this service, we simply ask that you use the enclosed official Hertford Music Festival 2001 logostyle in all your publicity material, letterheads, tickets, posters and promotional merchandise. We can also assist you with your design, advertising and sales promotion activity to help you get the most from your involvement with this popular music Festival for a modest fee. AVF Communications encourages you, as an event organiser, to create as much of your own publicity and profile raising for your musical event as possible. After all, the more you promote your event, the better the turnout you will have! Send us all the information you can about your event in good time; we would like any reviews, press cuttings, photographs (captioned please) and any other useful information which will help us to help you. Whilst we make every effort to do so, we regret that we cannot guarantee the return of your photograph, so please do not send your originals to us. ( (01992) 503129 ( (01992) 303234 E-mail:  HYPERLINK "http://www.hertford.net//musicfestival"  HYPERLINK "mailto:avfcom@globalnet.co.uk" avfcom@globalnet.co.uk  EMBED PBrush Appendix v HERE'S WHAT SOME PERFORMERS SAY ABOUT THE HERTFORD MUSIC FESTIVAL "I would like to thank you on behalf of the Syd Lawrence Orchestra for a most enjoyable and successful engagement at the Castle Hall, Hertford, on 28th April. All the arrangements for this performance were carried out in an exemplary manner and nothing was left to chance. Certainly, we would be delighted to be invited to take part in the Festival on any future occasion." Jim Crawshaw Agent The Syd Lawrence Orchestra (2000) "This year's Hertford Music Festival Opening Ceremony was a huge success and we thoroughly enjoyed performing at the open-air pop concert during the afternoon. The event was very professional and well-attended and the organisation and support offered by the organisers, and in particular AVF Communications, was first class. Needless to say, we would welcome the opportunity to participate in future Hertford Music Festivals. Dennis Pugsley Musician The Overtures (2000) "I am writing to thank all involved ... for making our concert at the Castle Hall, Hertford, such a success. We really appreciate all you did to help publicise the [Mugenkyo] show and I'm sure it made a big difference to our ticket sales." Neil Mackie Mugenkyo Taiko Drum Performance (2000) "Thank you for getting so many press releases, with photographs, prominently published in the local newspapers. We thought our event was successful and look forward to building on it for next year." Stephen Harrison Lynn Harrison Quartet (2000) "Redeyeband secured several bookings under the auspices of the Hertford Music Festival. It has been very useful to the band ... and we hope you will include Redeyeband in your next year's events as it is certainly worthwhile. "We were happy with the support we were given as to how to go about the publicity and posters etc. The band has been given two more bookings ... and a representative from Sony Records will be attending one of them. We would strongly encourage any other aspiring musicians to get in touch with you for next year's event." Heather Bryant Redeyeband (2000) "From Opus One's point of view we really did get maximum support both from Hertford Town Council and from Adrian and his staff at AVF Communications. I would be very pleased to be invited to take part in the 1998 Festival which, if the improvement this year is anything to go by, should be a marvellous event." Ted Higgins Musical Director Opus One Big Band (1998) "It was very nice to be involved with the Hertford Music Festival, and mutually beneficial to the London Philharmonic and our sponsor Lancaster Hertford. The publicity was very effective and the event was well attended. We would certainly be very happy to be involved again next year if invited to do so." Louise Mitchell Concerts Co-ordinator The London Philharmonic (1995) "This is to say a very BIG thank you for all your help in connection with the Festival Service we sang last Sunday (14th May 1995) in All Saint's Church, Hertford. "Your care and consideration with everything connected to the event was first class and highly appreciated by all . . . Overall, the Programme was very good." Denis Coleman Choir Director The Malcolm Sargent Festival Choir (1995)