August is a pivotal month in the performing arts world. Summer festivals are still in full swing, and organizations with traditional September-June seasons are preparing for their fall launches. Meanwhile, many people are squeezing in last-minute summer vacations. Another key focus in August is gearing up for the busy booking conference season. In previous articles, I discussed navigating conference season and preparing for showcases—crucial tasks for agents, managers, and self-represented artists booking performances. This time, let's explore what this season is like for presenting organizations—the talent buyers—and what their experience entails both on the road at conferences and at their home venues. The Double Vision of Presenters Working in the professional performing arts market, particularly in booking, touring, and presenting, requires a dual focus: managing logistics for the current season while engaging in the sales process for future seasons. This industry operates on a long trajectory, with presenters booking shows for seasons 1-1.5 years in advance. By this time of year, most shows for the upcoming season (Fall-Spring) are already booked, marketing materials are printed, and season tickets are on sale. Presenters are now focused on the next season, juggling this alongside their ongoing responsibilities. A Note for Artists For emerging artists, this timeline can be frustrating. You’re eager to perform and start earning, but the reality is that this sector requires patience and persistence. It often takes three or more years to get established, build recognition, and secure bookings at venues. Remember, this isn't a reflection of your talent but the nature of the industry. Prepping for Conference Season as a Presenter For presenting venues, preparation for conference season involves:
During the Conferences Presenters often develop long-term relationships with agents and artists through these conferences. They visit exhibit halls, meet with agencies, and attend showcases to see artists perform live. This time can be demanding, filled with back-to-back meetings, late-night showcases, and professional development sessions, all while trying to catch some sleep. Repeated encounters are common as presenters attend multiple regional conferences, which fosters networking and collaboration. By the end of conference season in January, at APAP (one of the largest conference), many deals are finalized. Presenters often rely on recommendations from colleagues. A positive experience with an artist can lead to multiple bookings across venues, sometimes through "block booking," where presenters coordinate to share tour costs, increasing the feasibility of an artist’s tour. Post-Conference Decisions Back home, presenters may consult with board members, executives, and other departments such as marketing and development before finalizing bookings. This collaborative decision-making process helps ensure that artistic and financial goals align with the overall vision for the season. Creating Great Seasons are a Collective Effort Conference season is a pivotal and demanding time for performing arts presenters. It calls for careful planning, strong relationship-building, and a clear grasp of both artistic vision and audience needs. By understanding the timeline, process, and patience involved, presenters, agents, and artists can better collaborate to navigate the complexities of the industry. Delivering memorable arts and culture experiences each season is a collective effort—one that begins anew every August with the start of conference season! Cheri Jamison is an Arts Consultant with over 13 years of experience in arts and nonprofit management. Cheri Jamison Consulting LLC focuses on strengthening organizations through capacity-building, executive coaching, board training, and professional development. www.CheriJamison.com
Streamlining Success: How Systematizing Operations Leads to Financial Stability in Arts Nonprofits7/11/2024
In the vibrant and often unpredictable world of arts nonprofits, achieving financial stability can feel like a herculean task. Leaders are continually balancing creative aspirations with fiscal realities, a dance that requires both vision and pragmatism. One of the most effective strategies for securing financial health is focusing on operations and systematizing organizational processes. Here’s how this approach can transform your arts nonprofit into a model of efficiency and financial resilience. The Foundation of Stability: Why Operations Matter At the heart of any successful organization lies a robust operational framework. For arts nonprofits, which juggle multiple projects, stakeholders, and funding sources, having streamlined operations ensures that every aspect of the organization runs smoothly and efficiently. This foundation is critical for several reasons: 1. Consistency in Execution: Systematized operations mean that every task, from fundraising to event planning, follows a set protocol. This consistency reduces errors, increases efficiency, and ensures high-quality outcomes. While I know this sounds boring to creative minds, in my experience, it actually allows for more creativity. Having solid systems and organizational framework makes people feel safer and frees up energy to take creative risks in the appropriate channels, like onstage! 2. Resource Optimization: Well-defined systems allow for optimal use of resources, both human and financial. When staff know exactly what steps to follow, time is saved, and efforts are focused on mission-critical activities rather than on figuring out processes. 3. Scalability: As your organization grows, scalable systems are essential. Standardized procedures make it easier to onboard new team members and expand programs without sacrificing quality or efficiency. When it comes to scalability, it helps to think about having “double vision,” keeping an eye on your needs for today, but also the future. Key Areas for Systematization To reap the benefits of systematized operations, focus on these key areas: 1. Financial Management: Develop clear financial policies and procedures. Implementing a robust accounting system ensures accurate tracking of income and expenses, facilitating better budgeting and financial planning. Regular financial reporting and analysis help identify trends and areas for improvement, allowing for proactive management of funds. 2. Fundraising and Development: Create a standardized donor management system. A comprehensive CRM can track donor interactions, manage communications, and streamline fundraising campaigns. Your database tracks your relationships and your relationships are the lifeblood of your organization. Systematizing grant applications and reporting ensures consistency and efficiency, increasing the likelihood of securing funding. Funders want to see that you are responsible and will steward the resources they give you well. 3. Program Delivery: Establish detailed project management frameworks for each program. These should include timelines, roles, and responsibilities, ensuring that all team members are aligned and projects are delivered on time and within budget. Make sure tracking metrics are included in the framework. You’ll thank yourself for this later when you’re writing grant applications to keep those programs funded! 4. Human Resources: Implement standardized hiring, onboarding, and training processes. Clear job descriptions and performance metrics help in recruiting the right talent and fostering a productive work environment. Regular performance reviews and professional development opportunities keep staff engaged and motivated. It’s easy to think in a small organization that HR practices don’t matter, but they actually matter even more. The Financial Payoff Focusing on operations and systematization doesn’t just make your nonprofit more efficient; it also leads directly to financial stability: 1. Cost Savings: Efficient operations reduce waste and redundancy, saving money. For instance, streamlined procurement processes can lower costs, while efficient project management minimizes budget overruns. 2. Increased Funding: Donors and grantmakers are more likely to support organizations that demonstrate sound management and operational efficiency. Transparency and professionalism in operations build trust and credibility. 3. Sustainability: Financial stability is about more than just balancing the books; it’s about building a sustainable future. Systematized operations free up time, resources, and unnecessary mental worry, allowing leadership to focus on strategic planning and long-term growth. Taking the First Steps If your arts nonprofit hasn’t yet prioritized operations and systematization, now is the time to start. Begin with a thorough assessment of your current processes, identify areas for improvement, and develop a plan to implement standardized systems. Engage your team in this process to ensure buy-in and successful adoption. Remember, the goal is not to stifle creativity but to create a stable foundation that supports and enhances your artistic vision. With streamlined operations, your arts nonprofit can achieve greater financial stability, allowing you to focus on what you do best: bringing the transformative power of the arts to your community! Another first step you can take is getting free support in assessing and streamlining your organization's operations: Schedule a free consultation with me today! Cheri Jamison is an Arts Consultant with over 13 years of experience in arts and nonprofit management. Cheri Jamison Consulting LLC focuses on strengthening organizations through capacity-building, executive coaching, board training, and professional development. www.CheriJamison.com
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AuthorCheri Jamison is an Arts Consultant with over 13 years of experience in arts and nonprofit management. Cheri Jamison Consulting LLC focuses on strengthening organizations through capacity-building, executive coaching, board training, and professional development. www.CheriJamison.com Categories
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