(This was originally part of a discussion on rec.music.filk, Lee responding here to Gary McGath's Guide for Filk Czars.)
I'd add some more points, in no particular order.
1) Make sure the filk rooms will be air conditioned all night. (Make sure the hotel understands that "all night" means until 6 AM.) If the room temperature is controlled by a thermostat, put cups of hot water (from the rest room) on top of thermostats to get the room cooler, cups of ice cubes to get it warmer.
2) Have water service in the corridor, and then have filkers bring the pitchers inside, so the hotel staff won't walk in while someone is singing and say, "Here's your ice water." Know when the last water service is and who to phone to get it.
3) Know where Ops is. If there's a problem, decide what Ops could do to help you, and go there yourself (or send a staffer) and ask them to do it.
4) Make sure the filkers know where you are, so they can reach you if there's a problem. This is particularly important if you're going to leave the filking area and go party. Have designated aides (that the concom knows about) who can talk to Ops if there's a problem and the filkers can't wait for you to get there.
5) Talk to the sound crew before the event and ask about how much set up time they need and anything else they need. Do your best to make sure they get everything they ask for when setting up your schedule. This may involve rekeying the room so the hotel staff can't get in, and only you and the sound crew have the keys to that room.
6) I once had everyone run out on a concert (by a very good performer) because the other events at that time were seductive. I got permission from the performer and sound crew to postpone the concert for an hour (the length of the program items). Sure enough, an hour later, the audience came back. Be prepared to have a flexible program.
7) A filk program can run on time. Schedule 5 minutes set up time in between concerts (more for groups). If people arrive late, don't let them sing late to make up for it. Warn people, "Last song," 5 minutes before the end of the concert. (Performers who want to run on time should time their songs, including their introductions.)
8) In the walkthrough, bring a radio or cassette player or CD player so you can find out how much noise leaks through a wall.
Copyright 2005, Lee Gold. Permission given to reprint noncommercially as long as credit is given to Lee and nothing is changed.
Edited by Gary McGath, mostly for HTML formatting
| MASSFILC Home Page |