Creating a program

On this page you can read more about putting together and organizing a good program. There are an awful lot of different types of initiatives and projects so programs often vary greatly in content. Still, there are quite a few things that make or crack almost any program. Below we have described those and we give some tips. Some elements are especially important for events and somewhat larger initiatives or projects.

Do it yourself or hire a programmer?

First ask yourself if you are going to be the one to put the program together or if you are going to ask someone to do it for you. After all, sometimes you don't have the time for it yourself or it may be that you are not as good at it (or you like everything, for example). There are also specialists who do this much more often and have the experience and knowledge. They know exactly what works with the target group and how to build a program. In addition, they usually have contacts in "the world" and have background information on artists or awards.

The purpose of the program

When you come up with a program, keep in mind that it doesn't have to be just for entertainment. You already have a vision; take that as your starting point. You determine the program based on the artistic goals. From there you can choose certain artistic directions in terms of program, for example. In many cases your program can pursue other goals and contribute to a successful initiative or project. Through a program you can create atmosphere, promote cooperation between parties (such as visitors and partners), it can form the main thread of the performance and you can use it to promote yourself or a sponsor.

Target groups

One of the most important things is that the program matches the target groups you want to reach. Look carefully, for example, at the ages of the visitors you expect but also the travel time (can they still get home when the program is over?). Another component is the accessibility of the program, taking into account visitors who have physical, mental, intellectual or sensory disabilities. It is also hugely important that any cost to the visitor is commensurate with what they can expect. Incorporate this information into your plan of action and communication plan.

Possible program components

There are many different types of program components. The choice depends very much on the type of initiative or project. You have program components that take place at a specific time and components that can be seen or heard on an ongoing basis. Here is a list of a variety of things you could see as programs:

• Artists such as musicians, dancers, spoken word artists, actors.
• Performances such as theater, dance, a performance by a clown.
• Background music or a DJ.
• A presenter or chairman of the day.
• Certain hospitality moments.
• The entry, hanging the coat and the exit.
• A children's program.
• An exhibition or a video presentation.

The structure of the program

A good program has balance and keeps visitors focused and attentively engaged. Below we have listed some tips you can think about when building the program.

• Provide a common thread and cohesion among the components. This is often done through a theme or topic that takes center stage.
• Put the entire program in a chronological order or in a so-called timetable. Don't just think about performances but also include, for example, the walk-in of people, the time people take for a cup of coffee beforehand, the time at the checkroom and the exit of the audience at the end. This way you create overview for yourself and you can communicate this to the audience.
• Decide what the main program will be. In the case of performances, this could be the most famous artist, and in the case of a book launch, it could be the book signing. Make sure the highlight is not at the beginning because then people are much more likely to leave right after.
• See if you can create a fringe or supporting program because that can keep visitors at the venue longer. This could be an additional artist or something else that takes place at a specific time. You can also think about something that can be viewed continuously such as a wall of photos or a video film that repeats continuously.
• Properly estimate the length of the overall program. Often visitors have other plans or they need to know what time it ends for practical reasons. When you get run-outs, it can lead to dissatisfaction and, in some cases, other challenges. For example, the permit may require you to stop at a certain time.
• Consider others such as local residents when creating a program. They may experience noise pollution (at certain times). You can also try to prevent every visitor from coming at the same time, for example by incorporating a long walk-in.

Location and security

You may have come up with a super fun program but it is important that your program fits that location. It may also be that your program does not fit the location in practical terms, for example, because you have incorporated dinner into the program when there are no kitchen facilities. Also, the noise level must fit the venue and the environment. Also consider the safety around the program. Working with fireworks, for example, is super cool but it also carries risks. The same goes for the amount of visitors coming to it at any given time. The atmosphere that environment evokes can also be very decisive for how your program is perceived. However, this is also where you can experiment and come up with some surprising surprises.

Booking artists

There are many different types of performers. Examples include musicians, living statues, a clown, a guest speaker and a presenter. Sometimes you can easily book artists by making arrangements directly with them. However, many artists are affiliated with a booking agency or impresario. They take many things off an artist's hands such as promotion and bookings. They get a fee for this, which is charged to you. The amount of the fee (the amount the artist receives) is often negotiable. Many of these companies have several artists on file and can also advise you when an artist is not available on a certain date.

If, from your expertise, you yourself have knowledge that would fit this topic, or if you see opportunities to improve this text, we look forward to receiving your message at info@cultuuracademy.nl.