New Promoters’ Guide
Hopefully if you’re reading this then you’ve already seen our general bookings blurb and are after some more detailed advice about how to organise events and what we expect.
We aim to be a place for events with a DIY ethos and by that we mean put on for the love of it and not for profit, unless those profits are fundraising for good causes. We want these events to be enjoyable, inclusive and affordable both for attendees and participants, which means charging reasonable entry fees and paying performers unless explicitly agreed otherwise.
We want to encourage more people to put things on, not just ‘professional’ promoters, and to make it as simple and fun as possible. If there’s anything you’re unsure about, please ask – whilst we do not have the resources to manage many events ourselves we can offer advice and flexible support throughout the booking process.
Being a good promoter means:
- Treating performers well, such as feeding them. We have kitchen facilities which you can use to cook or reheat meals – these must be vegetarian or vegan in line with our policy. You should check with the people you’re catering for for allergies. If possible help them with accommodation if needed. Consider offering a drinks rider too!
- Communicating to us and your performers/ participants all of the important information that makes our jobs easier. Fill in the form at wharfchambers.org/promoter-guide and don’t forget to keep bands updated with information including who is bringing the drum kit and amps etc, for example. Bear in mind that we are not normally on the premises until 4pm on weekdays and 2pm on weekends – if your performers are making their own way there may not be anyone to let them in before these times.
- Managing time effectively – as well as ensuring people arrive at the right time you may need to liaise with the sound engineer/ Wharf Chambers staff about what happens when. Make a schedule for each performer where applicable. The curfew is 23.00 so plan to end for 22.50 to be on the safe side.
- Doing a proper job of letting people know that your event is happening. See our tips below…
Promoting the event
Get a friend to draw you something/ use an image from the internet if it’s not copyrighted (or if it is). Please show consideration when choosing images for your publicity – images that are sexist/ racist/ transphobic etc. will alienate part of your potential audience and we will not display them. If you’re not sure about something please ask.
Write your own blurbs for the event and/ or the bands, or use someone else’s but credit your source.
If you need a good printer try Footprint (they’re cheap, green, ethical).
Below again is the information that MUST be included on ALL your publicity, so incorporate it into the design. (No exceptions – it jeopardises our licence and you risk having your event cancelled if you don’t comply).
“Wharf Chambers is a members’ club and you need to be a member, or guest of a member, in order to attend. Please visit wharfchambers.org/join. Membership costs £1 and requires a minimum of 48 hours to take effect.”
If that won’t fit on a flier you can use this shorter version but please use the fuller one where possible:
“You must be a member or guest of a member to attend. Joining costs £1. See wharfchambers.org”
It bears repeating – please don’t try to write your own. Many have tried, none have been accurate. If you are creating a Facebook page or mailing list, for example, please take the opportunity to remind and encourage the people you invite to join. It’s easy and cheap, but it is necessary to submit your details at least 48 hours before the event. We do not have an online payment facility – new members come in to the bar to collect their card and pay £1, and this can be done on the night. If they have any queries you are unsure about you can direct them to members[at]wharfchambers.org. Members can have an unlimited number of guests.
Put posters/fliers up in some of these places (ask first):
- Wharf Chambers itself
- Leeds College of Music
- The Universities and Union Music Library
- The changing rooms of the vintage clothes shops in town (tend to be around the Corn Exchange area)
- Comic shops (eg Travelling Man, OK Comics)
- Crash Records
- Music Room
- Northern Guitars
- Cafe Lento in Headingley
- Heart cafe in Headingley
- Peach and Pear Cafe in Hyde Park
- Pitza Cano in Hyde Park
- Seven Arts in Chapel Allerton
- Hyde Park Picture House
- Chemic Tavern in Woodhouse
- Bargain Booze in Hyde Park – they charge £1 a week but their window is a good spot
- Brudenell Social Club
- The Reliance
- LS6 cafe
- Laynes Espresso
- Greedy Pig
- Cafe 164
Look for similar upcoming events at Wharf Chambers or elsewhere and make sure to have fliers available at them.
Get listed on these websites:
- Leeds Gig Guide
- Leeds Music Scene
- Cops and Robbers
- Collective Zine
- Leeds Forum
Make a Facebook event – invite people and encourage them to share it. Send us the link and invite us to it so we can keep up to date with any changes more easily – this is not a substitute for letting us know important changes via email, however
Tweet it and copy us in – @WharfChambersCC