Project Management for Freelance Musicians

Text: Franziska Strohmayr MA
 

How do I realize a project as a musician?

To successfully implement a project, the first step is a good idea, and the second step is clear organization, which can be divided into several project phases.
 

THE IDEA

Answering the W-questions:
What, When, Where, Who / with whom, How, Why

Gathering Material
Create a mind map with everything that comes to mind about the topic (personal goals of the project, execution date, possible collaborators, marketing, keywords, etc.).

Writing the Concept
The concept should include the following points:

  • Information about the work

  • Information about the artists

  • Description of innovative and new approaches

  • Target audience definition

  • Marketing strategy

  • Preliminary budget

  • Biographies of the project leader and collaborators

Creating a Timeline
List the tasks
Assign the tasks to the project organization phases
Mark the items that must be completed before moving on

Project Organization Phases

• Initialization Phase
The initialization phase begins with defining the desired project. Afterward, the W-questions are answered, and the material collection is made. Here, you should already consider the funding guidelines of the desired funding bodies (e.g., what is important to the city, a company, or a foundation to choose this project for funding?).

• Concept Phase
In the concept phase, the concept is elaborated, and possibly several solution variants are developed. The project’s questions and objectives are now clearly formulated and concretely achievable. Project agreements are made and discussed with the team.

• Implementation Phase
In the implementation phase, the prepared steps are executed. The location is booked, contracts with the participants are signed, funding applications are submitted, meetings with partners are held, arrangements are written, rehearsals take place, posters are designed and distributed, tickets go on pre-sale, invitations to VIPs and the press are sent out, and the press release is written, etc.

• Introduction Phase
In the introduction phase, the performance, CD production, tour, etc., take place. Additionally, the project is concluded in this phase (billing, payment to participants, final report to the funding bodies, feedback meeting with participants). For future projects, it is highly valuable to write a project closing report.
 

EXECUTION

Create checklists and include deadlines, specifying when each point must be completed and who is responsible for each task (if working in a team).

  • Finalize contracts with participants

  • Rent the location

  • Plan and conduct rehearsals

  • Budgeting

  • Attract partners (companies, public bodies, foundations, private individuals, patrons, etc.)

  • Have posters and flyers created (a graphic designer is worthwhile)

  • Marketing

  • Build and maintain a contact database (very important!)

  • Register the event with the city and police (in Vienna: MA 36)

  • Register the program with AKM

  • Write a press release and have a press photo taken

  • Organize ticket sales

  • List the event in online event calendars in the region

  • Create a guest list for VIPs

  • Write personal invitations

  • Send press releases to media, ask if they would publish a preview or review, and follow up the next day

  • Write programs

  • Organize catering

  • Create an event schedule
     

AFTER THE PROJECT

  • First, celebrate!

  • The day after the performance: write a follow-up report and send it to the press

  • Complete the billing

  • Pay the fees

  • Evaluate the project (first the project leader individually, then with the participants)

  • Review all databases and add any relevant updates (e.g., if a press office wrote an especially detailed article, or if someone reserved but didn’t pick up tickets)

  • Collect photos and statements, and create a folder that reflects the emotions of the project

  • Send thank-you letters to all partners and supporters (e.g., a card with a printed photo from the event and a handwritten note of thanks)

  • For the project leader: write a message to yourself reflecting on which situations were particularly stressful, what you want to change next time, who you really enjoyed working with, and with whom you never want to collaborate again (this should be done soon after the event to capture accurate memories)
     

RECOMMENDED LITERATURE

  • Bamert, Felix (ed.): Music Management. A Practical Guide, Bern: Haupt, 2015.

  • Klein, Armin: Project Management for Cultural Managers, Wiesbaden, 2010.

  • Myles Beeching, Angela: Beyond Talent. Creating a Successful Career in Music, Oxford: University Press, 2010.

Self-Management

  • Tracy, Brian: Eat That Frog! 21 Ways to Get More Done in Less Time, Offenbach: Gabal Verlag GmbH, 2019.

  • Tracy, Brian: The Winner's Principle: Paths to Personal Excellence, Wiesbaden: Gabler Verlag, 1998.

  • Allen, David: Getting Things Done: Self-Management for Everyday Life, Munich: Piper Verlag, 2019.

If you want to improve your phone skills

  • Arndt, Roland: Every Call a Success. The Key Questions and Answers for Result- and Experience-Oriented Phone Calls, Paderborn: Junfermann Verlag, 2011.