Producing A Storytelling Concert
Planning, Preparing and Presenting Individual Performances

By G. Lee Hearl

As a beginning storyteller, you have worked hard perfecting your stories and storytelling techniques. You have successfully performed with other storytellers in group functions in coffee shops, churches, schools and other venues. You feel that you are ready to take on any storytelling, assignment which comes your way, but are you sure you can? Suppose you received a call from a PTA or other organization and were asked to present a one and one-half hour program by yourself. Would you have the self confidence to accept the invitation? There are ways to prepare yourself for such an invitation beforehand, let's explore some of them. Since you have already proven yourself to some extent, you are probably ready to "do your thing" by presenting your own program.

Organizing a Program for Individual Presentation
Locating a Suitable Place for Your Program
Scheduling the Event
Publicity
Final Planning and Set-up for the Program
Presenting the Program

Organizing a Program for Individual Presentation Top

  • List and arrange the stories you have told in the order which you might tell them.
  • Estimate the time required to tell each story (use actual time if known).
  • Allow time for introductions to program and stories.
  • Arrange programs from one half hour to two hours In length. Note: Ninety minute and two hour programs normally have short intermissions.
  • When you are satisfied with the program arrangement and that the times can be met, you are ready for the next step in presenting a program.

 

Locating a Suitable Place for Your Program Top

You may have several choices as to where to present your program and the choice may depend on your degree of confidence in your storytelling ability or the objective of the presentation. You may wish to present your program in a familiar setting, such a coffee house where you have told before with a group. Such places usually have openings available in their schedule. Churches, schools and other facilities are sometimes available at little or no cost.

 

Renting a Facility Top

Using the facilities of a coffee shop, school, church or other place may not be suitable for the program you wish to present due to restrictions on program content, length of your program or distractions such as diners, waiters etc. so the only alternative may be to rent a facility. Renting suitable space may present a problem because such places are not readily available in some areas and private facilities are so expensive that a beginning storyteller could hardly hope to pay for them from admission charges. However, if you are fortunate enough to find a suitable place at a reasonable price, renting a venue should be considered.

What is a Reasonable Rental Charge?
Many factors must be considered in arriving at what is reasonable to the storyteller.

  • Location
  • Parking facilities
  • Seating
  • Stage
  • Sound equipment
  • Lighting and other things pertaining to the facility
  • Number of people expected to attend
  • Amount of Admission Charge
  • Your bank Account Balance

Maximum Rental
One Hundred Dollars is the maximum amount a beginning storyteller should pay for a facility unless he has become very popular in the area where the program is to be presented. I arrive at this figure from my experience in having produced storytelling and music concerts. Of course, there may be exceptions.

Size of Facility
Try to find a facility which will comfortably seat the number of people expected to attend your event. Do not make arrangements for a large place such as a high school auditorium when a hundred people or less are expected. It is better to have standing room only than to have the audience scattered thinly over a large area.

Indoor vs Outdoor
You have probably performed in various outdoor settings and have experienced some of the problems encountered outdoors: traffic noise, sounds from nearby activities, no stage, sound system, lighting or seating for the audience. There are always potential problems with weather conditions when performances are scheduled outside, avoid outdoor settings if possible.

Indoor facilities allow you to control the sound, lighting, temperature and other things better. If you are depending on admission charges to defray the cost of expenses, you will appreciate the control you have inside a building. When serving refreshments at an event, kitchens are sometimes available with inside facilities. Weather will not likely affect the event.

 

Scheduling the Event Top

Several things must be considered when scheduling an event:

  • Availability of the facility selected. Note: You have little control over this factor.
  • Schedule of other events which might affect the size of your audience.
  • Holidays or other times when your prospective audience would be involved in other things.

Other Considerations
Remember to allow plenty of time before the event to make all arrangements and get out the publicity required to inform and attract the public. This may take longer than one would think.

  • If other storytellers are involved be sure the date has been cleared with them. They may have conflicting engagements.
  • Be sure that all "volunteer" helpers are free at that time.
  • Be sure that the facility you have selected is available for the date of your scheduled performance and once the date is definite, finalize all contracts and agreements for the rental.
  • You are now ready to start the publicity for the program.

 

Publicity Top

Publicity is one of the most important aspects of presenting a concert or individual performance and requires much planning and effort.

Types of Publicity Available

  • Television
  • Radio
  • Newspapers and Magazines
  • Flyers and Brochures
  • Direct Mailing

Television
Television is probably the most effective publicity available to you, however you probably should not consider paid advertisement in this medium, it is very expensive in most areas. There are other ways of getting notice of your event on t.v. such as "community bulletin boards," and interviews on "news magazine" programs. Both methods require advance planning on your part. Most t.v. bulletin boards or public service announcements set deadlines for receiving the information (usually two to three weeks).

If you are interested in a "magazine" program interview, you should contact the producer of the show about thirty days before the anticipated interview. (Remember, Television and Radio stations rely on commercial advertisements for their revenue but are usually receptive to civic, cultural and artistic endeavors. Try to fit your event into these categories if possible. Try to get the interview during the week in which your event is to be presented if possible. Once the producer sets a date for the interview, send him or her information about the program you are offering and information about you and other performers involved. This information is used to develop questions for the interview. Don't expect a rehearsal of questions before the interview but, be prepared to answer whatever is asked. Also, keep a few important bits of information about your program in mind and try to tie them into your answers to questions.

Radio
Radio is used effectively by musicians for free publicity, however, selecting a program to reach the greatest potential storytelling audience is difficult. Those who enjoy storytelling come from all segments of society and therefore, listen to all forms of radio. Public radio is probably the best selection for the purpose of radio publicity. You might also consider offering free tickets on local radio programs as this will result in more than one mention of your event during the broadcast.

Newspapers & Magazines
There are several ways to get notice of your program in the news papers and magazines. First, place your announcement in the sections of local papers which list calendars of events. This usually requires that the information reach the editor of that section from a week to three weeks before publication time. Press releases and news items usually get results if sent to The News Desk of the paper. Personal stories about the storyteller are very good, if printed before the event. Weekly papers are usually easier to get your story printed in. Call the Editor.

Flyers, Brochures & Mailings
Printed flyers, brochures and other information are another avenue for getting news of your program before the public. The basic cost of this type advertisement is printing, gas and time, your time. This printed material can be placed on bulletin boards in businesses, libraries, colleges and other places. Also, leave a few copies in tire shops, garages and other businesses where customers are waiting. Some businesses will allow you to tape advertisement in the windows. Give a few copies to family members and fiends, if they are interested in your project they will distribute them to their friends. Use direct mailing to inform those who have supported storytelling in the past and to seek out others in clubs and civic organizations.

 

Final Planning and Set-up for the Program Top

  • Remind the person who has previously agreed to sell and collect tickets of the time the doors will open.
  • Remind other storytellers (if there are others involved).
  • Check to be sure the persons in charge of refreshments will be available.
  • Buy refreshments and other supplies needed.
  • Pick up the programs from the printer (If you are using programs).
  • If you are renting a sound system, check to be sure it will be available.
  • Run the stories you plan to use through your mind once more.
  • Put the program you have planned on paper.

 

Presenting the Program Top

  • Try to arrive at the facility about an hour before the doors open.
  • Set up the sound system and check it if necessary.
  • Set up a table for ticket sales. (If you have tapes and books, place them nearby) If the seating is folding chairs, check the arrangement.
  • Mingle with the audience as they arrive (this will develop a more relaxed atmosphere).
  • Locate the restrooms and remember how to get to them, you will probably be asked.
  • Start the program on time, even if people are still arriving, however, do not begin a story until everyone is seated. (You can always kill a few minutes by recognizing other storytellers in the audience. There may also be some dignitaries to recognize, and be sure to give directions to the restrooms.)
  • If you are being introduced by another person let them kill the time until everyone is seated. then introduce you as the FEATURED STORYTELLER. GOOD LUCK!!!

 

G. Lee Hearl
16473 Childress Hollow Rd.
Abingdon, Va. 24210