General Arts Council Project Advice

Click here to download the Art Council project advice in pdf format.

The following are suggestions and guidelines, not rules - however they have come out of past projects, and we suggest that you at least look at them.
(last updated 1/3/2008)

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What types of projects does the Arts Council support?

Of course not all of these types of projects require the same sort of planning and organisation, but there are certain things they have in common. Some of the advice given here applies most to theatre projects, yet you may want to take all of it into consideration.

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Planning stage

Time frame:

When do you want to do the project? Think about the practicalities: if you're hoping for an audience, plan accordingly. From our experience, we can say that the beginning of term is a fairly good time, as is the end of term. Consider term breaks in your planning! Also, especially if you're planning a play, give yourself enough time for everything. (There never is enough time in the end, so rather err on the side of caution.) Choose a good time for the event itself, whether it is a vernissage or a theatre performance.

Also:

  1. bear in mind differences between school and university term dates
  2. plan everything in the term before the term in which it takes place

Venue:

Think about where you want to do the project, at least in broad terms. If you're hoping to do your exhibition, reading or play at University, consult with any of our department representatives before you hand in a proposal, as these things often have to be cleared with the head of department first. If you want to find a venue outside Uni, they can suggest possible options. Especially if you're planning a big event, make sure to organise the venue at least half a year in advance. Also, think about creative alternative venues: some of the past projects were done in a medical lecture hall, at a restaurant in the Lorraine or out in the open!

Cost:

Think about costs in rough terms so you can inform the Arts Council how much you need. As the venue is always a considerable item on the budget, it is important to have an idea how much you'd have to pay for a stage or a room outside Uni.

If you rent a stage, for instance, we'd advise you to go for a fixed price rather than paying them a percentage of the takings.

Popularity:

Think about how large an audience you can expect to have for your event, and plan time frame and venue accordingly.

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Working on the actual project

Finances:

If your project is self financing you will not need sponsors, but if you do, look for sponsors as soon as possible so you know how much money you have to spend. (This does not mean that we will reject projects without sponsors, though.) Also, open a bank account (Postcheck accounts have worked out well in the past) and give the details to the Arts Council (see Application Form)

Organisation:

If you are planning a bigger project, delegate! If your project is a play, for instance, make sure you find people to help you share the responsibilities, e.g. administration/organisation (especially rehearsal plans), tech, costumes, props, advertising.

Props and costumes:

The Arts Council has a collection of props and costumes that might come in handy. You are allowed to borrow items from the Arts Council cellar. We store props and costumes, as well as make-up, decoration material and other useful stuff. Please let a member of the Arts Council know if you need anything in particular, or if you don't know where the cellar is situated. You can find the keys at the secretariat.

However, here are a few guidelines which you should consider:

You may also want to check second hand shops or contact local theatre groups such as Upstage.

Inventories:

Rehearsal space:

It's difficult these days to find a place to rehearse - contact the committee, and they will help you.

Directing a play:

It's usually not a problem to find actors; it's much more difficult to find someone willing to direct. Our suggestion to those interested in directing: Start small! Direct a short play at a one-act play evening first, or choose a one-hour, two-actor play by Pinter and Beckett rather than Shakespeare's Henry IV parts 1 and 2 as your first play. Don't be too scared of directing, as it can be great fun and very rewarding, but perhaps consider finding a friend as a co-director. Also, talk to people who have directed before. (Again, the committee could give you more information.)

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Leading up to the event

Advertising

Advertising properly is vital to getting an audience. You may want to use the following checklist:

  1. Contact grammar school teachers and English clubs as early on as possible; teachers like to plan things like visits to plays in advance, and English clubs (e.g. Swiss British Society Berne, English Church Berne, Friends of Ireland) don't always inform their members more than a couple of times a year. Send information to the local English-speaking embassies. Also, tell the Arts Council if you're planning a mailing - they have addresses, and they can coordinate mailings so projects that happen around the same time don't have separate mailings.
  2. Contact the Unikum, and any local "Veranstaltungskalender" (print and online) about eight weeks before the premiere to see whether they'd write an article on your project; also, contact the head of department at about the same time to give him/her information (such as venue, performance dates etc.).
  3. Contact the press (BZ, Bund, Swiss Radio International, etc.) about four weeks before the premiere and give them details (dates, times, venue etc.) so they can print them in advance. Note: If possible, send a photo of your project - if they print it, it makes your project a lot more visible. Invite the feuilleton editors to the première, as a review always makes for good publicity!
  4. Have all material ready (i.e. printed) by three weeks before the premiere - we'd suggest that you have 100 posters (to be put up mainly where people know you, e.g. Uni and Länggasse), 500-750 flyers, and not more than 200 programmes or programme leaflets. There's a list of good places for posters in the Arts Council cupboard. Note: You'll be more successful if you direct mail your advertising (English speaking groups, groups interested in theatre etc.). Last mailings and posters should go out two weeks before the premiere, and you might have to put up more posters and distribute more flyers after the première.
  5. Ask the teaching staff to announce your project in their seminars and lectures, particularly the practical course teachers of Writing Skills and Grammar, etc. Also many of your audience will be fellow students, so word of mouth is very effective.

Ticket sales:

Organise ticket sales about eight weeks before the event as well; if someone outside the department is in charge of pre-sales, they should have the tickets by three weeks before the premiere. We've usually had tickets sold via Stauffacher book shop. (Ask the committee for more information.)

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