East Midlands Arts is now Arts Council England, East Mdlands. The information on this page is not necessarily up to date (last updated 2001)

East Midlands
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Foreword
Literature Development Officers

HOW TO ORGANISE A POETRY READING

These basic guidelines are intended to help those organising a reading for the first time, but it is hoped that all organisers will find something useful in them.

1. Advance Planning
   This is absolutely essential for a successful reading. You should begin to think about your programme several months before the first event. There is a certain amount of preliminary groundwork: set enquiries in hand for a suitable venue, for assistance with funding and publicity arrangements, establish dates, avoiding clashes, consider likely poets, ask your local Regional Arts Board for advice.
2. The Poet and the Programme
   The best readings will come from poets whose work you know and like and whom you know to read well. Gather information from successful readings by other organisations.
   For a single reading it is wise to choose a well known poet whose name will attract an audience; people who have enjoyed one evening are likely to want to come to future events, they may bring friends and help to build up a following.
   Arranging the programme for a series of readings is usually the most rewarding part of all the unseen hard work that goes into creating a success. Aim for balance between established poets and new-comers; between men and women; traditional and avant-garde. It is a good idea to begin a series with a well-known name to establish your audience and also to end the series with something special so that people will look out for your future activities.
3. The Venue
   Never pay for a room if at all possible. Art Galleries, Libraries, Bookshops, Arts Centres are all possibilities. Pubs may be approached but need to be carefully chosen; there must be a room separate from the bar and away from noise. It is possible to have a reading in a private house but space is usually limited and the size of the possible audience may not cover your costs.
   The atmosphere for the reading must be sympathetic, the room well-lit, warm enough and generally welcoming. It is better to have a small room crowded than a large room with a scattered audience.
   Make sure the poet has a good light, a table for books and papers, a comfortable chair and water. Many poets prefer to stand and may need a book-rest. Expect no smoking to be the rule. Check that your venue complies with fire regulations. Make sure there is someone to sell tickets or take money at the door and have publicity for any future events on display.
   Ideally, some refreshments should be available for your audience. There may be a bar at your chosen venue but, if not, do ensure that tea and coffee or soft drinks can be served.
4. Booking the Poet
   Write early to your chosen poet, offer alternative dates; mention that accommodation can be provided if needed. Enquire as to the fee required and travel expenses, and enclose a stamped addressed envelope. Expect to wait two or three weeks for a reply but then telephone. Concentrate on your big names first to set up the framework for the readings. If the invitation is accepted, write again confirming the booking and outlining the usual format of your events to ensure this is acceptable. Another letter nearer the date will be needed as a reminder.
5. The Event
   Find out in good time if the poet needs to stay overnight. Offer accommodation in a private house - you can't afford many hotel bills. Make sure that someone meets the poet if they travel by rail or send detailed instructions if arriving by road. Leave the poet to decide whether he/she would like a meal before or after the reading and what he/she likes to drink.
   A good model for the actual reading is: Introduction, approximately forty/forty-five minutes of poems and comments by the poet and an interval/break. Then to return with questions and discussion and conclude with two or three more poems. It is always nice to leave the audience with poetry in mind. Alternatively, it is possible to read through and leave time for meeting the poet and refreshments at the end.
   Poets, publishers and local booksellers should always be asked to have work available for sale. Most poets are only too happy to sign books for purchasers.
   It is sometimes a good idea to involve other artists. Check with the poet to see if it is acceptable for you to include other local poets. Music combines well with poetry; jazz groups, folk singers, guitarists all add to the evening. Don't forget if you want to have music a licence will be necessary. If you intend to have more than a single poet, it is easy to adjust your basic format.
6. Audience and Publicity
   Audiences are as varied as poets and extend across a wide age-range and social grouping. You will hope to build up a faithful core of regulars but a varied programme will draw a varying audience. Recently audiences have become more choosy, just picking out the poets they already know or particularly want to hear. The main thing is to be sure people actually know about your readings and in good time.
   A personal approach is a very successful way of reaching your potential audience. Letters, leaflets, individually addressed, bring a good response. You probably already have a mailing list of members of your own organisation and can build on this. An attractive programme or leaflet can be circulated well before the event. Remember all publicity should include name(s) of performer(s), some details of their work, full address and time of reading and prices. Admission charges need to be kept in line with those for similar events. At present these are around £2.50 to £3.00, with concessions for the unwaged (students, senior citizens, etc.)
   Posters are particularly valuable - an attractive poster with photographs if possible is an eye-catcher. Make sure all posters are actually displayed and distributed as widely as possible. Information centres, theatres, libraries, museums, in fact all public places possible should be asked to display. Libraries will display posters and leaflets at branches and distribution can be arranged through the central library authority.
   Your local RAB will offer facilities for inclusion with their mailing shot. Make sure they have details of your programme in good time for inclusion in their regional newsletter. Find out their deadline and make sure you send it in time. Send a type-written press release (double-spaced) to your local papers including the give-aways, ready to use information with photographs, if available. Get to know the journalist responsible for arts coverage, offer an invitation, perhaps to the first meeting of a series if to no others.
   Your local radio station may have an Arts programme, and may be interested in an interview with the performer or organiser. In any case make sure you get a mention in the diary of local events.
   Be sure your events are included in Local Council bulletins and any general arts publicity put out in your area.
7. Funding
   You will need to work out your budget carefully and as early as possible. Seek assistance from all available sources. Bookshops will sometimes sponsor events; publishers will support their own writers; apply to your local Arts Board or Leisure Services Department.
   Make sure all financial assistance is properly acknowledged on your publicity material. Often, it is a condition of assistance that the logo of the sponsor and correct wording of acknowledgement is included.
   
8. A Final Note
   Don't expect too much from the poet but if your own approach is professional and business-like you are entitled to expect a professional well-prepared reading.

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