10 Steps to Organise a Classical Music Tour in Asia
Touring is a big part of any music band or artist. There are various types of music tours around the world. Touring helps musicians grow and create a bigger brand image, regardless of genre – Music tours could be anything from a rock band to a classical music tour.
Classical music is a music genre known for being peaceful, elegant and beautiful tones. There are various types of classical music, such as opera, orchestra and choral. Classical music bands usually consist of a large number of musicians that help create harmonised compositions.
Orchestra or opera shows are very different to a typical modern concert, as they are known to be high-class events. Bands are either invited by art organisers such as French May or are touring the continent. Asia is known as one of the best places to tour for musicians due to its diverse audience and large population.
However, organising a classical music tour in Asia isn’t easy for a tour manager. Tour managers are responsible for organising all tour factors, from pre-tour planning to every show.
Arranging a music tour comes with various risks and must be planned accurately to succeed. Hence the article will underline the 10 steps tour managers must take to organise a classical music tour in Asia.
Steps To Organise a Classical Music Tour in Asia
1. Analyse Audience in Asia
One of the first things as a tour or band manager is to check the audience in Asia. A classical music tour needs a large audience to even consider the tour and the next steps. Therefore, Asia should have a target market that will be excited to purchase tickets and be delighted to attend the classical music event.
Analysing the audience also depends on what kind of classical music is performed, whether it is an orchestra version of a well-known soundtrack or a storytelling opera. Thankfully, Asia enjoys classical music and has since the 1980s. Classic music shows are associated with prestige and sophistication in most Asian countries.
If all factors align, there is a target market, and the style of music fits the continent– it’s time to start seriously planning the tour.
2. Set Budget
The next step for a tour manager is to finalise a budget. An appropriate budget is crucial to organising the classical music tour in Asia. The budget must include bookings, travelling, insurance, allowance and salaries. Classical music concerts are more expensive than a typical band. For example, a symphony orchestra consists of 45-90 musicians plus composers, and each musician needs tickets, a daily allowance and a tour salary.
Hence the budget needs to be a reasonable amount to allow the tour to happen. Sponsors and investors can also assist with the budget. They can help increase the funding and turn a small tour into something big.
The final budget can help understand the tour duration, travel arrangements, venue bookings and band size. The bigger the budget, the better the tour and the better the financial outcome.
3. Plan A Timeline and Route
After the budget is agreed, tour managers can start the actual planning process. The planning process is crucial to the tour and can determine its success. The manager can now understand how many countries can be visited, when and what route is the best for the band.
The route can be crucial to a classical music tour and can also build up the band’s reputation. For example, it is cheaper to fly to a smaller country rather than a big city and then travel by bus. The band may be unable to visit all the analysed countries, so the manager must study the locations and narrow down top places depending on budget.
Therefore the final route and timeline must be logistical and economical. Finally, the timeline should also be long enough for the band to get some rest.
4. Book Venues at Each Location
There is no classical music show without the right venue. The venue for classical music is vital, more than other musical concerts. The venue should be appropriate for orchestras and operas with amplification factors.
Most classical music venues have been created for orchestra shows due to the echo, seats and high-class viewing. Tour managers must book venues built explicitly for classical music or other venues that do the music justice.
Each location should have one venue booked for the respected date and provide a high-quality experience to the attendees. At the same time, the venue should also be comfortable for the performing band.
5. Promote Tour
When venues are booked, it’s time to promote and advertise. Promoting and marketing are essential to attract an audience in each location and build excitement for the classical music tour.
Promoting can be done through social media, press releases, adverts and offline posters. In addition, the venue and ticket sellers will also help promote the event. For example, ‘HK Ticketing‘ in Hong Kong always helps artists by advertising on their website, their social media and printing posters around the city.
It is important to use marketing techniques that best fit the target audience. For instance, if attracting an older audience, offline promotion strategies will be more successful.
6. Insure Music Instruments
When it gets closer to the tour- the tour manager must start making arrangements regarding the band, instruments and travel. Classical musical shows consist of many instruments, and musicians prefer their own.
Instruments can easily be damaged during travelling, stage setup or lost during the tour. Lost or damaged music instruments can cost a significant amount to replace and will disrupt the budget.
Tour managers must purchase asset insurance for all the equipment and instruments involved. Asset insurance will reimburse the cost of repair or replacement if the music asset is stolen, damaged or lost at any point in the tour.
Insuring instruments can be a blessing in case of sudden accidents. Classical music shows depend on each musician, and every instrument is important to the creation of the music.
7. Purchase Travel Insurance
Classical music bands could be from anywhere around the world. No matter where the band is travelling from, they need travel insurance. Many travel risks could disrupt the tour’s budget, schedule or outcome.
Travel insurance will cover the financial loss related to sudden cancellations, baggage loss or stolen or medical emergencies abroad. The insurance is a must when travelling around any continent.
It is the perfect insurance to protect the performers during a tour in an unknown country. The insurance can be bought as a group insurance, tailored for the classical music tour group. However, it is important to understand the specific insurance and the coverage limit – as it may not cover everything during travel.
8. Start Selling Tickets
Once the tour is booked, promotions are ongoing- it’s time to sell tickets. Tickets can be through the tour website and the local ticket provider. The ticket price should match the experience provided, and attendees should feel appreciated.
There should be constant communication between the ticketing team and the tour manager. The communication can help understand how many tickets remain and if a specific location needs more promotion.
Each concert aims to sell out and create as much financial income as possible. Additionally, the ticketing platform will take a percentage of the profit.
9. Purchase Personal Accident Insurance
Not all touring countries in Asia will be safe, and there could be accidents or injuries while musicians are in their free time/between shows. In addition, there is a chance travel insurance may not cover all medical emergencies related to the tour. Hence each musician and team member should be covered by personal accident insurance.
Personal accident insurance will cover each member medically while on tour. The insurance will financially cover any physical accidents that need urgent medical care or treatment. Personal accident insurance is the perfect medical coverage and is not as expensive as medical insurance.
The insurance provider can customise the policy for the tour and will provide worldwide coverage.
10. Purchase Event Insurance to Begin the Tour
Before touring, the last thing to do is purchase event insurance for each location and performance. Event insurance will cover the event and the risk that could affect the event. The insurance will cover weather cancellations, third-party injuries, equipment damage (only during the show), or accidental venue damage.
The band manager might not need the insurance if the classical music band was invited by companies like French May or by music festivals.
After bookings, insurance, and travel plans are complete, it’s time to start touring. Finally, the hard part for the tour manager is done, and it’s time for the band to make magic.
When the tour has begun, all the managers must do is make sure the musicians are safe and everything flows as planned.
How Insurance Protects the Classical Music Tour?
Organising a classical music tour is not always as smooth as the music. Having different insurance is vital to the tour and the team involved. Touring around Asia comes with various risks, which can ruin or seriously affect the tour.
Things could go wrong at any point, and insurance helps recover quickly. The insurance will make sure the tour flows smoothly even after challenging incidents. Tour managers must just ensure to have all their insurance provider details while touring. One call after a situation can help deal with it and get quick information without stressing too much.
Touring should be fun; having the right insurance in a new location can be a financial and mental lifesaver.