Page 42 - AYO Governance Manual Draft

Posters and flyers designs need to be finalised around 5-6 weeks prior to the first concert in the
series, to allow time for printing and distribution. A poster must include:
• Auckland Youth Orchestra
• Title of the concert series, if there is one
• Names of conductor and soloist
• Programme (Composer, Work title)
• Concert venues, dates and times
• Ticket prices and Ticketing information (service fee, booking phone number )
• Logo of any supporting agency - be sure to display it according to any of their requirements.
• Make sure design layout/fonts are aesthetically appealing.
• Colour works well, but remember the poster will also likely be printed in black and white.
• Try to keep any images quite large and striking.
• The aim is to make someone looking at the poster think to themselves 'wow that looks
exciting, I'd love to go to that', not to alienate people who aren't classical musicians. It needs
to have broad appeal and be accessible to all potential audience members, but it also needs to
make it clear that it is an orchestral concert.

Flyers need the same information as the posters but it can be spread over both sides. Space may
allow photos, programme narrative etc. Flyer should be a vertical DL size (1/3 x landscape A4).
Flyers may be displayed in a flyer stand, so what goes along the top edge is important.

Printing
Posters, flyers and concert programmes are all printed by The Print Company on Dominion Rd –
from 2020 they offer AYO a bulk deal for the year’s printing for the three concert series.

Posters/flyers can be mailed to centres outside of Auckland, and players can be recruited for
distribution within Auckland.

Website and Social Media

List all concerts and ticketing details on the AYO website, Facebook, eventfinda.co.nz and other websites
as appropriate.

Print and radio advertising

It is extremely effective to approach local newspapers with a press release regarding the concert
and offering the opportunity to interview players, soloists and conductors.

Printed Programmes
This can be drafted at the beginning of the concert series and must be finalised and printed in time
for the first concert of the series. Ideally print it near that time so that the latest list of players can
be incorporated. The programme is emailed to the printer in pdf format. Things that need to be in
the programme:
 Poster image on cover (without details - 'clean copy')
 Orchestra blurb
 Conductor and soloist biographies
 Programme notes
 List of Players
 List of Supporters
 Details of EC and other Officers (Patron, President, Librarians et al)
 Thanks to sponsors
 Details re next concerts / auditions etc.

Programme notes are best kept informative, interesting and brief. They need to fit into the layout. In
the player list, be very careful when indicating principal and sub·principal, particularly in the French
Horns. It may or may not be appropriate, and can be offensive if done incorrectly.