Last Sunday, the Southeast Michigan Bluegrass Music Association had its first meeting for 2022. The last meeting was in October, which I could not attend due to having COVID. I had missed providing any input on decisions made during that meeting.
The big decision made at that meeting was to set up and sponsor a workshop for learning bluegrass guitar, banjo, bass, mandolin, fiddle, and singing. The date set was June 10-12, with really only workshops on June 11 and the other days providing jam opportunities. The proceeds would go to the Association’s Scholarship Fund. Cost would be $40.00 for each participant, with a discount for SEMBMA members.
I honestly didn’t find out about the workshop weekend until January (and I am a member as well as on the SEMBMA committee for Scholarships!). So at last week’s meeting, we found out that only five people registered for the workshop. That was less than the number of instructors hired for the event! The workshop would be less than two months away, and there was no word on any more people wanting to register. The person in charge of organizing the workshop stated that she did all that she could to get the word out, sending flyers to music stores and radio stations.
With a unanimous vote, it was decided to cancel the workshop. Some attending wanted to move it to September, while others (myself included) want to hold off for a lot longer until the Association can invest more time and money into the project.
There were a lot of things working against this workshop from the beginning that cancellation was inevitable. The problem is that the coordinator(s) were either too blind to see them, or just did not want to work in order to alleviate them.
Here are some problems as well as possible solutions to making an events such as this workshop more successful:
- Time allotted to set up and promote the event. In this case, the decision to have the event was eight months until the workshop date. Moreover, the first notices did not come out until January. Talk to anyone that runs a bluegrass event, and they will tell you that they start the planning the day after the last event ends. You need a year to not only follow a structured plan to make the event work, but also time for people to plan to attend.
- Promotion. The days of sending flyers out or posting them at music stores and expecting a line at the gate on opening day is ancient history. One has to have a strong grasp on social media just to get a message out. Emails are a start, but that has to have a plan, such as sending announcements out on a regular basis so that members and other interested parties get the reminder. These emails should have updates on the event, such as who will be teaching, any special offers, and asking for suggestions from attendees. However, the big blast should be with Facebook, Twitter, and YouTube. I know that SEMBMA has its own YT page, so a video announcing the workshop should have been posted.
- Money. This coincides with promotion, along with other factors. This is not Field of Dreams, where if you build it, they will come. Much more needs to be done to get the word out, and that costs money. Yes, there are some free outlets such as posting flyers on local bulletin boards, but if you really plan to get people to pay attention, you have to pay for advertising. Local newspapers are a start, but that is a coin toss to see if it will work. Since this is a bluegrass-related event, the advertising is best spent with bluegrass publications such as Bluegrass Unlimited. This goes back to time allotted, as magazines require an ad request months in advance. The thought here is, you get what you pay for. If you don’t spend money, you won’t get great results. Now you may not get great results if you spend a big amount on advertising, but most successful event coordinators know that the first year or two may result in loss of revenue in order to get the word out.
- Scheduling. Why would you schedule a first-time workshop only a week after a more-established workshop only a two-hour drive away? That being the Midwest Banjo Camp near Lansing, which has been going on for years and has built itself up into a reputable weekend, providing well-known instructors and a well-structured schedule.
- Personalities. Just who are the teachers that are at the workshop? If I have to pay a fee and you are not telling me who is the instructor, then this guy could know less about the instrument than me! Also, if my kid wants to learn guitar, what is going to motivate me to register and drive an hour or two instead of getting lessons from the local music store 10 minutes away? The truth is, names draw attendees. That is why a lot of bluegrass festivals have workshops and pay artists a little more to be the instructors. Someone is more likely going to attend a workshop with Ronnie McCoury, Molly Tuttle, Sierra Hull, or Darol Anger than Joe Schmoe from the local music store.
SEMBMA is going through a drastic time right now. Current officers are looking to retire, and no one is really volunteering to step up. I currently serve on two committees (the other being the Office Nomination Committee), and it is hectic with the little time that I can spare. Some new, younger blood needs to step in with new ideas. This workshop (and its inevitable cancellation) is just one example of old ideas not working. The issue here is that young people need to know that for bluegrass to survive in certain areas, it needs more than to just learn how to play and instrument and jam.
Chew on it and comment.
Luegra 