VENUES

Venue Preferences

Please rate from 1-5 your preference for the following types of venues or performance opportunities.

Venue Requests

Rehearsal Time

PERFORMANCE EQUIPMENT INFORMATION

*Please note, rental and delivery costs may apply for piano rentals if not included in your proposal. Acoustic Piano availability may vary by destination or venue. Contact your Program Manager for more information.

Many groups decide to bring a keyboard with them; please check here if you are bringing a keyboard.

Additional Equipment Rentals

INSTRUMENT LIST

To secure space on the airlines we need a complete instrument list, including dimensions, for all instruments you plan to bring on tour.

Please list all the items that will travel with you. Be sure to include the dimensions and weight of the instruments as they are within their proper case. Please note that you must provide your own musical stands. Encore Tours cannot provide them and strongly suggests orchestras travel with collapsible music stands.

All instrument lists must be received as soon as possible, but no later than 90 days prior to departure. Otherwise, the airline cannot guarantee acceptance of your excess/oversized items.

The acceptance of your instrument baggage is determined for your specific flights. It is imperative that we get this information by 90 days prior to departure. Contact your Program Manager for more details.

PUBLICITY MATERIALS

The Publicity Materials you provide to Encore Tours must be top priority as Encore presents this information to potential venues, festivals, artistic collaborations and concert publications. In order to make a notable impression with the venue representatives, please send in the highest quality of materials. You can choose to upload all of the materials and email to your Program Manager, or mail hard copies to:

Encore Tours
Attention: Your Program Manager
330 Congress St. Suite 5
Boston, MA 02110

Please note: Incomplete packets cannot be sent to venues and will not be considered. These materials must be received 180 days prior to departure.

ITEMS OF PUBLICITY

1. Ensemble, Director/Assistant/Accompanist Biographies

Please enclose a brief synopsis of your ensemble biography and director biography. The ensemble biography should be created especially for the tour and be no more than 200 words. It should describe your group’s history, composition and style of music. The director and or other music staff biographies should be no more than 50 words per biography.

2. Recording of Sample Music

Please include a high quality mp3, CD, or YouTube recording of a recent (within the last year) performance that highlights your ensemble’s abilities. It is very important that you send selections that will represent the musical sound and repertoire that will be recreated on your upcoming tour. Inferior sound quality will greatly reduce your venue/concert possibilities.

3. Group, Individual and Music Staff Photograph

Please submit a photo of your group, conductor and additional performing music staff as well as a few photos of individual musicians performing for promotional purposes. To ensure photo clarity please send photos in jpeg format with a resolution of 300 dpi or higher. We publish posters promoting upcoming performances and these pictures will be used.

4. Repertoire and Program

Please include repertoire that is LIKELY to be performed. Please specify composer, arrangement and musical movement when possible, and approximate timings of each piece. While preparing this, please note that the final repertoire should generally be no less than 50 minutes and no more than 70 minutes in length. You can make a few changes to the repertoire, up until 90 days before departure, but we ask you not to change the repertoire dramatically or this could influence where you perform. Encore venues require repertoire lists to be submitted when we solicit their venues. Please note: all concerts are performed without an intermission.

5. Liturgical Repertoire

Please list the sacred, repertoire you are considering for mass participation. Choirs need only provide four major selections per mass (entrance, offertory, communion and recessional). As all pieces must be approved by local music directors and presiding clergy, please provide a minimum of three choices per category. Mass responses are not necessary. Should time allow for postlude music, please prepare 2-3 selections of sacred repertoire for the postlude performance. Professional music ministers performing contemporary pieces must select choices that correspond to current liturgical season and weekly readings.

6. Stage Plan

Please send in a sketch of your preferred seating that indicates the maximum depth and width of stage space your ensemble requires, and the number of chairs needed for each set. Please also indicate the number of performers for each set.

Items can be emailed to your Program Manager or mailed to the following address:

Encore Tours
Attention: Your Program Manager
330 Congress St. Suite 5
Boston, MA 02110

TERMS AND CONDITIONS

Please read the terms and conditions before submitting your performance specifications.

DISCLAIMER

Failure to provide the information in completion in this form in a timely manner jeopardizes the availability and quality of the venues, rentals, and confirmation of instrumental and equipment space on the airline availability (s).

PRINTED PROGRAMS

Unless specified in your contract, printed programs are the responsibility of the musical organization and not Encore Tours.

BAGGAGE FEES

Airlines are now imposing fees for any additional pieces of luggage over the standard allowance as well as overweight luggage. Any additional equipment being brought as second piece of luggage or luggage that is overweight will incur these fees. It is the participant's responsibility to pay any additional or overweight baggage fees imposed by the airlines. For more information on what fees your additional equipment may incur, please check the website of your group's airline.

MUSICAL STANDS

It is the Group Leader's responsibility to provide music stands for their performers. Encore is unable to provide music stands and strongly suggests that the groups travel with collapsible music stands that each participant packs in their personal luggage.

Thank you for taking the time to submit these items. As always, if you have any questions pertaining to any details surrounding your tour, please contact your Encore Tours Performance Tours Consultant at: 1-877-460-3801.