Nicky Astle from Rayburn Tours reflects on a recent virtual corporate member meetup.On 25 November we were lucky enough to be invited to a...
Our corporate member Rayburn Tours share their valuable insight on the things a member group needs to do before enquiring for a concert tour.
The stage is set! It’s time to plan a concert tour that will leave your members reminiscing the incredible opportunities that they’ll experience worldwide — a tour filled with memories, friendships, and musical adventures that will become stories to tell. We want to create unforgettable moments for you and your group, and we want to make sure the planning process is as smooth as possible for you as a party leader. Your tour build up will begin the moment you book, and the journey ahead is sure to be an exciting one!
Plan in advance!
For a smooth-running tour that is planned to perfection, plan in advance! Our recommendation is to plan a concert tour at least 18 months in advance. Booking early will help build the momentum from start to finish, ensuring we have secured your favourite activities, preferred accommodation and the best concert venues at your chosen destination. The anticipation starts here!
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Top tip 'Booking early opens doors for you to request all the best venues! Venues are often booked a year in advance, so the sooner you book, the sooner we can make the concert requests to the venues that excite you the most. Combine this with the fact that launching and booking a tour early, gives your members time to spread the cost and this helps get as many members of your group involved as possible. None of us want to see anyone left behind, as we know how amazing these tours are!' — Leigh Rafferty, Sales Consultant for Rayburn Tours |
Budget
One of the first things you need to think about before booking a tour is your budget. How much do you want to charge your members? Your budget is what we can tailor a tour around and help find a perfect destination that suits your group’s requirements and tour objectives. We would also recommend using your quote as a starting point to add a contingency fee per person to the price. With costs constantly fluctuating, adding a little extra will help avoid the awkward conversation of asking for more funds later. Plus, any remaining budget can always go towards a meal for your group or an extra excursion! It’s better to have too much factored in than not enough.
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Top tip 'Take into account what level of budget your members would consider paying for a tour as this will have an influence on the most suitable range of destinations and duration of your tour. There is something appropriate for every group type but having a good idea of what ballpark price you are looking for is a really good starting point!' — Eleanor Harvey, Sales Consultant for Rayburn Tours |
Where do you want to go
This is the fun part! We have a wide variety of incredible destinations suited to all types of groups. Whether you’re a choir, orchestra or a band — a youth or adult group — there is a place for everyone! Take some time to browse our website, get a feel for the itineraries, and see what experiences you can offer to your group. Choose your top destinations and we’ll start discussing how to turn your tour into an epic concert tour experience.
How many members do you want to take?
You’ve found your budget and picked your favourite location. Now you need to think about how many members you would like to take on tour. A starting point: if you are travelling by coach, use the number of seats as a guide to determine how many places you are offering. If you can fill the coach to capacity, the price per person will decrease.
If you are a group travelling by flight, ask who wants to join your tour to gather an average number. You can always cap it and use the level of interest as a starting point. Consider the objectives for your tour. Is it all about the venues? In that case capping the numbers is beneficial! Or is it about the fun and energy? If so, the more, the merrier!
What dates do you want to travel
Plan a date that suits all your members and do so in advance! Create some flexibility for your group to add the dates to their diaries, allowing them to plan the tour around everyday lives. Whether you are an adult or a youth group, find a schedule that works for everyone. What are the objectives — are you wanting to experience some glorious sun over the school holidays, a long weekend away, or does travelling during term time reduce the cost more for everyone? The earlier you book the more time your members will have to plan, and the more flexibility you have as a party leader.
Why touring is essential for music groups
There are countless benefits to going on tour — visualise your orchestra, choir, or band full of smiles and success! Read on to discover these advantages.
- Creating opportunities for growth: A concert tour is synonymous with growth, whether it’s in the form of new experiences, stronger relationships, or musical improvements.
- Exposure to other cultures: If your tour features cultural exchanges, it can further enrich the educational value of the experience. Collaborating with musicians from different cultures will allow your group to explore unique approaches to pitch, language, rhythm, and the diverse music education techniques practiced around the globe.
- Increasing group visibility and revenue: Performing in live venues offers a fantastic opportunity to showcase your musical talent to a wider audience. Each performance has the potential to introduce your group to new listeners, expanding your visibility and reach. As more people experience your music, it creates a stronger connection with your audience, helping to build and grow a dedicated fanbase. This increased exposure often leads to greater demand for future performances, ultimately boosting your revenue. The more fans you attract, the more likely your group will be able to secure higher-paying gigs and additional opportunities!
It’s time to enquire!
By following these steps, you’re all set for an epic concert tour that meets your group's needs. From start to finish, we’ll be with you every step of the way, to help build the momentum, answer any questions, and take the hassle out of planning and creating an itinerary. All we ask is for the information above, and we’ll kick off the excitement! So… where will your group venture next?
Get in touch with Rayburn Tours to start your touring adventure
Find out more about Rayburn Tours on their website and follow them on Facebook, Instagram, X (Twitter) and YouTube
We hope you find this Making Music resource useful. If you have any comments or suggestions about the guidance please contact us. Whilst every effort is made to ensure that the content of this guidance is accurate and up to date, Making Music do not warrant, nor accept any liability or responsibility for the completeness or accuracy of the content, or for any loss which may arise from reliance on the information contained in it.
