Category: production

One of the first questions that pop up from people interested in doing something on their own is: “how much does it cost to make a piece”? This depends on your goals, and therefore I can not answer it. But I can show you how to answer it yourself.

Dance piece budget calculation

First: You don’t need any money at all to create a dance piece. When you work with friends or your crew, in your spare time, have a composer/producer as part of your team and have a venue where you can play the piece for free, you can do it without investing a cent. This possibility is one you should consider if it is about creating your first piece because it takes away a lot of work and pressure.

When you are creating a big production, work with casted dancers, use mainstream music, costumes, and a state of the art set, you will need to budget all these positions and see the end-result on paper (or your screen).

Creating a dance piece budget is not that hard, but it is time-consuming and a matter of thinking about all details (very similar to calculating your real expenses). I usually start with an excel sheet template to get a rough overview. You can download my template here. It helps me to get an idea about what I will need. There are numbers in there to show how it works, but you need to replace them with your costs. If you don’t have an excel license, you can open the file in Google Docs or Open Office. Both of them are free to use. As soon as you found your workflow, I recommend you create your own template that you tailor to your needs.

The big boys in most dance production budgets

The biggest part of the budget are the people you work with. You want to pay them a fair price. A fair price differs from country to country and is also a matter of the situation of the people. For Austria, there is a recommendation of the IG Freie Theater to pay professional freelancers who work in your production EUR 3.000 per month. This amount is considered a fair price for a month of work with the same volume as a regular full-time job (5 days a week, 40 hours per week). However, it assumes your crew consists of pros who do what they do in your production for a living. On the other hand, paying that is the same as putting your team on minimum wage.

The second biggest part of the costs is usually housing, food, rehearsal room rent, and travel for your team. If you are lucky enough, this block can be zero if everyone lives in the same town, and you have a room that you can use.

The specific costs of your dance production

Everything else is a matter of preference and if your production needs it. Walkthrough the template step by step and see if the point applies to your creation.

At the end of the calculation, we usually add a safety buffer. It should cover things that came up spontaneously or because we forgot something. I love to use 20%, which is high. Most other producers I know calculate with 5% to 10%.

The income side of your budget

In the second (much shorter) part of the budget, you see your income. In general, it is composed of public funding and ticket sales. But you can put everything in there that you can make money with. Merchandise would be an option, but don’t forget to put the costs you will have to create it in the budget as well. Crowd Funding is an option.

I also add a line “your own money.” This one is visualizing how much money I will need to put in to break even. At the end of the calculation, you want the income to be equal or higher than the costs. The “your own money” line, shows you how far you are away.

A side note: In most cases, when you apply for public funding, your costs and income need to be equal to be eligible for financing. “Your own money” (with a more fancy term, depending on your location) is a way to make this happen.

That is the process. Take the time, break down your project, ask people for what they take for the job you want them to do, and find out what your piece will cost.

Usually, at the end of the calculation, we have a sum that is far beyond what we can easily lift. In that case, or when we get less public funding than needed, we can reduce the budget. Whenever we do that it is important to be transparent about our decisions and who gets paid how much. Communicate this before you agree with people outside your core team to work on a project together. This avoids arguments because everybody who is not cool with how things are set up can say no to the project before it starts.

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• The big questions in the production process and why to answer them

In every dance production, there are a couple of fundamental tasks that you have to handle. In big productions, they are spread out over multiple people; in smaller ones, one person might do all of them. I already covered some of the basics in Dance Theater Production in A Nutshell.

The three roles that I call the Trinity of Dance Production are the producer, the choreographer, and the director.

When it is possible, I recommend having multiple people to avoid conflict in one person trying to take care of various things at once.

The Producer

The tasks of the producer are to produce a dance piece. Obvious eh? But what does it mean? The producer is in the lead of putting together the best possible team to handle the job and to enable them to do their job without having to worry about anything else. 

He is also the one who should keep an outside eye on the work and needs to flag when the involved artists lose their way – meaning that he tells the director and choreographer if they are missing the goal of the production as previously defined. Read about the big questions in the production process if you don’t know what I mean.

The producer takes care of all the orga work around the piece like the budget & accounting, finding sponsors, getting rehearsal rooms, securing showings, accommodation, food & travels (if needed), doing promotion, press work, dealing with collecting societies & taxes and doing everything else that the dance production process runs smooth.

His job also includes knowing when to involve the choreographer and director into decisions and when not. Hiring dancers without the choreographer and director does not make sense, but telling those two that we can’t hire a specific dancer because he is too expensive does.

The crucial quality of producer is the ability to work structured and have an overview of everything that happens during the dance production.

The Choreographer

The choreographer’s job is to create the dance. Depending on her work style, she can do this all alone and then teach the dancers, or she can develop the choreography together with the dancers.

It is also her responsibility to lead the rehearsals and push the dancers to perform as good as they can. She should have an eye on the physical fitness of the dancers and make sure to make recommendations on how to improve it if needed.

The choreographer needs to be well versed in the dance styles that the piece uses, and she must have a good understanding of the music, space, timings, and dynamics. 

The Director

The director is the one who is responsible for refining and executing the artistic vision of the production. This means he is in charge of the implementation of the story in narrative pieces or the idea and concepts of a piece if there is no story.

He should also work with the dancers on developing their stage character and guide them on their emotional journey through the piece. He helps to build the world of the piece in the mind of the dancers. And he decides whether an interaction or passage makes sense in the piece or not. Therefore, he feedbacks the choreographer when specific parts of the choreography need to be changed or cut.

The director should know about the principles of storytelling, piece structure, and dramaturgy. He also needs the abilities to make the dancers find and explore their character.

As already mentioned we don’t have three people all the time to take care of all these tasks but having them gives everyone the possibility to focus on what he does best.

There is also one more “role” in the production that is important. Please meet:

The Initiator

The Initiator is the one who started the party. She is the person who got the ball rolling and initiated the whole production. It’s the one who said “let’s do this”. In most cases, the initiator takes one or multiple roles from the production trinity and it rarely happens that someones who initiates a production is not more involved.

Depending on the relationships in the team the Initiator might change the roles that I described. For example, when I start a piece, choose the dancers and bring the producer on board afterward. In that case, the producer had no saying in the cast, which would usually be a part of his job description.

Things like this should be discussed before you commit to working together. Having disagreements because you simply did not talk about it and assumed something, can ruin every production.

I already mentioned the important questions to answer in the overview of dance theater production. Now it’s time to go into detail and find out what the answers can do for you throughout your journey.

The five big questions are “what”, “why”, “who”, “when” and “where”. The order is in my personal perception of their importance. “What” and “why” are at the beginning as the answers to them will have an impact on the questions “who” and “when”.

What do you want to do?

The “What” is the one master question that makes a lot of decisions during the production obvious if you take the time to answer it. It is about goal-setting from the art side of things.

What is is that the piece should do? This is primarily about what you want to show to your audience. Do you want to tell them a story, a philosophic idea, show outstanding choreographic skills, introduce a concept, show a puzzle of multiple ideas? This could go as far as “introduce a sponsored product” or “present fine art piece x in a dance piece”.

Can you commit to one goal? I highly recommend doing so. If needed choose a primary one and add some with lower priority because often the needs of multiple will not collide.

Now, if a question arises during the production you can go back to what you already know to move fast. Let’s say you are doing a story piece and have an outstanding choreography that you can keep or not. You just need to check if it advances or adds to the story. If not, get rid of it. Vice versa if you committed to showing the best choreography possible, adding a hint to a political situation is not as important as hitting the high notes of the music.

There is also the idea to figure out the “What” along the way. That is fine if you are willing to take the time to answer questions in the rehearsal process, lose valuable time and more important momentum. I disagree with that approach and advice to define what you want to do before jumping into the production.

Why are you doing it?

The “Why” is about goalsetting from the production side of your work. Why do you want to do this piece and where do you want to go with it?

• Do you just want to try if you can make a piece?
• Establish yourself as a producer, choreographer or director?
• Rep your crew on a new terrain?
• Build a company of professional dancers that will be relevant on an international scale?
• Do you want to provide enough income to feed your whole team?
• Is it about you or the piece? Be honest with this question. You don’t have to share the answer, but it will help as much as answering the other ones.
• Maybe the answer is “it is part of my education as a dancer”.

With these answers you will be able to find out if you need a big budget, have a restricted timeframe (because if you need to pay people, time is money), need to hire people for costumes and stage design and so on.

Who to pick for the team?

If you answered the “What & Why” the answers should not be too hard. This stage is about finding the right balance of your skills as the one who runs the show, the skills of the dancers and other artists and the necessities of what you need to succeed with your goalsetting.

If you want to rep your crew, you already know who to pick as dancers. You just want to see if you can do it? Pick people who are on your skill level as it will make the journey more enjoyable. If you want to establish yourself as a choreographer you should first create choreography and then find the right dancers to learn and execute it fast and precisely. A mind-bending story that touches people will need dancers who know how to work with emotions on stage and project them to the audience. A piece that takes movement design and composition to a new level needs dancers who have an easy time working with concepts and the capability to execute the kind of moves you want. These can range from precise tutting, over-complicated rhythms to really athletic power moves.

As I said, it’s easy to answer if you know your what and why.

When are we going to create the piece?

This only a matter of organization. You need one or more rehearsal phases that are long enough to breathe life into the idea and polish it until it’s good enough to be on stage.

I recommend at least two rehearsal phases with a little bit of a break in between to reflect and correct the course without time pressure. If it is doable, let the last rehearsal phase directly transition into your showings.

If you have your people before you have the dates set, Doodle is your best friend to find dates easy.

When you have the rehearsal rooms ready and booked before you fixed the team, when you cast them for example, don’t choose people who are not available then. If you cast, put the timeframes where people need to be available in the casting info. This saves you and the people applying time.

Where are we going to rehearse and perform?

This goes hand in hand with the “when” as availability of rehearsal rooms and stages are a deciding factor. When you work with your crew only or have a good deal with whoever owns your regular practice spot, rehearsals might be easy. If not, ask around in dance studios, youth centers, culture centers, schools, sports societies and whatever comes to mind in your area. Having a big network of contacts definitely helps to find a room.

Finally, you need a place to perform at. This is a little bit more tricky as you want to rehearse a few times on the stage of your first showing and need to negotiate a good deal to have those extra days without burning all your budget. Negotiating with theaters is worth an own article later on. Again, if you are lucky and know the right people, this one is easy going. There are also dance festivals all around the globe that might be a good starting point for your research if you don’t have a connection to any stage.

Armed with the answers to the questions above, we can start by jumping in pre-production. See you there next week.