Church request checklist: winning a church for your concert
A church request works differently from a hall request: a committee decides, there is usually no hire fee, and the audience is already there. This checklist leads in eight steps from the programme question to the collection. All deadlines are experience values from practice and vary by parish.
- Before the request
1. Clarify programme and frame
Programme length, sacred or secular, line-up and size, instruments (organ, grand piano), preferred date with two alternatives. Parishes ask about the programme first: whoever can name it gets an answer sooner.
- The request
2. Choose the right contact person
The director of music first, not the parish office alone. Whoever is responsible for church music can judge programme and standard and knows how the committees decide. Large churches and concert series have a concert office. Request by email with programme, line-up, date and one sentence on who you are.
- 4 to 12 weeks
3. Wait for the committee decision
Parish councils and church boards usually meet monthly. Follow up politely after four weeks, not earlier. For Advent and Lent plan a year ahead.
- On confirmation
4. Record cost model and promoter
Collection, contribution towards heating and verger, split of takings or hire fee: record in writing who the promoter is. The promoter reports to the collecting society and carries promotion and liability. For concerts in the parish’s own series that is the parish, for your own invitation your ensemble.
- 8 weeks ahead
5. Agree room and rules
Formation in the chancel, risers, warm-up room, heating, lighting, applause yes or no, photos and recordings, sales at the exit. Listed buildings: no alterations, no candles without agreement, no adhesive tape on pews.
- 6 weeks ahead
6. Promotion with the parish
Text, picture and programme to the parish: newsletter, notice board, announcement in the service, the town’s event calendar. Posters only by agreement and in the parish’s design if that is what they want.
- 1 week ahead
7. Final confirmation
Time, set-up time, warm-up room, key or verger, coach parking, mobile number of the contact person. With organ accompaniment: agree registration and a rehearsal with the organist.
- After the concert
8. Collection, thanks, contact
Count the collection together and split as agreed, thank-you email to choir and parish office, keep the contact for next time. Parishes are glad to invite again if the first evening went well.
Request a church
Still looking for the right church? Describe programme, line-up and region and we suggest churches with a concert tradition and the right contact person.
Request a churchFrequently asked questions
Can you hire a church for a concert?
Usually a church is not hired but made available: the parish provides the room, the concert runs on a collection or with a contribution towards costs. A fixed hire fee is common at churches with their own concert operation.
Which programme suits a church?
Sacred and classical programmes everywhere. Secular repertoire, jazz or wind music in many parishes by agreement. In Lent many parishes expect a fitting programme.
How long does it take for a church to confirm?
As a rule of thumb four to twelve weeks, because the committees meet monthly. For Advent and Lent dates a year’s lead time.