Midwest Country Music Organization Writers Round Playbook

August 2024

Introduction

Hosting a Midwest CMO Writers Round is a fantastic way for independent singer/songwriters to showcase their work, collaborate with fellow musicians, and engage with their audience and fans. This playbook provides a step-by-step guide for songwriters to successfully host a Midwest CMO Writers Round at their preferred venues.

HOW TO HOST A WRITERS ROUND

  1. Planning and Preparation Identify the Venue
    • Choose a Venue: Select a venue that aligns with your musical style and Consider factors such as size, acoustics, location, and audience demographics.
    • Venues should be an active Industry Member to host a Writers Round: if not, offer the promo code venue24 for a promotional $1 annual membership by selecting the venue category when joining the Midwest CMO. (Excludes private residence, VFW/Legion, Ballroom venues, etc.)
    • Contact the Venue: Reach out to venue management to propose the idea of hosting a Writers Round. Discuss potential dates (consider a monthly series), times, and any requirements they may have such as PA and speakers, etc.

Assemble Your Lineup

  • Select Songwriters: Invite fellow singer/songwriters who complement your style and have a strong local following.
  • Songwriters should be Midwest CMO members: if not, deduct $50 from their performance fee which they can apply towards their annual membership to fully leverage this member benefit.
  • Confirm Availability: Ensure all participants are available on the chosen date(s) and time(s).
  • Diversity: Aim for a diverse lineup per showcase to attract a wider

Finalize the Agreements – Midwest CMO has examples of each agreement below for reference.

Venue Agreement

  • Confirm number of Midwest CMO Writers Rounds with dates and
  • Confirm monetary guarantee for each performance via donation to the Midwest CMO
  • Provide open stage area + participant
  • Provide PA and speakers for each performance – unless host songwriter prefers to bring their own equipment.
  • Provide food/bar tab of $25 for each songwriter/musician.
  • Provide in-venue and social media
  • Is this a ticketed event? If so, what is per ticket price? Consider a ticket split for each
  • Provide in-venue posters and stage back drop to showcase sponsors (if applicable).
  • Any sponsors to showcase? If so, requires sponsor

Songwriter Agreement

  • Book all Midwest CMO songwriters and musicians (2-3 writers/showcase).
  • Consider 90-minutes as ideal length of show, featuring 3 writers with 4-6 songs
  • Coordinate mics, stands and music equipment needs with guest
  • Coordinate social media promotion for each performance on “all writer’s” social media
  • Set-up and take down PA and musical equipment and Midwest CMO banner after each
  • Participate and host each 90-minute performance as per confirmed dates/times.
  • Pay all guest writers as per details of the Venue/Sponsor

Sponsor Agreement Example

  • Sponsor donates $2,000 (8 x $250/showcase) to the Midwest CMO No direct artist fee payments are required.
  • Checks are payable to Midwest CMO and mailed to Ryan Pilgrim, 9800 45th Avenue N #309, Plymouth, MN 55442.

Midwest CMO Agreement

  • Pay host writer
  • Provide Midwest CMO stage banners, in-venue promotional poster templates and social media graphic art templates.
  • Create Midwest CMO Facebook events, promotes events on Midwest CMO social media site and coordinate co-hosting with venue and Midwest CMO songwriters.

Plan the Event

  • Format: Decide on the format of the Writers Typically, each songwriter performs one song in a round-robin format.
  • Set List: Coordinate with the other songwriters to plan a set Decide the order of performances.
  • Time Management: Plan the duration of the event, ensuring there’s time for introductions, performances with storytelling, and transitions.
  1. Promotion and Marketing – Midwest CMO will create consistent, branded templates for host artists to use, only requiring updates for participating artists, dates, times, venues and sponsors (if applicable) for each showcase.

Midwest CMO will provide new X frame banners for artists hosting a Writers Round to keep and use as needed.

Create Promotional Materials that are consistent across all Writers Rounds events. Co-link to the Midwest CMO and use Midwest CMO’s brand in all communications.

  • Flyers and Posters: Use the Midwest CMO Writers Round template for brand consistency with flyers and posters highlighting all event details, including date, time, venue, and featured songwriters (and sponsors if applicable).
  • Midwest CMO Website: All participating songwriters post the event on
  • Social Media: Host and guests writers create social media posts and events to post on their Facebook, Instagram, and Twitter Tag the venue and participating songwriters (and sponsors if applicable).
  • Email Marketing: Send out an email blast to your mailing list with event details and a call to action to RSVP or buy Request Midwest CMO to send out an email blast to Midwest CMO mailing list.

Collaborate with the Venue

  • Cross-Promotion: Work with the venue to promote the event through their marketing channels, such as their website, social media, and email lists.
  • Ticketing: Decide on the ticketing method (if applicable). Utilize online ticketing platforms like Eventbrite for ease of use and tracking.

3.  Event Execution

Setup and Soundcheck

  • Arrival: Arrive at the venue early to oversee the setup and ensure everything is in
  • Soundcheck: Conduct a soundcheck with all performers to ensure optimal sound
  • Stage Setup: Arrange the stage for the Writers Round, ensuring all performers are visible and

Hosting the Event

  • Introduction: Start with a brief introduction, welcoming the audience and introducing the participating songwriters.
  • Moderation: Act as the host throughout the event, keeping the energy up, managing transitions, and engaging with the audience.
  • Interaction: Encourage the audience to participate by asking questions or making comments between rounds.

4.  Post-Event Follow-Up

Thank Participants and Venue

  • Gratitude: Thank all participating artists and the venue staff for their support and contribution to the Midwest CMO Writers Round.
  • Feedback: Gather feedback from participants and the venue to identify areas for

Audience Engagement

  • Social Media: Post photos and videos from the event on social Tag participants and the venue to increase reach.
  • Thank You Message: Send a thank you message to attendees via email or social Include highlights from the event and information about future events.

5.  Evaluation and Improvement Review and Reflect

  • Analyze Feedback: Review the feedback received from participants, venue, and Identify what worked well and what could be improved.
  • Self-Assessment: Reflect on your performance as a host and identify areas for personal

Plan Future Events

  • Continuous Improvement: Use the insights gained from the event to plan and execute even better writers rounds in the future.
  • Build Relationships: Continue to build relationships with venues, fellow artists, audiences and sponsors to create a supportive and engaged Midwest CMO community.

6.  Charity Fundraiser

Songwriter-hosts should consider linking a local charitable cause to their Writers Round event. This helps with securing radio coverage while also incorporating the “Give Back” part of the Midwest CMO’s mission. You may wish to make a nominal donation to local nonprofits with a percentage of ticket sales and free will donations during the event, or perhaps host a raffle to raise money for a particular charity that aligns with the show and/or a particular national holiday.

Conclusion

Hosting a Midwest CMO Writers Round is a rewarding experience that can boost your visibility, expand your network, and enhance your skills as a performer and organizer. By following this playbook, you can ensure a well-organized, successful event that leaves a lasting impression on both participants, the venue and audience members.