A Preparedness Guide for Performing Artists

A collaborative article from NYFA, National Coalition for Arts Preparedness and Emergency Resources (NCAPER), MusiCares, and Performing Arts Readiness.

“Peace of mind.” That’s how one artist described having finally crafted a readiness plan.

And it’s true. By considering the things that might impact or interrupt your creative practice, what you can do proactively to limit your risk and protect your assets, and taking some simple and straightforward steps you take better control of your destiny. Having a concrete plan can give you peace of mind.

Performing artists have particular career dynamics to consider in their crisis readiness plan. September is National Preparedness Month, the perfect opportunity to carve out time to plan. Dedicating just 30 minutes a week will go a far way!

Here are four action steps to create your plan.

Step One: List Your Assets

Think through all the things you need to carry out your artistic practice. These can include:

• Physical space (home, if you work out of it; rehearsal space/studio; performing space; office space; and storage areas)
• Physical items (instruments, costumes/props/sets, electronics/gear/technology, computers, fixtures, recordings/archives, and paper and digital records including contracts/business contacts/vendors/funders)
• Events (performances, rehearsals, festivals, tours, and classes)
• Relationships (company members, agents/managers, presenters/producers, artistic associates, venue managers, audiences, students, and donors)

What can you least afford to lose? Make a list of things related to your practice and career that are most critical/valuable.

This might include your instruments/gear/equipment/props (particularly one-of-a-kind), recordings/photos/documentation of your work, computer/hard drive, original manuscripts/scores/scripts, mailing list, and computer passwords.

Step Two: Assess the Risks to and Vulnerabilities of Your Practice

While it is ideal to be prepared for any type of emergency (known as all-hazards planning), start by considering the types of risks and potential effects that are most likely to occur depending on where you live and work. These might include theft/vandalism, strong storms including wind/rain/flooding/lightning, blackouts, fire, cyberhacks, drought, or acts of violence/terrorism. While less sudden, economic downturns and climate change are risks to be considered and addressed.

If you tour or participate in residencies in other locales, be aware of the environment you’ll be entering. Think not only about your own space/equipment/materials, but how, for example, a bad storm could impact your ability to get to a gig/hold class/access a performing space. Consider less obvious things like an injury or illness, or the need to take care of a family member.

Step Three: Protect Your Assets and Minimize Risks

Brainstorm ways you could protect or minimize the list made in Step One with the risks you’ve identified in Step Two. For example, if you cannot afford to lose your digital work samples, you might invest in cloud storage or transfer your files to a hard drive that is stored at a safe off-site location (or both!). If you cannot afford to lose your unique costumes, consider waterproof/acid-free/pest-proof storage containers that are stored on racks away from the floor/windows/water sources.

Other mitigation actions:

• Make duplicates of critical paper and digital records and store them in multiple locations. Consider an affordable fire-proof safe for originals.
• Prioritize keeping your computer and software up to date so that you don’t lose data or risk being hacked.
• Buy the right insurance plan(s) for your practice, and remember that homeowners insurance won’t cover business losses! Look into business, flood, homeowners/renters, and other insurance policies. Make sure there’s adequate security for offsite storage.
• Protect your fiscal health. Commit to a savings plan for downturns or emergencies. Develop a greater range of income sources, since diversification can protect you financially.
• Make sure your contracts and agreements—oral and written—provide for the event of a disaster, and that you understand what will happen in that event: rescheduling, getting paid (partially or fully), not having to return pre-payments, compensation for rehearsals/commission fees, etc. Understand Force Majeure (Acts of God) clauses. Don’t be afraid to negotiate before you sign.
• Charge phones, computers, devices, and have portable chargers fully charged. Have LED lights throughout spaces, plus portable LED lights.
• Have an emergency kit with you on tour that includes chargers, portable lights, first aid, paper copies of contact information, and instructions.

Step Four: Create Your Emergency Plan

You may need to quickly evacuate, or, if there’s a major weather event, industrial accident, or civil unrest, you may need shelter in place. Either way, you want to decide ahead of time what steps you’ll take, what items you need, and how you’ll communicate with important people. Also create a vital contacts list, and gather and package vital documents in more than place (hard copy and stored online).

• When/if you’ll evacuate, you may have to leave immediately to get to a safe space; or you may have some warning time. With some notice, what will you do to prep/secure your space and assets? Include turning off electronics and utilities, if necessary. Where will you go?
• Who do you need to notify about where you’ll be and what you’re doing, and any cancelled events? Have a contact list ready of family, friends, company members/staff, colleagues, and places where you would have been touring/performing/teaching, etc.

• Create an emergency “Go Kit” to grab on your way out. Remember, you may or may not have power, phone or online access. Contents to consider include:
  • Full list of important contacts, laminated/in protective covering, as well as a copy online/on your device. Include the name/address/phone number for family members, friends you need to reach, colleagues (venues, agents/managers, co-creators, company/ensemble members), places of work, managers of facilities/storage spaces, insurance agents, doctors/healthcare providers, attorneys, accountants—and anyone else you may need to reach in a crisis. Include copies of insurance policies, corporate information/EIN, etc.
• In addition to your vital documents package: cash, credit cards, medications, most precious art practice assets you can take and that will be safe where you are going, clothing, toiletries, cellphone and battery power, computer/device, and portable hard drive.

If you tour/rent performance space, make sure you learn about the safety and security of the space on your first visit. Ask for a safety tour, and learn where fire extinguishers, first aid kits, etc. are located.

About Our Collaborators

MusiCares helps the humans behind music because music gives so much to the world. Offering preventive, emergency, and recovery programs, MusiCares is a safety net supporting the health and welfare of the music community. Founded by the Recording Academy in 1989 as a U.S. based, independent 501(c)(3) charity, MusiCares safeguards the well-being of all music people through direct financial grant programs, networks of support resources, and tailored crisis relief efforts. For more information please visit: www.musicares.org

NCAPER, the National Coalition for Arts Preparedness and Emergency Response, is a voluntary task force of national, regional, state and local arts organizations, public agencies and foundations. The Coalition helps ensure that artists, arts/cultural organizations, cultural funders and arts businesses have the capacity and ability to respond effectively to disasters and emergencies affecting the arts and culture sector.

The Performing Arts Readiness project was formed in the recognition that performing arts organizations are especially vulnerable to disasters and emergencies which can halt performances, sometimes indefinitely, and can put an organization out of business overnight. This project was launched in January of 2017 through a generous grant from the Mellon Foundation. The Project Partners bring together knowledge of the performing arts field and expertise in emergency preparedness from both the performing arts and cultural heritage communities.

You can find more articles on preparedness and other arts career topics by visiting the Business of Art section of NYFA’s website. Sign up for NYFA News and receive artist resources and upcoming events straight to your inbox.