The Brecon International Jazz Festival was originally a one-off event held in 1984 by the Brecon Local Arts Association. It proved to be so successful that it has continued annually ever since and is now operated independently by Brecon International Jazz Festival, which has company status.

The Brecon International Jazz Festival is centred around Theatre Brycheiniog, with jazz music at additional venues around the City.

The festival is now firmly established from Friday evening until Sunday over the second weekend in August.

Approximately 90 concerts, attracting some 70,000 people, take place in the Theatre, auditorium, studio, Castle Hotel ballroom, the Market Hall and a Marquee. The programme includes free street music, concerts and stroller venues.

The Festival Organiser has overall planning and organising responsibility. Each September, planning starts for the next festival and venues, artists and accommodation are booked.

The dates are sent to venues, Powys County Council, the Police and emergency services, the local community and entered into diaries and event listings.

At this stage Risk Assessments are carried out to comply with Health and Safety legislation. The organisers take out public liability insurance cover and check stallholders' individual events cover.

Contact is made at an early stage with the Local Authority, Police, Fire Service, Health and Safety Executive and other major groups.

Brecon International Jazz Festival contributes over £1 million to tourism and the local economy.

HSBC was the title sponsor in 2006 and will continue to sponsor the event for the next 3 years. Further funding includes Welsh Assembly Government sponsorship and grants from Powys County Council and the Arts Council for Wales. 'In kind' support has come from accommodation operators, Brecon Carreg Water Company and numerous other volunteers. S4C Television are now the Festival Broadcasting Partners.

Volunteer stewards are recruited in March/April. Volunteers from previous years are contacted first. Motivation and enthusiasm are good and many volunteers return in subsequent years, including a number of husband and wife teams.

Three Chief Stewards are in overall charge of a team of 20. They receive comprehensive training and then hold briefing sessions with around 350 volunteers before the event.

Communication is seen as vital to success and teams are encouraged to show commitment, motivation and enthusiasm. Community involvement is demonstrated by projects like the Integrated music project (IMO). This project has been working with schools in the Brecon area on improvising and composing "funky, rhythmic jazz styles". The open workshops demonstrate children's contributions to the project.

Fluorescent clothing is provided. Using different uniforms distinguishes between the various roles and responsibilities of stewards.

Brecon International Jazz Festival marketing activities start in around April. 15,000 people on the database are contacted, with more frequent promotion occurring closer to the event. Information is fed gradually through the year on the website and between events it is kept alive by the Brecon Jazz Friends Organisation.

A major role of the Festival Organiser is closing down the event, making sure all locations are cleared with marquees and equipment returned, debris removed and all areas are left clean and tidy. Additional funds may be required to cover costs like rubbish removal and street cleaning. Include debriefing to ascertain any issues for consideration when planning the next event.

Remember to thank all concerned including volunteers and stewards, the Local Authority, police, emergency services, the local community and all those who contributed to the success of the Brecon International Jazz Festival.

Key Points:

• The Festival Organiser must be kept informed about everything that is happening
• It is a good idea for organisers to have knowledge/qualifications on Health and Safety requirements
• Get date/s of event into diaries as first priority
• Plan ahead by carrying out Risk Assessments early
• Keep working groups small to achieve maximum output and efficiency
• Relationship building is a very important part of the communication process
• Ask Stewards to note issues arising for debrief session and to help in planning the next event
• It is equally important to plan the clearing and closing down process
• Remember to thank all concerned for their help and support

Useful Links:

www.breconjazz.co.uk