Databases and database management
Throughout this Toolkit we have been discussing the importance of building databases for our festival stakeholders. How to maintain and manage these databases is as important as building them.
Importance of collecting and updating data
Our databases should be in constant change. It is important we make sure we have the latest information from our patrons, artists, donors, and partners. Not only our database should always continue to grow, but it is as important to keep it updated since it is an essential tool to communicate with our stakeholders, and also, to understand their needs.
Database tools
If your festival has the budget, some tech organizations develop database systems specifically formatted for the arts, such as ArtsVision; these databases are designed depending on the needs of the organization and can be used for Programming, scheduling, production management, as well as to keep and maintain audience information, however, cost for development and maintenance can be elevated.
There are accessible database management systems such as Microsoft Office Excel or Access. Templates can be found on https://templates.office.com/ or can easily be created according to the festival needs.
There are easy to use on-line free services which can be effectively used for e-mail communication and data-base management, which also provide additional support at an additional fee, such as MailChimp (free for up to 2,000 names) or MailerLite (free for up to 1,000 names).
Communicating with the Festival’s database: the do’s and don’ts
DO:
Keep your database safe. Use a password or security system so all private information from your stakeholders remains safe.
Be in touch with your stakeholders constantly, but do not overdo it. Our database can be a wonderful way to keep connected with your stakeholders by e-mail even if the festival is not going on, but we also should be aware of the huge amount of Junk mail happening on a daily basis and we do not want to fall into that category.
Follow up after a performance with an e-mail/survey.
Keep communication professional.
DON’T:
Do not send information if not requested (whether by e-mail or regular mail).
Do not overflow their e-mail or regular mail.
Do not rely only on digital communication. Regular mail or phone can also be effective ways of keeping in touch.
How to provide feedback, amendments and additions:
The toolkits are open-sourced, continuously developed tools. Therefore, festival and cultural practitioners from all backgrounds and levels of experience are invited to expand these materials by adding their own contributions, building on the gathering of knowledge and insights shared with the whole festival-making community worldwide. Please email info@festivalacademy.eu for feedback, amendments, and additions.