Event planning for bands and music clubs

Friday is full rehearsal, Sunday the summer fête, in May the band contest – and who is actually coming? In many clubs, planning dates costs more nerves than the sheet music: group emails, WhatsApp polls and Doodle links run side by side, and on rehearsal night half the clarinets are still missing. Notenarchiv puts your events where your sheet music already is.

Every club knows this

• The WhatsApp poll for the rehearsal drowns between birthday wishes and photos from the last party. Half the band never replies.
• The conductor phones around afterwards to find out who is coming to the gig – and only learns during warm-up that the tuba is missing.
• An event is moved, but the club calendar, the website and the group chat show three different times.
• The youth band, the committee and the brass section have their own dates – and everyone still gets every message.
• For the end-of-year awards, someone counts tally sheets to see who came to rehearsal how often.

One event, one source

In Notenarchiv, the librarian or an admin creates an event once: title, location, time, description and type – rehearsal, performance, meeting or other. When creating it you decide who it is for: the whole organisation, a group such as the youth band, or individual sections. Anyone not included does not see the event at all. Permissions for events can be granted separately from those for sheet music: an events manager can maintain dates without seeing the music.

Yes or no with a single tap

Members get the event as a push notification on their phone and reply right away: yes, no or maybe. A deadline makes sure planning is settled at some point. Anyone who has not replied yet gets a reminder at the press of a button – on the Premium plan also as an email in which one click on yes or no is enough, without logging in. If someone prefers to phone, organisers enter the reply for them.

If something changes, notifications go out bundled rather than one by one. A cancelled event stays visible and can be reactivated.

Know in advance whether the line-up works

Attendance by section shows days before the rehearsal where things get thin: seven of nine clarinets, three of three trumpets, percussion complete. If a section is almost empty, there is still time to find a dep – you invite external guests via a link, without them needing an account.

On the Premium plan, the staffing traffic light compares the replies with your target line-up: “2 × tuba missing · 1st clarinet understaffed (1/2)”. Green is covered, yellow still reachable, red too few even if everyone open says yes.

The music comes with the event

This is the difference to a plain club or calendar app: the programme is attached to the event – and with it the sheet music. Before the rehearsal the app automatically downloads every member’s parts for all pieces in the programme to their device, 3 to 30 days ahead as you choose. In a basement rehearsal room without signal or a festival tent without Wi-Fi, everything is there. After the event the storage is freed again.

On the Premium plan, the archive also knows from past programmes when a piece was last played – and after the performance the music report for GEMA, AKM or SUISA is generated from it.

Events in your own calendar

Nobody has to keep an eye on yet another app. With a personal calendar link, every member subscribes to their club dates in Apple Calendar, Google Calendar or Outlook – new and rescheduled events follow along on their own. If you play in several organisations, the app shows all events in one list.

Performances on your website

Released performances appear on your website via a homepage widget – as an iframe or script, for example in WordPress, Jimdo or Wix. Only the title, date, time, place and, if you wish, the programme are public; no participants and no replies. The time on your website always matches the one in the app.

Short announcements without a group chat

“Please wear the uniform on Saturday”, “rehearsal cancelled”: such messages go out via the notice board to the whole organisation, to groups, sections or individual people – with push, an expiry date and read status. In the event itself you write messages to the participants, such as “meet at 6 pm at the back entrance”. Deliberately not a chat, so important things don’t get lost.

Who was actually there?

On the Premium plan you record the actual attendance after the rehearsal – one tap per person, pre-filled from the replies in the browser. This produces statistics per member, section, group and month, with a ranking for awards and export to Excel or CSV. Tracking is optional and switched on by the admin; each member only sees their own participation.

Included in every organisation plan

Event planning with replies, calendar subscription, notice board and homepage widget is included in all organisation plans, from €12.90/month for the whole organisation. Your admin switches it on in the organisation settings. The event insights – attendance and statistics, staffing traffic light, performance history and music report – are part of the Premium plan. All details are on the pricing page and in the features.

Any questions? Have a look at the FAQ or write to us at [email protected].