Career reports for your artists: pitches, castings and next season
Artists see the results of management, contracts and performances, but rarely the work behind them. Months of pitching, proposals and conversations can be invisible until an offer arrives. A regular career report closes that gap. It is different from a financial statement, which covers fees and commission (artist statements): a career report covers activity, pipeline and plans. This article gives a template and explains how to produce it without hours of work.
Why report on activity
- It shows the artist what the agency is doing for them, which builds trust.
- It makes planning conversations concrete: what is working, which presenters respond, where to focus.
- It catches misunderstandings early, such as an artist expecting pitches to houses you are not approaching.
- It creates a record of decisions and goals over time.
How often
Quarterly works for most artists; busy artists may want a shorter monthly note, developing artists may benefit from more frequent contact. Agree the rhythm during onboarding (onboarding checklist).
The template
1. Summary
Two or three sentences: the most important developments since the last report.
2. Confirmed engagements
New contracts since the last report, and upcoming engagements in the next season.
3. Pipeline
| Stage | What to list |
|---|---|
| Inquiries | Presenter, production or programme, role, dates |
| Proposals | Where the artist was proposed, when |
| Auditions or hearings | Date, outcome or status |
| Options | Presenter, dates, priority, deadline |
| Offers in negotiation | Presenter, status |
Pipeline comes straight from castings (castings workflow, managing options).
4. Pitching activity
Presenters approached, what was sent, responses. Keep it brief; the point is visibility, not volume.
5. Open periods
Weeks in the coming seasons still free, and the plan for them (season calendar).
6. Materials
What needs updating: recordings, photos, biography, website (EPK guide).
7. Goals and next steps
Goals agreed last time, progress against them, and actions for the next period, with owners.
What not to include
- Confidential information about other artists, such as who else was proposed.
- Speculation presented as fact. Mark early inquiries clearly as early.
- Detailed financials, which belong in the statement.
Writing it well
Be honest. If a run of pitches has not converted, say so and propose a change of approach. Artists generally respond better to candour than to optimism that later proves empty. Use plain language and keep the report short enough to read in a few minutes.
Use the report in a conversation
Send the report before a call or meeting and use it as the agenda. Agree priorities and record them in the goals section for next time.
Produce it from your data
If castings, options, contracts and the calendar live in one system, most of the report can be generated rather than written: new contracts, open castings by stage, open weeks. The manager then adds the summary, pitching notes and goals. ArtistHub's castings, calendar and reports provide the raw material, so a quarterly report takes minutes rather than an afternoon (agency KPIs).
Common mistakes
- Reporting only when there is good news.
- Listing every email sent instead of meaningful activity.
- Sharing details of other artists' proposals.
- Not agreeing goals, so reports have nothing to measure against.
An example report outline
A quarterly report for a mid-career singer might read like this, in plain prose under the template headings. The summary notes one new contract and two options placed. Confirmed engagements list the new production with dates. The pipeline shows three inquiries, two proposals and the two options with their deadlines. Pitching activity lists four houses approached with a recent recording. Open periods identify two free spring windows next season and the plan to pitch them to concert presenters. Materials note that the biography needs updating after the debut. Goals record progress against last quarter's aim of building relationships in a new territory, and set two actions for the next quarter, each with an owner.
The whole report fits on one page and takes a few minutes to read.
Reports for developing artists
For early-career artists, the pipeline may be thin. Focus the report on activity and development: auditions arranged, coaching, competitions, materials, and the relationships being built. It shows the artist that the investment is happening even before contracts arrive, and it keeps expectations realistic.
FAQ
What is a career report in artist management?
A regular summary from the agency to the artist covering engagements, pipeline, pitching activity, open periods and goals, separate from financial statements.
How often should managers send career reports?
Quarterly suits most artists; agree the frequency with each artist.
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