Season Planning and Internal Communications

May 2025

This article is related to a recently completed custom research project conducted on behalf of an ABA member. Our research team is always delighted to speak with members about tailoring research projects to your organization. To learn more or submit a custom research request, simply contact your member advisor or email us at info@advisoryarts.com.

What are the common structures and communication flows used in season planning by peer performing arts organizations, and how might cultural organizations apply these insights to improve internal decision-making and rollout?

This question, raised by a performing arts center within the ABA membership, prompted a study to explore season planning & internal communication in opera and other performing arts organizations.

Findings from the research include:

• Effective season planning requires both long-term vision and flexibility under pressure. Most organizations plan their seasons 3–5 years in advance, especially operas. However, key decisions like budgeting and marketing still tend to happen in the final 12–18 months, creating pressure late in the process.

• Budgeting Is a Multi-Round Process. Season budgets are refined over several rounds—often six to ten passes. This allows departments to test feasibility, update assumptions, and ensure alignment before final approval by leadership or the board.

• Early cross-department input strengthens season viability. Season planning is shifting from being solely artistic-led to a more collaborative process. Marketing, development, and production teams are increasingly brought in early to improve feasibility and audience alignment.

• Clear structure and labeling are essential for managing planning tools. Most organizations use platforms like Excel, SharePoint, and Teams. To avoid confusion, they rely on version control and status labels like “Draft” or “Locked” to clarify what’s confirmed.

The full report is available to ABA members by clicking below.