I actually made a template for a friend on how to set up practices. This is the email I'd send out to a bunch of improv people I knew. This might be helpful:
I usualy send the first email out at least a week before the practice.
First I send this message (obviously read through and make changes to fit yourself):
Hey Y'all,
Please respond only if you will DEFINATELY BE ATTENDING practice next (
insert date and time here). The practice will be 2 hours long and cost 15 dollars. The practice will be held in downtown Manhattan. We'll have a coach and we'll be doing scene work and anything else you guys would like to do. Anyways, I'll send a follow-up email once I get enough responses. Please feel free to invite anyone else that you think might benefit from this practice. Please respond as soon as possible as I need enough time to setup a coach and book a place to practice.
Hope to hear from y'all and hope you're doing allright,
(your name here)
Then if I get 4 responses (5 including me) I call these places to see if I can get a room (they are listed from best to worst):
Atlantic Theater
453 W. 16th St. (9th/10th)
(212) 691-5919 ask for a 20 dollar an hour room
http://atlantictheater.com/2006/space_rentals.html
Pearl studios
500 8th ave btwn 35th and 36th
212-904-1850
www.pearlstudiosnyc.com
champions
257 w. 39th st.
212-307-7707
about $12/13 an hour cheap, but smells
http://www.championsstudios.moonfruit.com/
Shetler Studios
212-246-6655 ask for penthouse 4 and check the price because it changes
244 West 54th street
between Broadway & 8th Avenue
12th FLOOR
http://shetlerstudios.com/penthouse.html
Once I've booked a studio, I start sending out emails to coaches. I usually give them about 12 hours to contact me before I send out another email. If you get 2 possitive responses you can always tell one that someone else responded before them. They're usually cool, but as soon as you get a response from one coach be sure to let the ones that you sent emails to know that you got somebody else.
Here's a list of coaches I've used. You can look all these people up here if it helps to remind you -
http://newyork.ucbtheatre.com/performers/
clemsean (at) gmail (dot) com - Sean Clements
gavinspeiller (at) yahoo (dot) com - Gavin Speiller
dominicdierkes (at) gmail (dot) com - Dominic Dierkes
gilozeri (at) gmail (dot) com - Gil Ozeri
jsantangeli (at) yahoo (dot) com - Jim Santangeli
jeffreymarxthespot (at) gmail (dot) com - Jeffery Marx
suegalloway (at) gmail (dot) com - Sue Galloway
( You can find all the other listings for Coach contacts here:
http://www.improvresourcecenter.com/mb/showthread.php?t=18253&highlight=coach )
Ok, now that you've got a coach and a studio. I usually send out an email that looks like this (obviously read through and make changes to fit yourself):
(THIS IS JUST AN EXAMPLE)
Hey Guys,
OK, here are the details. They have changed a little from last time so MAKE SURE TO READ THEM CAREFULLY:
PRACTICE (add day and date)
TIME: 8:00pm to 10:00pm
PLACE: Shetler Studios
244 West 54th St.
Btwn. Broadway and 8th ave.
take elevator to 12th floor
Penthouse 4
Bring: 15 dollars and your ID (in case you have to check in at the Lobby)
OUR COACH:
Sean Clements is a member of Tantrum
Hope This Helps.