Event Planning Guide - Cost Estimate Sheet
Advance Sheet - Marketing Guide - Production Terms

Event Planning Guide

2+ Months Prior to the Show

Determine budget for event.  See COST ESTIMATE SHEET.  Expenses can include the following:

          - Artist Fee
          - Production: Sound & Light requirements
          - Catering
          - Advertising
          - Security
          - Ticket Printing
          - Venue Rental
          - Event Insurance
          - Internal University Expenses     

Determine Venue.  Ask the following questions:

          - Is there a stage?  If so, is it large enough or will one need
             to be rented?
          - Will generators be needed for additional power?
          - What is the maximum capacity?
          - Seating/Standing configuration?
          - Can you hang sound and lights?
          - Are there dressing rooms, showers, bathrooms, etc.?
          - If outside, determine a rain location.

Arrange for and reserve venue and facilities needed for all available dates. The more dates you have (especially weekdays), the better your chances of securing an act. Venue must be available all day (6:00 am – 2:00 am) on the day/night of the show. 

Double check the potential dates to insure that they don’t conflict with any other large events on campus or around the city.

Call your territorial agent to find out the current Artist touring availabilities and fees.

Select Artists in order of preference. Always have back-up choices in case your initial offer is not accepted.

Have show and Artist fees approved, by your school’s administration and secure any necessary permits that are applicable to the show date. At this point, with help from your agent, you should determine if you can meet the Artist’s technical rider requirements (stage size, power needs, etc.)

Place an offer for the Artist with your agent.  The confirmation process can take anywhere from one week to a month.

1 Month Prior to the Show

Confirm Artist’s offer. DO NOT ADVERTISE UNTIL OFFER IS CONFIRMED.

Arrange for Sound & Lights, per all rider specifications.

Arrange for event insurance, if necessary.

Organize printing and distribution of tickets to show.

Coordinate your promotional plan and advertising campaign.  See MARKETING GUIDE for ideas.  Promo materials can be arranged by contacting the Artist’s record label or your agent & must adhere to the Artist’s ad mat or be approved by the Artist’s management.

Review, sign and return Artist’s contracts. Make sure ALL pages are signed & returned.

File paperwork to begin processing checks to pay for event.  This will insure checks will be available on day of show.

Organize staff for the day of the show (Production, Hospitality, Front of House, Security, Runners) and secure your required University Police and Fire staff.

Crew shirts should be designed and ordered, if you plan on using them.

2 Weeks Prior to the Show

Get ticket counts daily. If necessary, update any advertising.

Hold organizational meeting with volunteers for Production, Runner, Hospitality, Front of House and Security crews. Go over all details and time schedules.

10 Days Prior to the Show

Venue and all technical requirements should now be secured. Any requirements for the support act should now be fulfilled.

Reconfirm show day schedule, including availability of locker rooms/dressing rooms with the facility.

Advance show details with Artist’s tour manager. Make sure ADVANCE SHEET is completed for reference on day of show.

3 Days Prior to the Show

Give the entire staff a written plan of where and when they should be throughout the day of the event.

Reconfirm with the electrician, building staff, security, etc. EVERYONE INVOLVED WITH EVENT.

Arrange to pick up checks for all those to be paid at the show.

Day of the Show

Water, coffee, soda, and other caffeinated products are essential all day!

Make sure everyone gets their appropriate credentials and passes for the show and provide a Xerox copy of passes/credentials to security.

Clearly define the University representatives to necessary people, especially Artist crew, in case of problems.

Meet with volunteers and direct them to their appropriate assignments. Make sure the set-up is going smoothly and help to correct any problems that may come up.

Prepare Box Office for Will-Call, Ticket Agency and possible rush.

Make sure that all staff and security on duty are in their appointed positions. Meet with the University Police and Fire representative.

Enjoy the show, but remind staff about load-out.

Make sure water, coffee, other caffeinated drinks, and light food are available for load-out, which can last late into the night.

As the buyer of the show, you should be the last person to leave the venue and be sure to thank everyone involved for their help in putting on the event.