Once you have booked an artist for your community, you are ready to undertake a variety of tasks crucial to the success of the performance. In some organizations, there is just one person taking care of it all. In others, especially volunteer organizations; different areas of responsibility are assigned to different people.
First, you’ll create budgets, but then you need to have a system to monitor expenses, ensure invoices are submitted, recorded and paid and artist fees are paid on time and in the payment type indicated in the contract. Lastly, you may need to prepare a performance settlement sheet. Learn more about finances.
Artist Relations and Liaison
Regular communication with the artist before the performance is essential. You will confirm details such as arrival times, accommodation, local transportation and hospitality arrangements, media interviews in advance or on arrival and additional activities such as master classes or workshops. Ensure that advance fees to the artist are paid on time and that the final cheque is ready for delivery after the performance. And you may also have commitments for local transportation or hospitality. Learn more about local transportation and hospitality.
Venue and Audience Services
One of the responsibilities of the presenter is the auditorium rental, coordination of the communication between the venue staff and the touring company as well as the coordination of all the aspects of the audience experience from the moment they arrive at the parking lot until they are back in their car. Learn more about venue and audience services.
Production / Technical
You will receive a technical rider from the artist and, with this information, you will coordinate with the venue’s technical director or production manager. You will need to hire crews to set up, run and strike the show, arrange equipment such as lighting and sound, arrange for dressing rooms to be ready, arrange for special needs like chairs, props, tables, backline, etc. You will be the information conduit to communicate and confirm timetables from arrival to departure. Learn more about production/technical.
Marketing and Audience Development
You’re going to promote your event leading up to the show as well as coordinate media’s attendance at the event. You could also be coordinating with schools and community groups to execute the educational activities, such as workshops and masterclasses, or social activities, such as pre- or post-show receptions. Learn more about marketing and audience development.
Many venues operate their own ticketing service and, if they do, they usually require you to use them. In some cities, the venue has a contract with a commercial ticketing service. Alternatively, you may sell your own tickets, taking reservations over the telephone and using volunteers or local retail establishments to deliver tickets to customers. Learn more about ticketing.
Sponsorship and program advertising
Solicit local businesses to purchase advertisements in your program or to sponsor either individual events or the whole season. (Suggestion: ask potential sponsors what they are interested in supporting, rather than assuming what show will attract them. Or how they want to be recognized and the kind of feedback they would want to have afterwards) Once sponsorship has been secured, communicate regularly with the sponsors, coordinating fulfillment of the benefits they have been promised as part of their sponsorship.