Carr Communications 
P.O. Box 1400
Rolla, MO  65401
573-265-8615
FAX 573-265-6035
carrcom@rollanet.org
 MUSIC EVENT PLANNER
  1. Discuss proposed event at a staff and Board meetings if appropriate.

    2.  
    1. Gather a consensus.

      2.  
      1. Is it feasible in terms of time and necessary resources?

        2.  
      2. If so, decide on the talent.

        3.  
      3. Then determine the basics.

        4.  
        1. Select the date and club site.

          2.  
        2. Decide on ticket prices and number to be printed.

          3.  
  2. Begin negotiations with the talent.

    3.  
    1. Secure agreement with the performer(s).

      2.  
      1. If the group is local, a one-page simple contract will suffice.  Note: no deposit will be offered and no money will be paid until the group sets up.

        2.  
      2. If a name group is selected, a more sophisticated document will be required, one which they may provide.

        3.  
      3. Maintain ongoing contact with performer(s).

        4.  
        1. Request bios and pictures for promotional purposes.

          2.  
        2. Send agenda with hotel/restaurant, etc. information.

          3.  
        3. Call periodically to answer any questions and give updates.

          4.  
  3. Ticket procedure

    4.  
    1. Take mock up to printer.

      2.  
    2. After printing, distribute to sales outlets.

      3.  
    3. Retrieve tickets and ticket revenue one day prior to event.

      4.  
  4. Secure sound system.

    5.  
    1. Select vendor from the established list who can best meet the performer(s) needs.

      2.  
    2. Determine the logistics.

      3.  
      1. Establish equipment delivery date.

        2.  
      2. Determine whether station will pick up equipment or if vendor will deliver.

        3.  
      3. Discern whether a contract will be necessary.

        4.  
      4. If a contract is not in the offing, make sure all arrangements are confirmed in writing.

        5.  
  5. Sponsorship/ad sales

    6.  
    1. Develop entertainment and promotional package for prospective underwriter.  (Be sure to include station overhead in the budget.)

      2.  
    2. Present package to club targeted to host the event.

      3.  
    3. Obtain tradeout for lodging and food, if required.

      4.  
    4. Secure door prizes,

      5.  
  6. Marketing and promotion

    7.  
    1. Utilize your own air as one of your most effective promotional tools.

      2.  
      1. Share event information with program director for credit/promo production and scheduling purposes.

        2.  
      2. Program director begins scheduling cuts by performers, if available, in rotation before and after event as a part of promotion.

        3.  
      3. Schedule studio interview with artist.

        4.  
      4. Follow up to ensure all promos/credits are scheduled and that information is correct.

        5.  
    2. Prepare print ads.

      3.  
      1. Design ads.

        2.  
        1. Create ad on a paid or tradeout basis.

          2.  
        2. Be sure to include underwriter and door prize information within the copy.

          3.  
    3. Prepare fliers and direct mail.

      4.  
      1. Secure donated services for flier design, if possible.

        2.  
      2. Begin direct mail procedure.

        3.  
        1. Develop a ticket comp. list, "cleaning" both it and the general mailing list each time a direct mail is done.

          2.  
        2. Develop letter or supporting copy to accompany flier.

          3.  
        3. Make certain necessary mailing supplies (envelopes, stationery, comp. tickets, fliers, postage, etc.) are on hand.

          4.  
        4. Contact 3 - 5 volunteers for stuffing and sorting direct mail.

          5.  
      3. Distribute additional fliers to ticket outlets, host club and any other appropriate places that time permits, and which will garner awareness of station.

        4.  
    4. Generate press release for print/electronic media.

      5.  
      1. Schedule so that it arrives one week before the entertainment supplement goes to press.

        2.  
        1. Call for press deadline/press contact.

          2.  
        2. Send bios and pictures of performer(s) if available.

          3.  
      2. Hand deliver and invite media personally.  (Consider comp. tickets to press contact as well.)

        3.  
    5. Create, copy and cut registration slips for door prize.

      6.  
  7. Volunteer needs

    8.  
    1. Choose an emcee for the event, either a staff member or volunteer on-air host.

      2.  
    2. As mentioned above, volunteers (3 - 5) will be necessary for the direct mail process.  (It is helpful to find an individual to head an ongoing the direct mail committee so that you need call only one person.  He or she is then responsible for recruiting the others.)

      3.  
    3. Two ticket takers per show will be needed.

      4.  
    4. Two volunteers will be needed to register guests for door prize.  (You will also need a collection box, preferably something attractive sporting station call letters.)

      5.  
  8. Set up and logistics

    9.  
    1. Draft script to assure smooth flow of the event.

      2.  
      1. Include such items as introduction of group, sponsor/door prize information, etc.

        2.  
      2. Provide to emcee and club, as a courtesy to the latter.

        3.  
    2. Coordinate with the club the day of the event.

      3.  
      1. Alert the club as to who will be providing the sound.

        2.  
      2. Tell them when equipment is scheduled to arrive and when sound check will take place.

        3.  
    3. Draw check for payment of performers.

      4.  
    4. Arrange amenities for the performer(s).

      5.  
      1. Set up tab.

        2.  
      2. Arrange for beer, water and other needs the group may have.

        3.  
  9. Post event activities

    10.  
    1. Take care of the accounting procedure.

      2.  
      1. Using standard revenue/expense form, tally the proceeds.  (You may start the procedure as early as     after the second show begins.)

        2.  
      2. Pay performer(s), bar tab, sound vendor and printer and newspapers, if appropriate.

        3.  
      3. Deposit proceeds.

        4.  
      4. Send thank you letters to sponsors, along with affidavits, also to any other key individuals or businesses.

        5.  
  10. Evaluate the event and present a written report to the general manager.

    11.  
  11. "...And then you feel good about your hard work and resultant success."