BEFORE CONTACTING AN AGENT:
- Check out Artist’s itineraries for available dates. (Keep in mind that you can sometimes save on travel costs if you plan your event around one in your part of the country.)
- Have an idea of the budget you’re working with and what time frame you’re interested in.
- Check with local churches and venues for availability.
- Check with local bookstores and radio stations for other concerts that might conflict with yours.
BEFORE MAKING AN OFFER:
- Speak with your territorial agent about costs and availability for the Artist that you are interested in.
- Secure a venue for the event.
- Secure the funds that you will need for the Artist’s guarantee and all of the expenses as discussed with your territorial agent. (Once you submit an offer you are under contractual obligation if the Artist accepts, even if contracts have not yet been issued.)
MAKING AN OFFER
- Ask your territorial Agent to send you an offer form OR submit through our online offer form.
- Once you have submitted an offer, you must wait for management’s response. Your territorial Agent will contact you as soon as they have an answer. We normally ask for up to 5 business days to hear a response on your particular offer.
- Please remember that there is absolutely NO advertising (even by word of mouth) until you have received confirmation from our office that your date has been approved by management.
- Once your offer is approved, we will notify you via phone or a confirmation email with the contract and rider attached.
ONCE YOUR SHOW IS CONFIRMED:
- 615 Entertainment Agency normally requires a 50% deposit, 60 days PRIOR to the engagement date, unless otherwise noted on the contract.
- 10% of the deposit is non-refundable.
- Send the signed contracts and riders back to the agency by the date listed on the contract.
- Remember, once you submitted an offer and management approves it, that offer form is a legal and binding agreement between you and the Artist. That means if you are still liable for the agreement even if you have not yet signed the contract or sent a deposit.
How to promote a concert:
Remember that you must have a confirmed date before you can begin promoting your event. The offer form that you submit is not a contract, nor is it a confirmed date. Please keep in mind however that your offer is a legally binding agreement once the Artist accepts it.
ONCE YOUR DATE IS CONFIRMED:
- Finalize your promotional campaign with sponsors and concert/promotions committees.
- Locate and reserve any equipment that you are to provide for the concert date (see Artist’s rider).
- Confirm ticket outlets/agencies. We recommend ATTENDSTAR
10 WEEKS OUT:
- Order promotional materials (see Artist’s rider for guidelines).
- All promotional material MUST be approved by Artist and/or Artist’s representative.
- Contact the sales office of radio/TV stations to determine radio/TV spot schedules. Remember to utilize both Christian and mainstream radio. It is helpful to focus radio spots on drive times, Saturday mornings or Thursday/Friday nights. For TV spots it is helpful to buy time during programs that appeal to your target audience.
- Use any and all social networking sites. Some Artist’s have strong web-based street teams. Talk to management about how to utilize those teams.
- Contact the editor(s) of prominent local newspapers regarding doing a cover or feature story on the Artist/concert. Target space on the cover of the entertainment section to appear about a week prior to the engagement. This can also be coordinated with the Artist’s publicist.
- Organize and confirm all concert staff that you will need for the event. Distribute tickets to ticket outlets.
8 WEEKS OUT:
- Contact all area churches and youth organizations. Word of mouth is very important. Identify other events that will have a similar demographic as yours and request permission to hand out flyers, put up posters, etc. at those events.
- Place ads in local and/or regional Christian Newspapers as well as free event or activities publications and college and high school papers.
- Tickets should go on sale (if not done so before now).
- Begin running “teaser” radio spots announcing concert and on-sale date.
- Make sure you have all promotional material in your hands.
5-6 WEEKS OUT:
- Distribute promotional materials. Place flyers in local church bulletins, put up posters around town, etc. Don’t forget local retailers and non-profit organizations. It is important to ask for permission first. It is also common courtesy to remove the posters/flyers after your engagement has passed.
- Send group e-mail and direct mail piece to potential ticket buyers, local/regional churches, high schools, colleges, universities, etc in the concert market.
- Contact churches and para-church organizations regarding special group rates, contests, etc.
- Confirm ad placements and cover stories.
3-4 WEEKS OUT:
- Begin full radio advertising campaign and establish contest/giveaway schedule.
- Contact 615 Entertainment Agency to schedule call-in interviews with the Artist for local Christian radio.
- Send press releases to local newspapers, etc.
- Finalize all personnel for day of show.
- Contact caterer and identify menus and number of meals.
- Begin giving ticket counts to the Artist’s representative.
- Begin TV advertising (if any).
- Create an information card for concert attendees to fill out at your event. (This is a key source of information for use in future concert promotions.)
2 WEEKS OUT:
- Analyze ticket sales and modify promotional campaign accordingly.
- Contact your agent if there are concerns.
- Contact road/tour manager to advance the date (if not done so before now).
WEEK OF SHOW:
- Send ticket counts daily to the Artist’s management company.
- Finalize all mail-order and group ticket sales.
- Gather all documented expenses and receipts.
- Have an accurate ticket count and all money accounted for when you meet on the day of your event to settle the show with Artist’s road/tour manager.