Free Promotion Task List
The goal behind this section is to provide you with a quick and easy step by step promotional checklist. After completing this list, your event will promoted on multiple levels and gain tons of exposure! If you would like to submit ideas to make our list better, please Contact Us.
*Note: All links will open in a new window, so you don't loose your place
Scout available dates and look for a venue. Follow up calls are key to acquiring a venues attention. Be sure you are aware of all the charges and fees the venue may bill you with. (Sound engineer, security, door personnel, etc.). Orgainze a walk through, and visit the venue to be sure it will cater to your needs. Keep track of your expenses in an excel spreadsheet.
Get Your Crew Together
Think of all the positions you will need. Most events require a door person, sound engineer, lighting engineer, merchandise booth attendant, stage manager, etc. (View a full list of production titles here!). Asking reliable and trustworthy people is the key to assembling a good crew.
You can use the OrlandoBands.com Artist Directory (Here) to scout for bands and artists that will cater to your event. You may have to try several outlets to get in touch of an artists, but use this to your advantage. If a band does not respond after several attempts, they probably are not worth booking. Be sure to have a performance agreement in place, so that the talent is aware of their responsibilities and payment as well as other arrangements are clear.
Booking a Host
Hosts are not always necessary, but can really help your event stand out. Using them to keep the action in between the acts alive, promote sponsors and give away prizes are just a few tasks they can perform. Often a local celebrity or comedian is preferable.
Make an Online Presence
Even if all the details are not yet solid, creating a "save the date" type page can make a big difference. Here are some things we suggest:
Create a website. If you are able, a website can make your event look extremely professional and give folks a "dot com" to reference. Need help? OrlandoBands.com can help you build your webpage! (Click Here)
Use social networking outlets. If you have not yet, create profiles on Facebook, Twitter, and Myspace. These are free to do and can help you with future functions. (Click here to build a Myspace Event Page) (Click here to build a Facebook Event page)
Develop Show Flow/Script
A good schedule can help to keep everyone on the same page. Be sure to forward your event plans to the venue and the talent so they can be aware of details. Using Google Docs is a terrific way for everyone to participate on a document and be aware of updates.
After you have lined up all your sponsors, talent and venue arrangements develop a flyer. If you don't know how to do this, its best you leave it in the hands of someone who can help. A poorly produced flyer can severely change your turnout and upset sponsors. OrlandoBands.com offers graphic layouts to help your event look professional and legit. (Click Here). Some things to include are:
- Sponsors logos/info (don't stretch or skew images, it looks very unprofessional!)
- Show/Event title (Example: Bob's biscuit bonanza!)
- Venue the event is being held
- Date and time doors open
- Who is performing, and any special guest appearances or hosts
- Weblinks to more information online
- Door price
- Age restrictions (if applicable)
A typical flyer layout is 4X6 inches at 300 DPI. Anything less than 300 DPI can result in very poor prints.
After you have assembled your graphic, have at least two trustworthy friends look it over for errors, or anything that is confusing.
Once your graphic is 100% complete, have it printed! OrlandoBands.com offers printing services with 3 day turn around time and FREE distribution on our flyer route! (Click Here)
- No budget? Check out Sarge's Solution on Advice 101! (Click Here)
Having a good press release is key. This contains detailed information about your event. Check out Advice 101, Sarge will tell you how to do it right! (Click Here). Be sure to find media outlets like magazines, radio shows and television stations to send it to. Send OrlandoBands.com your press release! (Click Here)
Try to leave at least 3 weeks to properly promote your event. Below are some ideas and effect ways to promote your event:
- Check out promotional campaigns from OrlandoBands.com, and get the advantage! (Click Here)
- Create a video on Youtube and send it to the world
- Include your event in any newsletters you have
- Remember to let people know they can buy pre-sale tickets (if applicable)
- Assign tasks to your team and have them forward posts regarding the event on social networks and emails
- Change your signature line so that every email you send contains details about your event
- Add your event to the OrlandoBands.com calendar for thousands to see! (Click Here)
- Add your event to more calendars! (Click Here)
- Subscribe to blogs and forums, announce your event and get to know some of the other members. Check out Advice 101, Sarge has a huge collection! (Click Here)
- Check out more promotional tips from Sarge, at Advice 101! (Click Here)
- Promoting a charity event? Check out Sarge's tips on Advice 101! (Click Here)
It is wise to have a meeting with your crew and possibly the talent (if available) before the event. Having it at the venue can save issues day of show and gives everyone a chance to review the layout, find power outlets and address technical questions.
Try not to freak out, have fun and enjoy the show! Keep in mind, if your show isn't a big hit, at least you promoted extremely well and helped raise awareness! Keep notes on what you thought could have been done better, and exercise new techniques on future shows.