Production Guide: Event Checklists

FUNDRAISING/DEVELOPMENT

  • Determine financial goals for funding the production through fundraising & donor support
  • Sponsorship
    • Create a grant/sponsorship proposal 
    • Identify potential sponsors: What current relationships & partnerships do you possess?
    • Reach out to potential sponsors to inform them about the production, the needs of the production, and ask for their support (if previous donor, thank them for past support first)
    • Acknowledge sponsors at the event and in marketing materials 
    • Send thank you package/note following the event
  • Invite past & current patrons to event or to donate if they cannot attend
  • Develop New Donor Engagement Plan
    • Determine goal for acquiring new patrons
    • Keep track of attendance at past events through data sheet
    • Maintain list of contact information for people who have participated and/or attended past events or programs 
    • Go through the list and contact to invite them to the event and/or ask them to donate.  
    • Thank them for their involvement with the organization (regardless of whether or not they donate)

EVENT PLANNING

  • Determine purpose & primary goal(s) of the event
  • Prepare a detailed Rubudget for the event
  • Determine a timeline for booking & preparing the event
    • Include schedules for marketing, vendor/venue booking, staffing needs, and other deadlines that pertain to the event
  • Select a Venue:  Things to consider when choosing a venue:
    • Parking/Ease of access:
      • Is it easy to find and is there enough parking spaces?
      • Do they have handicap parking?
      • Is the parking situation safe and walkable?
      • Paid or free parking?
    • Distance:  Is the venue reachable by public transportation?
    • Availability of venue:  Does the timing fit within the needs of the event?
    • Accessibility:  Is it ADA compliant? Does it have elevators?  Are the aisles wide enough?  What are the seating options?
    • Load-In & Strike: What time restrictions does the venue have regarding load-in and strike?
    • Safety:
      • Does the venue have any regulations for COVID-19 and Social Distancing?
      • Are they up to code with fire and health inspections
    • Capacity:  Does the size of the event match the capacity limits of the venue?
    • Equipment: Does the venue have the equipment needed for the event?
  • Hire Vendors:  Determine the needs of the event
    • Photographer/Videographer
    • Stage Hands
    • Food & Drink Caterers
    • Set Up/Take Down Staff
    • Servers
  • Submit deposits for venue & vendors by deadlines
  • Ensure that the staffing/volunteer needs of the event are met for the day of the event & necessary information is communicated to participating staff/volunteers

MARKETING

  • Determine purpose and goals of the marketing campaign
  • >Is it to promote an upcoming event?
  • >Is it to increase your exposure in the community?
  • >Is it to expand the number of participants or donors for your organization?
  • >Is it for a new program that you are launching?
  • Based on your goals, develop a adequate budget for the marketing campaign
  • >Do you need to hire someone to be responsible for all marketing needs?
  • >What types of marketing will you need? (print, digital, press etc.)
  • >How expansive do you want the marketing to reach? What communities do you need to engage through this campaign?
  • >How does this budget fit within your overall organizational budget?
  • Create a schedule/plan for social media posts, email blasts, media releases and print media distribution
  • Create a uniform graphic/logo/design and language that will be used across all promotional materials
  • >Digital Promotional Material Includes: Hashtags, Videos, Gifs, Stories, Social media posts, Email blasts
  • >Print Promotional Material Includes: Flyers, Posters, Newspaper Ads
  • >Don’t forget to include acknowledgements of any sponsors
  • Write out language for event details, online media captions and press releases to include with your designs
  • >How to Write a Press Release
  • >Don’t forget to determine the frequency of posting within your schedule
  • Build a website/page and social media platform (Facebook, Instagram, YouTube, TikTok, etc.) for the event or campaign (if needed)
  • Set up ticketing links for the event
  • Identify local organizations/businesses in the community where opportunities for cross-promotion and/or partnership exist
    • Distribute flyers/posters/emails out to community
  • Submit event information to local community event calendars & websites
  • Submit a press release
  • >Press Contacts in Atlanta (MAKE DOWNLOADABLE PDF)
  • >Don’t forget to submit your event to our DanceATL Calendar

SOUND & MUSIC EFFECTS

  • Decide what sound effects will enhance a production
  • Determine how you are going to source those sounds and when they will come in
  • Adjust the volume that sound effects should be played at
  • Create cue plans for all sound effects and music
  • Choose who is going to operate the sound effects & music
    • Consider hiring a musician, DJ, sound designer, engineer (if the budget allows)
  • Find suitable equipment to play sound effects and live music
    • Do you need to rent/buy any equipment for the event?
    • Mics, mic stands, speakers, sound board, etc.
    • LINK TO EQUIPMENTS PAGE
  • Designate one tech to be responsible for the sound/music during the event
  • Create and share sound testing schedule prior to the event

LIGHTING

  • Decide what type of theatrical elements you want to create with the lighting
    • What type of lighting can you use to support the production
    • What areas of the stage do your performers use/occupy
    • What colors should you use to convey different ideas or emotions
    • Determine the timing and how lighting changes can enhance music and sound
  • Determine whether any large set items you use will create unintended shadows
  • Choose what types of lighting you will use (spot, Fresnel, flood, strobe, etc.)
  • Create a plan for light positioning and the use of barn doors, gobos, and filters
  • Draft an adapted version of the script with added lighting cues
  • Decide whether to use blackouts or lighting transitions for scene changes
  • Consider hiring a lighting designer (if the budget allows)
    • LINK TO DESIGNER PAGE

TECH REHEARSALS

  • Rehearse in the space that you will be using for your performance
  • Communicate & understand all cues for the production
  • Block out spacing and transitions
  • Do a run through in front of peers, asking for feedback
  • Use feedback & self-assessment to improve your production
  • Examine audience sight lines for the stage and set you are using
  • Consider additional time and rehearse: bows, pre & post show speeches, Q & A session, etc.
  • Run a technical rehearsal for light and sound, using cue sheets
  • Do a dress rehearsal with the correct costumes, set and props
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