Every school has its own rules and regulations. Some set their event dates a year in advance, and some don’t give out there budgets until 3 months prior to the date an event is supposed to happen. Regardless of the criteria you have to meet, some basic timelines should (if possible) always be used. Again, there are always exceptions, but we think the info below should help you put yourself in the strongest position possible.
6 – 7 Months Out
When, where, and Why: The sooner you can figure out the design of your show, the stronger your position will be. Dates, times, locations, show type, and goals all impact who you bring, so the sooner you can figure these items out the better.
5 – 6 Months Out
Money, money, and money. Nuff’ said. You can’t find an act until you know what you have to spend. Who. Start building a wish list of artists you want to see. Don’t worry if they seem to be too expensive or not available. Wish lists aren’t about final decisions: they are about narrowing your scope and figuring out what type of artist is right for your show.
Who Part 2. Once you’ve got your wish list, start to narrow your focus. Your goal should be to have a working top 10 list.
5 Months Out
Time to put pencil to paper. Artists are usually ready to commit about 5 months out (not always, but usually) so if you can get your offer(s) in this far out you’ll be in a good spot.
4 Months Out (assuming you’ve got an artist confirmed)
Get your staff in place and determine tasks
Design your marketing plan (physical and digital)
Start amending your contract(s)
Finalize venue details
3 Months Out
Make sure your vendors have all the necessary paperwork
Connect venue staff with production and security
2 Months out
Start advertising (no one will remember your show if you start advertising too
Keep on advertising.
Finalize all paperwork.
Advertise some more.
1-2 Months out
Go on Sale
1 Month out
Did we mention advertising and selling tickets? You should probably do that.
Finalize staffing and tasks
Have facility walk through
Make sure facilities is informed and has the info they need
Advance date with the artist(s)
2 Weeks out
Confirm production vendor(s) are good to go
Confirm facilities are good to go (parking, janitorial, etc. etc.)
Confirm paperwork is done and check will be ready DOS
Confirm staffing is ready
Confirm artist(s) has all necessary information
Keep marketing and selling tickets if you aren’t sold out
1 Week Out
Don’t panic: its almost show time!
Confirm everything you confirmed.
Get your staff together for a final walk through
Finalize any DOS announcements or requirements
Review the event. What went well, and what could be better.