12 WEEKS OUT
- Return signed contracts, expense projection sheets (if applicable), riders, any addenda, and deposits to us.
- Meet with sponsors, concert committee, and promotions committee to finalize promotional campaign.
- Ticket prices and scaling should be finalized and approved by management through our office.
- Any equipment you are to provide (refer to artist’s rider) should be located and reserved for concert date.
10 WEEKS OUT
- Ticket outlets/agencies confirmed.
- Promotional materials ordered (posters, flyers, tickets, radio/TV spots, etc. or promotional kit required by artist rider).
- Concert staff (if non-union) should be committed and organized.
- Radio/TV spot schedule determined with sales office of radio/TV station.
- Editor(s) of prominent local newspapers should be contacted regarding doing cover or feature story on artist and the concert. (Try to target space on the cover of the entertainment section in the weekend edition a week prior to concert).
8 WEEKS OUT
- Contact all area churches and youth organizations.
- Make sure you have all promotional materials in hand.
- Identify other events that will have a similar audience to the audience your concert will have and use those events for early promotion – hand out flyers, put up posters, etc.
- Place ads in local and/ or regional Christian Newspapers. (i.e. Christian Happenings, Christian Activities, Christian Times, etc.
- Begin running “teaser” radio spots announcing concert and on sale date.
6 WEEKS OUT
- Tickets should go on sale, if not done so before now.
- Promotional materials (flyers, posters, etc.) distributed.
- Distribution of tickets to outlets.
- Confirm ad placement and cover stories.
- Send group email to potential ticket buyers.
5 WEEKS OUT
- Direct mail piece should be sent. It is helpful to utilize direct mail companies that can do target mailings to specific demographics. Please target churches in this mailing as well.
- Flyers should be placed in local church bulletins.
- Contact youth pastors/music ministers regarding special group rates, contests, meeting times, etc.
4 WEEKS OUT
- Begin full radio advertising campaign and establish contest/giveaway schedule.
- Any day of show personnel needing to be hired, should be contacted at this time.
- Contact caterer and identify menus and number of meals.
- Begin furnishing artist’s management office with ticket counts.
3 WEEKS OUT
- TV advertising(if any) begins.
- Organize and hold a youth pastor/music minister luncheon to encourage them to purchase group tickets for their parishioners.
- Contact local groups and para-church organizations (college Christian organizations, women’s groups, Bible study groups, etc.) for group purchases.
- Follow-up calls made to all key recipients of direct mail piece.
- Create information gathering card to be distributed to concert attendees. Card should request information such as name, address, email address, age group, etc. This is a key source of information for use in future concert promotions.
2 WEEKS OUT
- Analyze ticket sales and modify promotional campaign accordingly.
- Finalize all personnel for day of show.
WEEK OF SHOW
- Contact artist management office daily for ticket counts
- Finalize all mail-order and group ticket sales.