- How feasible is your idea?
- Determine possible dates—check calendars for conflicts (holidays, other events)
- Check facility availability and put a hold on a space. download scheduling facilities pdf
- Artist Availability—inquire WITHOUT implying commitment. A verbal agreement is binding in the state of California and students are NOT able to make commitments on behalf of the University of California. You will need to make a written offer after your budget has been approved by your AS Group.
- Make sure you are communicating with the Artist’s exclusive agent and not a middle agent.
- Put together a budget with information you have obtained
- Solicit feedback from others on your Board or AS group.
- Artist fees are negotiable. All terms for the agreement must be written into the offer form and signed by the AS Executive Director or an AS Manager.
- If you are considering backline, get a copy of the rider (part of the contract) and have ASPB Production obtain a quote for the price. Backline and other additional fees can add up quickly.
- High profile artists may require higher security costs—take this into consideration when preparing your budget.
- Look at previous budgets to help in planning for your event
PRESENTING TO YOUR GROUP
- Present the budget to your AS group, obtain feedback and either move forward if the event is approved or revise your budget and re-present at another meeting. If your budget is approved, you should move forward quickly with your offer.
- DO NOT make any commitments to an agent or artist on the phone until your AS group has approved your event budget.
- Discuss but do not commit without prior approval.
- There can be additional costs beyond the artist fee—discuss all costs early in the negotiation process. Generally AS does not pay travel costs as an additional fee.
- You must send a written offer signed by an AS Manager to be binding with the University of California. When you receive the contract, get it to your Advisor.
- Associated Students does not pay a deposit or fee prior to the artist arrival. You may use a purchase order to confirm the financial commitment, if necessary.
- Some vendors/contracts will require additional steps to secure insurance. Check with your advisor!
- Confirm the venue space.
- Most artists will require a dressing room, so make sure you reserve that space as well as the performance space.
- Consider parking locations and availability when reserving space.
- Get technical requirements to the ASPB Production Coordinator, or to your sound vendor.
- Make sure any additional equipment that is needed has been ordered and a requisition has been filled out for the cost.
- Remember that all outside vendors must provide certificates of insurance before they can work on campus—work with your AS Advisor on getting the appropriate insurance paperwork completed.
PUBLICITY AND TICKETING
- Go to events.as.ucsb.com to post your event to the campus calendar. To login, all you need is your UCSB NetID
If you represent a campus organization, please email email@example.com for more information.
- Ticket arrangements should be made as soon as the offer is accepted.
- High profile artists often require more rigid control of tickets, guest lists and complimentary tickets.
- Special entrance requirements (i.e. no cameras) should be printed in all advertising as well as times that doors open and close, if applicable.
- Off-campus advertising and press passes should be worked out in coordination with Publicity Coordinators. Interviews for some artists can be complicated.
- Make sure your event “rules” are consistent in all of your advertising.
- Inquire about special arrangements from the artist.
- Consult with CSO/Police about security arrangements.
- Schedule a pre-event meeting with facility manager and campus service providers as well as any ASPB coordinators needed and your own event leaders.
- Confirm final tech arrangements.
- Confirm the arrival time of the artists.
- Make sure check requisitions are done early and arrange to pick up check.
- Develop a show schedule.
- Determine how many volunteers you need and the duties they will perform.
- Assign hospitality responsibility to a coordinator and arrange for any cash advances that may be necessary.
- At the show, work with production staff to keep your event moving on time.
- Create a show file with invoices, ad tear sheets, etc .
- Follow up on paying bills.
- Write up a review or evaluation of the event including things to improve/change for next time.