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 firstname.lastname@example.org 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.