Overview Guide

IDEA

  • 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.

BUDGET

  • 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.

CONTRACTS

  • 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!

VENUE

  • 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.

EQUIPMENT

  • 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 events@as.ucsb.edu 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.

PRE-EVENT

  • 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.

POST-EVENT

  • 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.

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