Friday, September 28, 2012
Sound Like a Pro The D's
Concerts, Festivals and Special Events
Deposit : a partial payment in advance of a booking to secure an act on a specific date.
Downstage: part of the stage closest to the audience. Abbreviation: D/S
Insurance
Degree of Care: the minimum requirement of care owed by one party for the physical safety of another, for example the duty of a promoter to keep the audience safe at an event.
Declined Risk: a person, company or event who is considered to present a risk too large for an insurance company to cover.
Conventions
Damage Clause: section of a contract dealing with the rights of parties, procedures and penalties of the person or company causing damages.
Declared Value: shippers statement of the entire value of a shipment in economic terms.
Nonprofits
Donor: someone who makes a contribution or grant to a nonprofit (donee).
Deferred Revenue/Income: payment for an event that hasn't happened yet, such as a subscription to performances to be held at future dates. This creates an obligation (and liability) that the organization must provide services or goods in the future.
Wednesday, September 12, 2012
Sound Like a Pro - The C's
Concerts and Special Events:
Changes in Terms & Conditions: statement that a promoter has the right to change or discontinue a feature at any time.
Contract Rider: a document covering the hospitality requirements to be provided to the artist(s) including food, dressing room set up etc.; a document covering the technical requirements to be provided such as lighting, sound, and other technical equipment.
Conventions and Meetings
Call for papers: an invitation to submit topics for a program at a conference; the document that gives detailed parameters to a person as guidance to submit a topic to the review and selection committee.
Cancellation Clause: a section in a contract that details the damages to be paid to the non cancelling party in the event that the other cancels, therefore breaching the contract. This term is also used in the concert and special events industry.
Associations and Nonprofits
Corporate Foundation: a foundation that is a separate from but maintains close ties to a donor for profit company.
Challenge Grant: money paid only if the receiving organization is able to raise additional funds from other sources. These grants are designed to encourage giving from other donors. The may take the form of matching 1 to 1 or a multiplier such as 2 or 3 to 1.
Insurance
Commercial Lines: insurance coverage for businesses, professional organizations or commercial institutions.
Comprehensive general liability: also known as commercial general liability; that is the bare minimum that covers third party claims for bodily injury to property damage, the stand limit is $1 million per occurrence and in the aggregate.
Changes in Terms & Conditions: statement that a promoter has the right to change or discontinue a feature at any time.
Contract Rider: a document covering the hospitality requirements to be provided to the artist(s) including food, dressing room set up etc.; a document covering the technical requirements to be provided such as lighting, sound, and other technical equipment.
Conventions and Meetings
Call for papers: an invitation to submit topics for a program at a conference; the document that gives detailed parameters to a person as guidance to submit a topic to the review and selection committee.
Cancellation Clause: a section in a contract that details the damages to be paid to the non cancelling party in the event that the other cancels, therefore breaching the contract. This term is also used in the concert and special events industry.
Associations and Nonprofits
Corporate Foundation: a foundation that is a separate from but maintains close ties to a donor for profit company.
Challenge Grant: money paid only if the receiving organization is able to raise additional funds from other sources. These grants are designed to encourage giving from other donors. The may take the form of matching 1 to 1 or a multiplier such as 2 or 3 to 1.
Insurance
Commercial Lines: insurance coverage for businesses, professional organizations or commercial institutions.
Comprehensive general liability: also known as commercial general liability; that is the bare minimum that covers third party claims for bodily injury to property damage, the stand limit is $1 million per occurrence and in the aggregate.
Wednesday, August 1, 2012
Greening Your Events
How green are your concerts? Festivals? Special Events? Meetings? Are you overwhelmed and don't know where to start, past changing out the light bulbs?
The major criteria for a sustainability plan will include:
I included a chapter in my book, Successful Secrets of Concert, Festival and Special Event Productions called quite naturally (pardon the pun) Greening Your Event. You may read it for free on our website: www.eventsmanual.com. If you haven't started, begin with one or two of my recommendations, if you are already practicing sustainability policies and procedures, push towards the goal of zero waste events. Your children and grandchildren will thank you, the planet will thank you and you'll save a whole lot of money. Always a good thing.
The major criteria for a sustainability plan will include:
- Reducing your Green House Gas emissions and offsetting those that you can't avoid.
- Reducing your use of energy, consumption of water and materials such as printed brochures, applications and sponsorship packages.
- Recycling programs for old posters, banners, signage and bags. Repurpose and reuse.
- Adopt a sustainable purchasing policy, such as local and organic food for meals, safe cleaning products, biodiesel generators for outdoor events.
- Develop a measuring system to track improvements and to report them to your stakeholders.
- Require your suppliers, destination hotels and venues to have sustainable policies and procedures.
- Select your event destinations to be close to transportation hubs, walking distance between multi - venue locations, consider giving free public transportation passes.
- Measure the social impacts of your efforts. Select caterers who donate extra food to charities.
I included a chapter in my book, Successful Secrets of Concert, Festival and Special Event Productions called quite naturally (pardon the pun) Greening Your Event. You may read it for free on our website: www.eventsmanual.com. If you haven't started, begin with one or two of my recommendations, if you are already practicing sustainability policies and procedures, push towards the goal of zero waste events. Your children and grandchildren will thank you, the planet will thank you and you'll save a whole lot of money. Always a good thing.
Saturday, July 21, 2012
Aurora, Colorado Tragedy
We at ML Information Group, are so saddened by the events in Aurora, Colorado. Our deepest sympathies go the the victims, their families and friends. The tragedy hit me on many levels: as a parent, sister, daughter and simply a human being. I also know that this will be something that will become part of my business life as well.
In our profession we teach promoters and event managers how to prepare for and try to prevent negative incidents at entertainment events. The reality is a dedicated, irrational and deranged person may find their way around the best safety precautions. We cannot allow this one person keep us from living our lives. Police and professional security after thoughtful analysis will help venues such as movie theaters become safer. It will include better training of employees and possibly additional technology. The authorities that I have worked with over the years and who currently advise me are dedicated people, who in the course of their careers, have placed themselves in harms way to protect others. The Aurora First Responders were there within 90 seconds of the first phone calls. As always, those brave people rush to the events, as others are fleeing. We thank them for their heroic service. Can you imagine what it must be like for those police and EMTs dealing with the horrific crime scene?
There is one thing that I wish would change in the reporting by media after an event like this. These evil crazies chose soft targets trying to create the most victims in order to achieve the most media coverage. They want to become the most "famous" person in history. I wish the media would refrain from flashing the perpetrator's picture over and over again and over again. Obviously, they need to id the person, but maybe, if we could not allow ourselves to make this person's primary goal come to fruition so completely, it might help, just a tiny bit. There are very few people, who have access to a TV or mobile media, who could not identify this man's picture as the monster who killed all those people.
For example, CNN, has the perpetrator's picture on, in some size, on air 100 percent of the time, except during commercials. I refuse to watch their coverage, because of it. Focus on the heroes and the victims, whose lives were taken away so cruelly. I'm know that I'm tilting at windmills here but I hate bad guys getting what they want.
In our profession we teach promoters and event managers how to prepare for and try to prevent negative incidents at entertainment events. The reality is a dedicated, irrational and deranged person may find their way around the best safety precautions. We cannot allow this one person keep us from living our lives. Police and professional security after thoughtful analysis will help venues such as movie theaters become safer. It will include better training of employees and possibly additional technology. The authorities that I have worked with over the years and who currently advise me are dedicated people, who in the course of their careers, have placed themselves in harms way to protect others. The Aurora First Responders were there within 90 seconds of the first phone calls. As always, those brave people rush to the events, as others are fleeing. We thank them for their heroic service. Can you imagine what it must be like for those police and EMTs dealing with the horrific crime scene?
There is one thing that I wish would change in the reporting by media after an event like this. These evil crazies chose soft targets trying to create the most victims in order to achieve the most media coverage. They want to become the most "famous" person in history. I wish the media would refrain from flashing the perpetrator's picture over and over again and over again. Obviously, they need to id the person, but maybe, if we could not allow ourselves to make this person's primary goal come to fruition so completely, it might help, just a tiny bit. There are very few people, who have access to a TV or mobile media, who could not identify this man's picture as the monster who killed all those people.
For example, CNN, has the perpetrator's picture on, in some size, on air 100 percent of the time, except during commercials. I refuse to watch their coverage, because of it. Focus on the heroes and the victims, whose lives were taken away so cruelly. I'm know that I'm tilting at windmills here but I hate bad guys getting what they want.
Friday, July 6, 2012
Events Manual Contest Winner
Meet One of Our Favorite Contest Winners
Ty Meek of Suntoucher Entertainment LLC
Suntoucher Entertainment LLC is a full service global Artist Booking and Event Consulting company, providing talent buyers top name recording artists for Tours, Concerts, Fairs, Festivals, Nightclubs, Casinos and Corporate events.
Ty formed the company in 1994. Suntoucher represents many of today's most in demand talent, and award winning musicians. His formidable roster is composed of established Classic and Legendary Recording Artists, Deejays, Comedians, and Celebrity Hosts as well as up and coming actors and Reality Show Stars. He specializes in the who's who of Classic R&B, Old School Hip-Hop, 80's Pop/Dance, Disco/House and Indie Soul artists.
His website is http://www.wix.com/tymeek/suntoucherent.
We have really enjoyed working with Ty. He's smart, knowledgeable and prizes ethical behavior, something sometimes in short supply in the concert business. Recently he added a record label to his list of accomplishments. Best wishes and much success in the future to Ty.
Friday, June 29, 2012
Sound Like a Pro: The B's
Concerts and Special Events:
Backline: band equipment rented for artists.
Backline crew: people who assemble and manage artists' equipment and instruments.
Conventions and Meetings:
Bermuda Plan: hotel accommodations with full American style breakfast included in the rate.
Bare Booth: a booth or stand without facilities or services. All services are added fees such as power, rods, curtains etc.
Associations and Nonprofits:
Bylaws: a legal document detailing how a nonprofit will act (self imposed rules) in it's day to day operations.
BMF: the IRS's list of more than 1.5 million nonprofits registered as tax-exempt organizations also known as the Business Master File.
Insurance:
Broad Form Insurance: coverage for multiple perils.
Binder: temporary insurance contract detailing and providing coverage until a permanent policy is issued.
Backline: band equipment rented for artists.
Backline crew: people who assemble and manage artists' equipment and instruments.
Conventions and Meetings:
Bermuda Plan: hotel accommodations with full American style breakfast included in the rate.
Bare Booth: a booth or stand without facilities or services. All services are added fees such as power, rods, curtains etc.
Associations and Nonprofits:
Bylaws: a legal document detailing how a nonprofit will act (self imposed rules) in it's day to day operations.
BMF: the IRS's list of more than 1.5 million nonprofits registered as tax-exempt organizations also known as the Business Master File.
Insurance:
Broad Form Insurance: coverage for multiple perils.
Binder: temporary insurance contract detailing and providing coverage until a permanent policy is issued.
Thursday, June 28, 2012
Sound Like a Pro: The A's
In order to be a professional in Concerts, Festivals and Special Events, you will need to use the terms from a number of fields. We will fill you in from A to Z ( wait until you see the X's and Z's!).
The A's
Concerts and Special Events:
Advance Person a person who goes to each location before the artists and crews arrive to verify that all the arrangements have been handled as ordered; assists the Road Manager.
Avails (available dates) referring to a venue's open dates.
Conventions and Meetings:
ATA Carnet an international customs document that allows tax free and duty free import of goods temporally for up to one year. It covers samples, goods for presentation and equipment to be used at conventions, trade shows and exhibitions. Items that are consumed or meant to be disposed of and not returned to point of origin are not covered. ATA is an acronym for "Admission Temporaire/Temporary Admission (French/English).
Abstract also known as a Call for Papers, summaries of speeches or presentations submitted by persons desiring to become presenters for programs at conventions and trade show meetings.
Associations and Nonprofits:
Annual Fund yearly program organized to obtain gifts (tax deductible to donors) to help support the general day to day operations of a nonprofit.
Articles of Incorporation a legal doc that creates a specific type of organization, in this case a tax exempt, under the laws of the IRS and a specific state.
Insurance:
Active Participant person(s) such as an entertainer or band, or other key person, whose absence from a planned event would trigger a benefit (payment to promoter) if the event needs to be cancelled or postponed.
Actual Cash Value cost of replacing damaged or destroyed property with comparable new property, minus depreciation and obsolescence. For example, a 5 year old computer or amp would not be replaced at current full value because of 5 years of depreciation.
The A's
Concerts and Special Events:
Advance Person a person who goes to each location before the artists and crews arrive to verify that all the arrangements have been handled as ordered; assists the Road Manager.
Avails (available dates) referring to a venue's open dates.
Conventions and Meetings:
ATA Carnet an international customs document that allows tax free and duty free import of goods temporally for up to one year. It covers samples, goods for presentation and equipment to be used at conventions, trade shows and exhibitions. Items that are consumed or meant to be disposed of and not returned to point of origin are not covered. ATA is an acronym for "Admission Temporaire/Temporary Admission (French/English).
Abstract also known as a Call for Papers, summaries of speeches or presentations submitted by persons desiring to become presenters for programs at conventions and trade show meetings.
Associations and Nonprofits:
Annual Fund yearly program organized to obtain gifts (tax deductible to donors) to help support the general day to day operations of a nonprofit.
Articles of Incorporation a legal doc that creates a specific type of organization, in this case a tax exempt, under the laws of the IRS and a specific state.
Insurance:
Active Participant person(s) such as an entertainer or band, or other key person, whose absence from a planned event would trigger a benefit (payment to promoter) if the event needs to be cancelled or postponed.
Actual Cash Value cost of replacing damaged or destroyed property with comparable new property, minus depreciation and obsolescence. For example, a 5 year old computer or amp would not be replaced at current full value because of 5 years of depreciation.
Friday, May 25, 2012
There's An Association For That or TAAFT!
- Are you starting a career or business in event planning and production?
- Do you want to advance your current career or business in event planning and production?
- Do you want to move up to a higher paying prestigious position in professional fundraising?
There's an Association for that........... TAAFT
- Do you want to become a sports promoter? TAAFT!
- Do you want to promote concerts? TAAFT!
- Do you want to work technical backstage? TAAFT!
- Do you want to promote film, book, music, art or ethnic festivals? TAAFT!
- Do you want to find a booking agent or become one? TAAFT!
- Do you want to find a safe, well managed venue? TAAFT!
- Do you want to find a professional and well qualified security company? TAAFT!
- Do you want to find an entertainment attorney? Event Insurance? TAAFT!
- www.ises.com International Special Event Society
- www.iavm.org International Association of Venue Managers
- www.natb.org National Association of Ticket Brokers
- www.plasa.org Intl Association for those who supply technologies and services to event, entertainment and installation industries
- www.ieba.org International Entertainment Buyers Association
- www.eventplannersassociation.com Event Planners Association
If you want to work in Nonprofits or want to advance your career while making the world a better place look into:
- www.afpnet.org Association of Fundraising Professionals
- www.asaecenter.org The Center for Association Leadership
- www.snpo.org Society for Nonprofit Organizations
- www.ynpn.org Young Nonprofit Professionals Network
- www.uschamber.com/institute Institute for Organization Management
In my book, I provide these links and hundreds more. Soon, we are starting our website membership organization, "Standing Room Only" dedicated to helping those of you who want to participate professionally in production of live entertainment. Please leave your name on our contact form or better yet download our free budget form and we will include you in! We are going to be bringing in experts from every facet of the industry to provide you information earned over many years in their respective fields.
If you're an entertainment or nonprofit association that wants to be listed in our resource directory contact me at www.eventsmanual.com.
Thursday, May 17, 2012
Keeping Your Promotion Business or Nonprofit Prepared for Emergencies
Takeaway: Keeping your operations going with as little disruption and loss as possible.
The following are elements of a basic business, nonprofit or event Emergency Preparedness Plan:
1. Decide who will manage the operations in case of emergency. This person should be thoroughly trained and be a cool deliberate decision maker. Assemble all of the important contact information for key managers. Have a back-up person designated in case the Emergency Manager is unavailable. Not taking this step was identified as a significant problem that contributed to the Indiana State Fair Tragedy.
2. Assemble (in redundant formats, hard copies as well as technological) emergency information of local authorities including police, medical, fire, insurance and weather.
3. Conduct a Risk Assessment: define what needs to be protected; people, equipment including stages, lighting, sound, tents etc., venue or office facilities, activities such as a midway, tents and all other valuable assets. Risks generally fall under natural or man-made, severity from life threatening/non-life threatening. You may find a complete analysis guide in the Security Chapter in our book Successful Secrets of Concert, Festival and Special Events Productions. Juan Farach, the Emergency Management Coordinator of the City of Sunrise, Florida recommends "You can never plan for or afford assets for every single possibility that might happen, however, your guiding principal should be what is most likely to happen and how can we deliver the most assistance to the most people/assets first?"
4. For your business or nonprofit, develop team members who on a regular basis, review your Emergency Plan and make revisions. It is especially important to keep contact information updated. Update the master list of employee emergency information as people join or leave the organization. Periodically, at least every six months, update each persons' contact lists. People often move or change telephone numbers, especially cells.
5. Share the costs and resources with those who share the same risks. For example, other businesses or organizations in your building, building managers, neighbors or local CERT (Citizens Emergency Response Teams) groups.
6. Analyze and determine which operations are a priority to safeguard and/or restore, who will manage those activities, steps to accomplish and what assets will be needed such as funds, technology, supplies and personnel.
7. Assemble, again in multiple formats, lists of critical suppliers, business contacts, vendors of supplies that you need and contractors such as IT, staging, lighting, sound, building or electrical.
8. Cyber Security: regularly back up critical files, have a backup computer at special events as well as at your primary business location. Keep your software protection updated and have your hardware secured also. Especially keep track of memory sticks, who has them and what they are allowed to store.
9. Develop a "shelter in place" plan as well as evacuation plans. For shelter in place, designate the safest room in the building and equip it with supplies such as water, food, first aid, communications devices such as weather radios and other materials to weather the emergency. For each office, venue or even your own home, identify how to efficiently evacuate all persons if need be, how long it will take to accomplish the operation, what impediments exist such as pinch points (entrances and exits), where people will go (make sure that the second location will be unlocked if needed). The Emergency Manager, should have the responsibility and authority to make the decision to when to evacuate (under what specific conditions and how soon). This was another area of weakness identified by the consultants who analyzed the Indiana State Fair Tragedy.
10. Practice emergency procedures, before every event and hold meetings with critical personnel to update any changes or significant new decisions. Have a detailed communications plan that insures all personnel get the updates quickly. Practices should identify possible problems and weaknesses. Each concert, festival or special event should have it's own Emergency Preparedness Plan. Even if the event is one of a series at the same venue, update the plan each time the event is held. At your office or home, practice at least once a year. Make sure each employee or family member knows what to do and where to go and how to communicate that they are safe.
The following are elements of a basic business, nonprofit or event Emergency Preparedness Plan:
1. Decide who will manage the operations in case of emergency. This person should be thoroughly trained and be a cool deliberate decision maker. Assemble all of the important contact information for key managers. Have a back-up person designated in case the Emergency Manager is unavailable. Not taking this step was identified as a significant problem that contributed to the Indiana State Fair Tragedy.
2. Assemble (in redundant formats, hard copies as well as technological) emergency information of local authorities including police, medical, fire, insurance and weather.
3. Conduct a Risk Assessment: define what needs to be protected; people, equipment including stages, lighting, sound, tents etc., venue or office facilities, activities such as a midway, tents and all other valuable assets. Risks generally fall under natural or man-made, severity from life threatening/non-life threatening. You may find a complete analysis guide in the Security Chapter in our book Successful Secrets of Concert, Festival and Special Events Productions. Juan Farach, the Emergency Management Coordinator of the City of Sunrise, Florida recommends "You can never plan for or afford assets for every single possibility that might happen, however, your guiding principal should be what is most likely to happen and how can we deliver the most assistance to the most people/assets first?"
4. For your business or nonprofit, develop team members who on a regular basis, review your Emergency Plan and make revisions. It is especially important to keep contact information updated. Update the master list of employee emergency information as people join or leave the organization. Periodically, at least every six months, update each persons' contact lists. People often move or change telephone numbers, especially cells.
5. Share the costs and resources with those who share the same risks. For example, other businesses or organizations in your building, building managers, neighbors or local CERT (Citizens Emergency Response Teams) groups.
6. Analyze and determine which operations are a priority to safeguard and/or restore, who will manage those activities, steps to accomplish and what assets will be needed such as funds, technology, supplies and personnel.
7. Assemble, again in multiple formats, lists of critical suppliers, business contacts, vendors of supplies that you need and contractors such as IT, staging, lighting, sound, building or electrical.
8. Cyber Security: regularly back up critical files, have a backup computer at special events as well as at your primary business location. Keep your software protection updated and have your hardware secured also. Especially keep track of memory sticks, who has them and what they are allowed to store.
9. Develop a "shelter in place" plan as well as evacuation plans. For shelter in place, designate the safest room in the building and equip it with supplies such as water, food, first aid, communications devices such as weather radios and other materials to weather the emergency. For each office, venue or even your own home, identify how to efficiently evacuate all persons if need be, how long it will take to accomplish the operation, what impediments exist such as pinch points (entrances and exits), where people will go (make sure that the second location will be unlocked if needed). The Emergency Manager, should have the responsibility and authority to make the decision to when to evacuate (under what specific conditions and how soon). This was another area of weakness identified by the consultants who analyzed the Indiana State Fair Tragedy.
10. Practice emergency procedures, before every event and hold meetings with critical personnel to update any changes or significant new decisions. Have a detailed communications plan that insures all personnel get the updates quickly. Practices should identify possible problems and weaknesses. Each concert, festival or special event should have it's own Emergency Preparedness Plan. Even if the event is one of a series at the same venue, update the plan each time the event is held. At your office or home, practice at least once a year. Make sure each employee or family member knows what to do and where to go and how to communicate that they are safe.
Monday, April 30, 2012
St. Louis Tent Collapse
I was just about to post the next blog in the emergency planning series, when I learned of the collapse in a storm of a large tent at Kilroy's Sports Bar last weekend: http://www.mercurynews.com/sports-headlines/ci_20508159/1-dead-after-storm-blows-down-st-louis. It is eerily similar to what happened at the Indiana State Fair. In a matter of seconds, the strong gusts of an oncoming storm upended the tent, killing one man, sending seventeen to hospitals, five of them in critical condition and 100 needing some kind of on site medical attention. The tent had been permitted and inspected according to local requirements. The investigation is just beginning, however we are entering the tornado season in the Midwest and the hurricane season in the U.S. coasts. That's millions of people in possible jeopardy at thousands of events: concerts, graduations, festivals, fairs, and sporting events as well as smaller gatherings. As a promoter or organizer of any event, especially outdoors, tragedy can happen in seconds, but pre-planning and timely execution of emergency procedures can and will save lives. It doesn't matter if 200 or 20,000 are at your event. You must be vigilant and prepared. I do think patrons are in part responsible to make decisions regarding their own welfare but once you assume the responsibility for others, you do just that. You are responsible to know when and how to protect your patrons and guests.
My next blog will be the elements of emergency preparedness plans for your business and the last will be how to make effective emergency plans for events.
My next blog will be the elements of emergency preparedness plans for your business and the last will be how to make effective emergency plans for events.
Tuesday, April 24, 2012
Indiana State Fair Stage Collapse Reports
The reports are in on last year's tragic stage collapse, that killed 7 and left many severely injured. There seems plenty of blame to go around. Officials from the State of Indiana say this is not about fixing blame, just improving operations. In the real world, attorneys for the dead and injured file lawsuits to do just that. The promoter, the staging company, Sugarland and the State of Indiana have all been named in lawsuits. Some (but not all) of the take aways from the reports include:
- Incomplete and underdeveloped emergency plans and procedures
- No clear chain of command and no single designated person with the authority and responsibility to pull the plug on a show to insure public safety
- Poor communications and record keeping in meetings, of who attended and what decisions were made by specific persons
- The stage was not up to code to withstand mandated wind loads
- The state of Indiana adopted outdated code models and eliminated many inspection requirements
- The lateral support rigging was inadequate to handle the wind load once the roof tarp, LED screen and other equipment were added
- Inadequate use of available technology and expertise
You may read the reports and download them from the following links:
Over the next several days I will examine some of those recommendations in detail to help you avoid these types of problems and liability issues in your production or fundraising business. You do not have to have 12 thousand people at your show to end up with mass casualties and injuries and a moral and legal nightmare that lasts for years.
How do you prepare to keep your patrons safe? What is the chain of command in your company/nonprofit project management? How do you know the stage and rigging is safe? What do you do if there is oncoming severe weather? Are your plans adequate?
Tuesday, January 31, 2012
5 Secrets to Successful Venue Selection
Choosing a venue for your event is one of the most important elements to be determined early in the planning process. Here are 5 important considerations to help choose the best venue.
1. How well will the venue fit the event(s)? What is the type of event: is it a concert, meeting, festival, trade show, conference or combination? What are the advantages of outdoors vs indoors? Can a combination of both make for an attractive event? If you go outdoors, can you obtain all the needed equipment, sound, stage, etc. within your budget? What if it rains? If indoors, is there enough space, is it easily accessible with all of the features that you need? Will you need to spend more money on staging, equipment etc. to make the venue work for the event? A little or a lot?
2. What is the profile of your audience: age ranges mostly adults, teens, families, mostly male or female or both, expected behaviors? Is it a hip-hop or heavy metal crowd or a symphony or adult conference group? Keep in mind, some people who are normally very responsible behave less so when out of town. Is this venue equipped to handle that type of audience? Are most attendees expected to be local or from out of town? How close is the venue to mass transportation and the hotels where they will be staying?
3. If a similar event has been held, in the last 6 months to a year, research its results. For example, is the talent on tour currently or at least recently? Where at? (Is the area similar to yours?) Have they dropped a new CD recently, appeared on TV or won awards, provided music for a movie? Was the recent tour a full multi-city or just one or two limited events? Was there a supporting act, who appeared at all or most of the dates? How popular are they, and are they a package deal? What percent of the house sold and at what prices? What kind of venues were the events held at, arenas/stadiums, convention/conference centers, clubs; and is your proposed venue like them? Can you make a fair comparison of the venues? Are there many competing events scheduled within your area? If comparing trade shows or conferences, how well attended were they? Will it be held again (a sign of success)? Was the press favorable?
4. Analyze the venues in your proposed area. What is each venue's reputation, both with attendees and promoters. Read all of the PR, check with local Police and Fire departments, check the industry trades such as Venues Today, Pollstar or Billboard. Request the Promoter's package, follow up with questions to clarify anything that you don't completely understand. Do you get prompt answers and real cooperation? Does it feel like it will be a teamwork relationship or is it take it or leave it, we don't care either way? I recently interviewed Michael Yormark, President and COO of the Bank Atlantic Center in Sunrise, Florida. The Center is ranked (as of 10-12-11) as number 9 in the US and number 20 in the world according to Pollstar. The company has achieved that exceptional rank by fostering teamwork within the organization, from part timers to the executive suite. Mr. Yormark stated, "A venue is more than a physical space, walls, stage, seating etc. When you select a venue, you are choosing a business relationship. You will be successful if you can find a way to identify your common goals, to make money, to work together to provide the best guest experience. It always is about teamwork. People outside of the business assume that venues and promoters make millions on every show. They don't take into account all of the costs of labor, equipment, advertising, administration and on and on. Yes, you can make excellent money in the entertainment business, however, it is not a get rich quick scheme. As always, one has to learn how to plan, execute that plan and learn from both mistakes and successes." Other considerations include can you afford your targeted venue within your budget or will you need to reduce costs somewhere else to afford it? Will doing that negatively impact the quality of your event? Compare the costs with other venues, both local and state wide. Make sure that you get a list of all fees, add-ons, costs for services and approved vendors. Analyze the vendors and service providers in the same way. What is the venue's sustainability policies? Are their efforts real or green washing? Will they conform to your standards and requirements? Does the layout facilitate success, ease for attendees making it a pleasurable experience? Is it kept it good repair, somewhere you would be proud to attach your name to?
5. How well is the venue and it's staff prepared for emergencies? Once an emergency happens, the promoter relinquishes authority to local Police and Fire Departments. Do they have a good reputation, and experience with events like yours? How well trained is venue staff and security? Is the venue well equipped with emergency supplies, fire fighting equipment etc.? A good PA system to communicate with attendees to reduce the likelihood of panic? Are there multiple entrances and exits to evacuate people who are injured, or if need be the entire venue in an orderly way. Ask to see the evacuation plan. Remember, you too may be sued in the event of a disaster. You will need to prove that you have taken every reasonable precaution available to safeguard attendees and employees. Research any incidents that may have take place over the past 5 years. What was the nature of the event, how well was it handled? Did it result in injuries, property damage? Were there lawsuits filed, and who won them? How has the venue improved since then? Was the incident the result of poor planning and careless execution or a result of not being able to plan for every single contingency that could possibly happen. You will always be limited by budget and available personnel and equipment.
Of course, this does not speak to each and every issue, but unless you get the right answers to these questions maybe you should take a pass.
1. How well will the venue fit the event(s)? What is the type of event: is it a concert, meeting, festival, trade show, conference or combination? What are the advantages of outdoors vs indoors? Can a combination of both make for an attractive event? If you go outdoors, can you obtain all the needed equipment, sound, stage, etc. within your budget? What if it rains? If indoors, is there enough space, is it easily accessible with all of the features that you need? Will you need to spend more money on staging, equipment etc. to make the venue work for the event? A little or a lot?
2. What is the profile of your audience: age ranges mostly adults, teens, families, mostly male or female or both, expected behaviors? Is it a hip-hop or heavy metal crowd or a symphony or adult conference group? Keep in mind, some people who are normally very responsible behave less so when out of town. Is this venue equipped to handle that type of audience? Are most attendees expected to be local or from out of town? How close is the venue to mass transportation and the hotels where they will be staying?
3. If a similar event has been held, in the last 6 months to a year, research its results. For example, is the talent on tour currently or at least recently? Where at? (Is the area similar to yours?) Have they dropped a new CD recently, appeared on TV or won awards, provided music for a movie? Was the recent tour a full multi-city or just one or two limited events? Was there a supporting act, who appeared at all or most of the dates? How popular are they, and are they a package deal? What percent of the house sold and at what prices? What kind of venues were the events held at, arenas/stadiums, convention/conference centers, clubs; and is your proposed venue like them? Can you make a fair comparison of the venues? Are there many competing events scheduled within your area? If comparing trade shows or conferences, how well attended were they? Will it be held again (a sign of success)? Was the press favorable?
4. Analyze the venues in your proposed area. What is each venue's reputation, both with attendees and promoters. Read all of the PR, check with local Police and Fire departments, check the industry trades such as Venues Today, Pollstar or Billboard. Request the Promoter's package, follow up with questions to clarify anything that you don't completely understand. Do you get prompt answers and real cooperation? Does it feel like it will be a teamwork relationship or is it take it or leave it, we don't care either way? I recently interviewed Michael Yormark, President and COO of the Bank Atlantic Center in Sunrise, Florida. The Center is ranked (as of 10-12-11) as number 9 in the US and number 20 in the world according to Pollstar. The company has achieved that exceptional rank by fostering teamwork within the organization, from part timers to the executive suite. Mr. Yormark stated, "A venue is more than a physical space, walls, stage, seating etc. When you select a venue, you are choosing a business relationship. You will be successful if you can find a way to identify your common goals, to make money, to work together to provide the best guest experience. It always is about teamwork. People outside of the business assume that venues and promoters make millions on every show. They don't take into account all of the costs of labor, equipment, advertising, administration and on and on. Yes, you can make excellent money in the entertainment business, however, it is not a get rich quick scheme. As always, one has to learn how to plan, execute that plan and learn from both mistakes and successes." Other considerations include can you afford your targeted venue within your budget or will you need to reduce costs somewhere else to afford it? Will doing that negatively impact the quality of your event? Compare the costs with other venues, both local and state wide. Make sure that you get a list of all fees, add-ons, costs for services and approved vendors. Analyze the vendors and service providers in the same way. What is the venue's sustainability policies? Are their efforts real or green washing? Will they conform to your standards and requirements? Does the layout facilitate success, ease for attendees making it a pleasurable experience? Is it kept it good repair, somewhere you would be proud to attach your name to?
5. How well is the venue and it's staff prepared for emergencies? Once an emergency happens, the promoter relinquishes authority to local Police and Fire Departments. Do they have a good reputation, and experience with events like yours? How well trained is venue staff and security? Is the venue well equipped with emergency supplies, fire fighting equipment etc.? A good PA system to communicate with attendees to reduce the likelihood of panic? Are there multiple entrances and exits to evacuate people who are injured, or if need be the entire venue in an orderly way. Ask to see the evacuation plan. Remember, you too may be sued in the event of a disaster. You will need to prove that you have taken every reasonable precaution available to safeguard attendees and employees. Research any incidents that may have take place over the past 5 years. What was the nature of the event, how well was it handled? Did it result in injuries, property damage? Were there lawsuits filed, and who won them? How has the venue improved since then? Was the incident the result of poor planning and careless execution or a result of not being able to plan for every single contingency that could possibly happen. You will always be limited by budget and available personnel and equipment.
Of course, this does not speak to each and every issue, but unless you get the right answers to these questions maybe you should take a pass.
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