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To use and edit this file, save a copy to your Google Drive or download as an excel file
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Show Name:Deal & Promoter:
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Date & TIme of Show:Marketing Contact:
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Advertising Budget:
Budgeted Tickets To Sell:
No. of Marketing Comps:
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Announce Date:On Sale Date:
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Pre-Sale Fan Club/Artists:Pre-sale Venue:Pre-sale Other:
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COMPLETEDATETASKSTATUS / NOTES / DATE COMPLETED
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Announcement of the Show
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Event Booking Notice
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Marketing AssetsCollect from tour/promoter: advertising budget, marketing letter, graphics, press release/artist bio, press photos, where to order or download artwork, radio and tv spots, number of marketing comp tickets, and VIP packages info. The Box Office Manager should have VIP info.
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Order: Admat, Radio, & TV SpotsMost commonly ordering admat, radio, tv spots through Tour Designs, Bill Young Productions, or Global Tour Designs. If a show is a rental send promoter Venue Asset Guide for them to create graphics and have them send you the tv spot and radio IF you are doing marketing
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Press Release□ Localized □ Approved on: □ Sent to media on:
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Confirm with Box OfficePricing, Map, Pre-sale/On-sale, 3rd Party Activations (credit card pre-sales or fan club), VIP Packages, ticket limits
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Seat Licensing Holder NotificationIn body of email include deadline to purchase
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Localize Graphics*See graphics section
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Submit to Local Event Sites *After public announce□ Event Websites □ Newspaper Entertainment Writers □ Influencers
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Add to Event List□ Website □ Running list of events that is in the shared marketing folder
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Advertising
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Create Marketing Plan Approved by □ MKTG □ Promoter □ Agent
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Create a Promotion One Sheet *Not needed for every show, good to have when it's a show you know you will need to push
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Request For Proposal (RFP) Radio
*Request social mentions, eblast, all digital assets and 3rd party sponsorships
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RFP TV*Request same as above
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RFP Digital: Social Media, Retargeting, YouTube, or Influencer
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Send Radio & TV SpotsSend spot to stations we purchased with & share press release, graphics, etc.
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Interview Requests for ArtistsSubmit to publicists of tour/artists (usually on press release) OR if you're contacted with opportunity first pitch to the media you purchased with, then newspaper, then everyone else
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Ticketing
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Came From Code (CFC) links created and turned into Bit.ly Links□ Ticket Link Added □ Social Media □ Paid social or digital link □ Media Partners: if needed, especially for pre-sales and digital campaigns
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Set Up Daily Ticket Sales Report□ Email Reports (for yourself, promoter, etc.) □ Add ticket tracker to marketing plan
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Website
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Event Page Created □ Bag Policy □ COVID Policy
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Ticketing□ Link on website event page □ Group/Student/Military Discount(s)
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VIP□ Add VIP info section □ Include Prices □ Update when sold out or off sale
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COMPLETEDATETASKSTATUS / NOTES / DATE COMPLETED
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Social Media
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Announce□ FB □ IG □ IG Stories □ Twitter
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Facebook Event□ Create □ Post KBYG □ Share photo album in FB Event
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Pre-Sale Promo Code Released□ FB □ IG □ IG Stories □ Twitter
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On Sale□ FB □ IG □ IG Stories □ Twitter
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Contest(s)□ Create □ Publicise □ Pull Winner Tickets □ Email non-winners
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Organic Posts□ 8 - 6 weeks out increase posts □ Month Away Post □ Week Away Post
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Day of Show Engagement□ Post Know Before You Go (KBYG) on FB/Event/IG □ IG Stories
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E-Blasts
Presale Offer Week of Day of Thanks
 OfferMonth Away
KBYG (2 days prior)
Thanks
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Email created
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List Pulled
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Email(s) sent
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Graphics
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In Venue□ Web Ft □ Web Thumb □ Marquee □ Poster (optional) □ Lobby □ Lobby DOS w/#
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Public□ Fliers □ Newspaper □ Airport Ads
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Social Media□ Facebook □ Instagram □ Twitter □ FB Cover Photo Day of
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Promos
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General Offers□ Confirm w/ Box Office □ Set Up Codes □ Send Eblast (minus current buyers)
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Flyering □ Contact Street Team □ Deliver Flyers □ Photo Proof □ Pay Street Team
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Papering (Giving Out Comp Tickets)Collect Will Call List - VetTix, YELP, Charities, etc.
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General Contesting On Socials or Through Eblast/Newsletter□ Create Event & ETW digital contest (through Shortstack) □ Publicise □ Get Tix in Advance of Event □ Email non-winners
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Pre-Hype Events□ Create Event & ETW digital contest (through Shortstack) □ Publicise □ Eblast about event □ Get Tix in Advance of Event □ Email non-winners
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Week Before Show
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Media Requests Send to Tour or Artists Publicists
□ Submit house photographer requests □ Any additional media requests
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Marketing AdvanceSend to FOH Manager - Include approved photographers, media (radio/TV) in attendance, and VIP activations **include security needs
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Send the know before you go (KBYG) email □ VIP week & 5 days in advance □ General KBYG 2 business days in advance
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Ad Pack□ Put packet together all final invoices and/or a pre-bill of spots yet to run □ Create adpack cover sheet in event folder □ Submit to promoter for approval □ Once approved print out full ad pack and give to promoter and save digital copy in event folder
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Group Sales (If Applicable)Commission sent to Finance for □ Group Sales Mgr. □ 3rd party commission
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Post Show Wrap Up
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Photos of Show□ Save photos to computer □ Share photos on socials □ Create a reel from IG stories and post to feed
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Send Thank You Eblast to BuyersInclude link to photos from show, links to upcoming events, and any other CTA you may want to add like give us a review on Google
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Save Show Documents to Computer□ Marketing Plan □ Sales by day □ Guest List □ Scan in this checklist
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Add Guest List to General NewsletterIf you have permission to do so add the names of those who have opted in to receive more info from you to your general/main newsletter subscribers
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Download Marketing Plan
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Clean Up Google DriveIf you use Google Drive to store press photos, art, etc. with others delete the files
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Marketing Recap
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Pre-sale Codes
Purchases
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Fan Club/Artists
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Eblast
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Socials
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Radio
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OfferCodes
Purchases
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Save $10STYLE - Influencer Nina
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Save $10SOLD - Relator
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Save $10LIVE - Past Buyers If Needed
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