Artist:__________________
Opening Act: ___________
Ticket Price:_____________Date:______________
Gross Potential:___________Time:_____________
Facility:_________________Capacity:___________

The following items can be handled on or before the time suggested on this schedule. In many cases, shorter deadlines also are equally realistic.

40-60 Days Before Show
-Select your date. Whenever possible, choose alternates dates(especially
week days) to increase your chances of securing the act.
- Reserve facility for all selected dates. Facility must be completely available
starting at 1 p.m. on day of show.
-If required, have show approved by school administration. Secure any necessary
permits.
-Call Pretty Polly to find out artist availabilities and fees. Determine now if you
can meet artist’s technical rider demands(stage size, power requirements, etc.)
-Select artists in order of preference. Always have back-up choices in case
your initial bid is not accepted.
-Reconfirm you concert negotiations with school administration.
-Make offer via fax to Pretty Polly. (781)894-9696
30-35 Days Bfore Show
-Plan your ad campaign.
-Get confirmation of artist’s appearance.
-Arrange for ticket printing and distribution.
-Get as much free advertising as possible. Pretty Polly will arrange for promo material from the record company.
-Select and organize staff(stage hands, ushers, ticket takers, hospitality crew,etc.).
-Order security(private and local police, fire dept.)

25 Days Before Show
-Get approval for ads/T-shirts-Place all advertising and begin promo campaign(press releases, postering, etc.)
-Place tickets in all outlets.
-Deal with technical rider. Be sure to take advantage of Pretty Polly’s technical services.
-You should have received contracts by now. Have them signed and returned.
-If you plan to use t-shirts, order them now. Pretty Polly will provide backstage passes.

15 Days Before Show
-Check on ticket sales, and adjust advertising if necessary.
-Select persons to organize dressing rooms. Attention to detail is important here-
e.g. towels, fresh coffee, ice, trashcan liners, tablecloths, etc.

10 Days Before Show
-Doublecheck facility and all technical requirements. Is everything set for opening act?

3 Days Before Show
-Hold organizational meeting. Give the entire staff a written plan of where and when they should be available.
-Double-check electrician’s arrival time.
-Select m.c. and house light person.

Day of Show
-Brief staff and distribute I.D. materials.
-Close ticket outlets, collect cash, and prepare box office for evening rush. Be sure
to have change.
-Pick up checks for all those to be paid at show.
-Make sure the set up is going on schedule.

Night of Show
-Enjoy yourself because you’ve planned a successful show.
-Be certain all necessary personnel are on duty until their appointed times.
-Is a clean-up crew required by school officials?
-Thank yous to those deserving.

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