Extreme Event Checklist
If you are considering hosting an Extreme Concert for next year or planning an event of your own, the following timetable and promotional guidelines can maximize the impact and attendance of your event.
Basic Marketing Overview:
12 WEEKS OUT
Contact talent, sign contracts,project expenses, review riders and make deposits.
Meet with sponsors, concert committee & promotions committee to finalize promotional strategy.
Finalize ticket prices.
Reserve any equipment (refer to artist's rider) such as sound, staging and lighting.
10 WEEKS OUT
In house ticket sales program and teams confirmed.
Outside Ticket sales program and teams confirmed.
Promotional materials ordered.(posters, flyers, tickets, radio/TV spots, etc.)
Radio/TV spot schedule determined with sales office of radio/TV station.
Contact local newspapers about featuring a story on an artist and the concert.
Begin running "teaser" radio spots announcing concert and on sale date.
6 WEEKS OUT
Tickets should go on sale, if not done so before now.
Promotional materials (flyers, posters, etc.) distributed.
Confirm ad placement and cover stories.
Send group email to potential ticket buyers.
5 WEEKS OUT
Direct mail piece should be sent. It is helpful to utilize direct mail companies that can do target mailings to specific demographics. Please target churches in this mailing as well.
Flyers should be placed in local church bulletins.
Contact local youth pastors/music ministers regarding special group rates, contests, meeting times, etc.
4 WEEKS OUT
Begin full radio advertising campaign and establish contest/giveaway schedule.
Any event day personnel needing to be hired, should be contacted at this time.
Contact caterer and identify menus and number of meals.
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