Live and Local

How To: a weekly guide

You don’t need a large budget to make your Live and Local event a success. But it is important to give yourself enough time. We recommend you start preparing three months beforehand.

Note – many of these steps happen at the same time. Soon we will provide more detailed information event management, liaising with artists, working with venues and promoting your Live and Local event.

Week 1 – 2: PLANNING

  1. Choose an event producer
  2. Set budget
  3. Identify and contact a ‘host’ event to run alongside Live & Local
  4. Identify the location for the event
  5. Identify suitable venues
  6. Engage and contract event team i.e. event manager, publicist, booking agent or curator

Week 2 – 4: EVENT ENGAGEMENT

  1. Approach venues
  2. Approach funding and sponsor groups
  3. Visit and walk through the site of the event with your team
  4. Identify and approach artists
  5. Issue contract to venues
  6. Issue contract to sponsors and funding groups
  7. Issue contract to artists
  8. Liaise with local council and police regarding the event

Week 3 – 11: MARKETING AND PRODUCTION

  1. Launch publicity and social media engagement plan
  2. Build production plan and schedule
  3. Book required backline and production
  4. Send out worksheets to venues and artists
  5. Finalise event assets e.g. print posters, maps, set times, booklets
  6. Finalise event site and inspect venues
  7. Distribute posters and set times to venues and stakeholders
  8. Do a final media push
  9. Build media schedule for the event day

ON THE DAY

  1. Brief your team i.e. talk through the day’s events and distribute the operations manual
  2. Load in production to venues and set up
  3. Launch event for artists, stakeholders, funding partners and VIPs
  4. Open venues for performances
  5. Engage media throughout the day
  6. Load out production at the end of the event
  7. Walk through venues with venue representatives

Week 12: POST EVENT

  1. Collect invoices and coordinate all due payments
  2. Send out surveys about the event to venues, sponsors, artists, funding groups and the host event
  3. Collate event report, surveys, media report and final budget and distribute to all related stakeholders

 

EVENT PLANNING : WEEK 1 – 2
EVENT ENGAGEMENT : WEEK 2 – 4
MARKETING AND PRODUCTION : WEEK 3 -11
EVENT DAY
POST EVENT : WEEK 12