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Promoters Guide

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Guidelines To Promoting A Successful Christian Concert

[vc_column_text]Promoting Christian Concerts can be a fun and rewarding experience but doing it the right way is key!  Make sure you seek advice and prayer from 4 to 6 people before you make the decision to promote a concert, then CONTACT US so we can help and support you in organizing the event.  Then follow the below guidelines with passion, perseverance, and most importantly, BE EXCITED!  God is going to do big things for your community through this event! Remember Facebook is a great tool to use in promoting your event. Facebook ads are cheap and target only the demographic you choose. Get a street team together to blitz the event over all available social media outlets.[/vc_column_text][/vc_column][/vc_row][vc_row][vc_column width=”1/1″]

14 Weeks From Day Of Show

  1. TICKET SALES:  This is one of the most critical steps in the process.  CONTACT US so we can help you set up your online ticketing platform as well as get you set up to sell tickets for your event through Facebook.  The next step is to set up ticket outlets at bookstores and churches.  All they need is web access.  We handle the rest.  Be sure to list all of the locations you are selling tickets on all of your promotional materials.
    Have your tickets printed.  We can print hard tickets for you to have at your church or event to sell.  Often the cost of this will be absorbed by a local business in exchange for using their logo on the ticket.  We offer three different locations you can print sponsors logo’s on your event’s tickets.  You might even work a deal whereby the ticket stub is used as a discount coupon for their customers. Contact us for all of your online ticket needs. Contact Trinity Tickets.
  2. RADIO: Contact the local Christian radio station about advertising and possibly having your artist does an interview to promote your event.  Get rates and ask for discounts and special promotion policies.  Explore all public service announcements options with radio stations and TV stations.  See what other upcoming concerts they may know about or be involved with in your area so that you can possibly promote your event at theirs.
  3. DIRECT MAIL: Make arrangements to do a direct mail campaign.  You should try to mail to as many churches as possible in order to saturate your market (MORE IS BETTER).  You can always create your own list by Googling churches in your area, which can be time consuming but is FREE, and the list you create could be very valuable for future concerts.  When it comes time to do the mailing, CONTACT US as we can help put together a great marketing piece for your event and offer competitive mailing rates.
  4. FACEBOOK: With over 600 Billion people using Facebook it’s a must for promoting your event. Creating a Facebook Ad only takes about 5 minutes. You choose the target audience and only pay when someone clicks your ad. Using the Facebook demographic tools you set up your ad to only show to people of your choosing. It’s a great tool to advertise your event to thousands with very little out of pocket expense.

It is vital that your mailings arrive at least six weeks prior to the concert.  When sending a mailing of this size you can usually get a bulk rate discount.  Use your churches non-profit permit to get the lowest postal rate possible.  You must give the post office a substantial amount of time to ensure your mailing arrives on the determined schedule – remember, bulk mail usually takes two to three weeks to be fully delivered.  Be sure to go talk to the Post Office first about bulk mail minimums before you mail.[/vc_column_text]

8 to 12 Weeks From Day Of Show

[vc_column_text]Distribute all promotional materials.  Should you decide to distribute hard tickets, be sure to get receipts and create a ticket manifest so proper accounting can easily be made when you collect the proceeds from their sales.  If you give them 100 tickets, record the beginning and ending numbers on the tickets and get the store to sign an affidavit that states such. Ask local pastors and youth pastors to so a short 60 second video before and after church service. You can usually get the video from the bands Management Company or pull a video from YouTube and edit it to include your event information. You should also check all of your artist websites and Facebook pages to be sure they have your event listed with a buy tickets link back to your ticketing platform.[/vc_column_text]

6 Weeks From Day Of Show

[vc_column_text]1. Recruit or hire a crew to help with the concert (load-in, ushers, ticket takers, load-out). Read the rider that came with the contract – that will tell you how many loaders the band needs day of show.

2. Send announcements to all free publications (activities calendars, church bulletins, newspapers, radio, TV, cable shows, schools, youth programs, etc.).

3. Your mailing should have arrived by this time. Check with people on your list to see when they received theirs.[/vc_column_text]

4 Weeks From Day Of Show

[vc_column_text]1. Start Christian radio advertising.  You should buy 60-second spots to run four times a day Monday through Friday for at least four weeks prior to the concert.  Also, have the station do a ticket give-away (about 10 pairs per station) and offer tickets to the station employees.  Try and run at least 100 radio spots plus on air mentions and “giveaways”.

2. Artists radio interviews should be scheduled and approved by this time with the artist’s management.

3. Make arrangements for counseling materials to be available and plan for follow-up counseling to any attendee who makes any kind of decision for Christ.  Check with local pastors who might be available for the evening or to disciple and counsel as part of your follow-up efforts if a Gospel presentation is going to be made.[/vc_column_text]

3 Weeks From Day Of Show

[vc_column_text]1. Send press releases to the religion and entertainment editors of all local newspapers.  Keep them short and to the point with a name and number to call for more information

2. Check tickets every three days.  Redistribute tickets if necessary.  No outlet should be allowed to run out of tickets if other outlets still have them.  Emphasize to your outlets that just because they ran out of tickets that there are still tickets available. Make sure your outlets can contact you if they need more tickets or have questions.[/vc_column_text]

7 Days From Day Of Show

[vc_column_text]1. Be sure that all ticket monies and/or tickets are picked up from the outlets no later than the day prior to the concert.  This will give you enough time to make an accounting of all tickets sold at advance and group rates.  Group rates will not be applicable at the door nor should any unpaid tickets be held at the door.  It is not uncommon for people to call asking you to hold 30 tickets, and then not show up or appear with just a few people.

2. If you have not already discussed arrival times and last minute details with artist’s road manager, call him to confirm appropriate arrangements.  His name and contact info is usually in the rider you received.

3. If you agreed to provide lodging, be sure to have hotel rooms reserved and prepaid in the artist’s name. There is often confusion at the desk so be sure that artist’s name is correctly spelled out, and if possible, a confirmation number is assigned and given to the road manager.

4. Have meals or food money arranged according to the contract, and be sure to follow the food guidelines provided in the rider.[/vc_column_text]

Day Of Show

[vc_column_text]1. Be sure that your crew will be there at the pre-determined time. The hall manager should have the building open and ready for set-up BEFORE the artist’s crew arrives.

2. Meet with the road manager that morning at the venue to cover details on load-in, set-up, sound check and load-out as well as a the meal schedule for artists and crew (see rider guidelines) as well as volunteers.

3. Have tables set up in the merchandising area and several people available to help with selling the artists merchandise.

4. Have an expense record sheet completed (door sales can be added following the concert) and receipts on hand so you can settle up quickly if the artist receives a percentages of ticket sales.

5. Brief ushers and staff on their duties at least two hours before concert time.

6. Prayer time with artists, crew and counselors usually takes place an hour or so prior to the concert.  Doors usually open to the public 30 to 45 minutes before concert time, but always check with the road manager before opening doors.

7. Be sure you have a way to capture the name and address of all that attended so you can send flyers to them in the future.  By using our ticketing platform you will have already accomplished this at the time the ticket was purchased![/vc_column_text][/vc_column][/vc_row]