Week 1 (production week)

  schedule time for media calls on set and in costume

  take production photos at dress rehearsal

  decorate foyer with company promotion

  pick up programme from printer

  have preview night (Is it open to the public or for a specific group? Is there a charge?)

  prepare reviewers' pack (include photos, programme and biographies)

  prepare for opening night. Be near box office to deal with any problems (e.g. a reviewer

forgot to RSVP and you're sold out   give them your seat)

  make opening night an event. You and your team deserve a party   and it's good PR.

The show is up

  collect reviews and slash your advertisements, billboards and displays with quotes

  send a summary of quotes to interested parties or a direct mail group

ng the event

  look out for media opportunities: e.g. actor breaks leg

  work on generating news event/stunt to sustain press interest

  collect all media clippings, examples of flyer, poster, programme and photos and file;

omoti

photocopy clippings and pass on to relevant people

Pr

  ensure all your bills are paid and return things you borrowed 

  analyse research findings, collate database

  send thank you letters.

2

Exhibition openings

For an exhibition, the balloon goes up at the opening. This is an opportunity to gather

some key people: not only your sponsors and anyone else who's supported the exhibition

but also those who can provide valuable word of mouth marketing.

Obviously, the scale of your opening depends on your budget. Sponsors usually have

their own more private openings for particular clients but they should also have the

opportunity to submit names for the main public event.

Getting the catering and/or wine sponsored will help your budget immensely. Otherwise,

budget on a couple of glasses of wine (check on red wine for painting exhibitions because

it is usually banned) and some presentable nibbles for a couple of hours. Remember they

are there to see the work and tell their friends, family and colleagues about it. They're not

there to be wined and dined.

Speeches are either a lively start to the proceedings or a necessary evil, depending on the

number and how good your people are at public speaking. Be strict about putting a time

limit on the speeches (two or three minutes each is plenty), restrict the number of

speakers to a maximum of four and make sure they cover different topics. Also ensure

each speaker has a list before the event of who's speaking and the time allowed for each

speech. Speakers also need to know the VIPs in attendance; who needs to be

acknowledged; and what their correct titles are.

If a performance is part of the opening, keep it short and at the beginning. Organise a

sound system, test it out and make sure someone on the night knows how to work it.

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Smart arts

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