Keep a written record

  Keep a journal of the project: record conversations, contact numbers, minutes from

meetings, thoughts and ideas. Writing is a good way to focus on issues. A ring bound or

clear sleeve folder is a good way of keeping it all together in one place. It means you can

flip straight to a media release, media schedule or phone contact. 

  Keep copies of important documents (e.g. contracts) in a safe place, not in the folder you

walk around with all day.

  Save electronic documents with logical names and label your disks.

  Back up important electronic files on a regular basis. 

  A daily to do list is a great habit to get into. It helps you focus, be more strategic and 

more efficient.

  Everyone involved in the production (including volunteers) should be contracted, and any

changes should be recorded and signed off by both parties.

  Keep quotes until you have been invoiced.

  Keep receipts for reimbursements and tax.

Wrapping it up

  Don't leave loose ends when the event is over. Loose ends reflect badly on you and your

company or organising team.

  File a publicity report, including press clippings. They'll provide you with review quotes

for the company's next season.

  Send the playwright's agent copies of clippings if your show was a premiere for one of

their playwrights. 

  Collate database information and create a mailing list for the next event.

  Write up the findings of any research or surveys you conducted.

tice

  Make sure all invoices are paid. If you are leaving before the invoices all come in, make

ac

sure you leave all quotes, and a list of expected invoices and their amounts with the

financial controller.

  Return anything you borrowed to its owner. Send thank you letters to people who have

helped you and whom you may call on again.

ness pr

  Write sponsor and funder reports as required. What benefits did they get? How

successful were you in achieving your stated aims? Ensure they receive an attractively

presented set of press clippings, and tapes of any radio or television interviews.  

  Archive reports, photos, surveys and databases of supporters (from suppliers to the

public who attended).

Good busi

  Be courteous. You are representing yourself, your event and your artform. Breaking the

law with graffiti or posters placed illegally makes it harder for everyone in the future.

And finally: listen more than you speak; be informed before you act; and be passionate.

Enthusiasm is infectious. 

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Smart arts

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