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Show Planning Checklist

Name of Person(s) Assigned:

Show plans (Show Chair or President)

Afterglow

Program booklet/ad sales

Ticket sales

Advertising

Script writing

Budgeting

Outside entertainment

Costumes/stage preparation

8-12 mo. prior to show Secure a place to have the show. Determine the show date and times. Select show chair(s) for the show if not already done. Check to see that the Music Team has selected the show theme and songs.

Insure that the show committee has selected a show title after the theme is chosen (suggestions from Music Team are welcomed).

Book Sound Environments for the show date.

Submit a Chapter Date Clearance Form to the Region Team Coordinator to clear a date for the show. When this is done the show date will be placed on the Region 2 website under events.

Assign a script writer and get her started on the show script. Secure a place to have the afterglow. (i.e. Elk's Club books 10-12 months in advance) If outside entertainment is to be used on the show, start making arrangements for it now. 5-8 mo. prior to show Select stage manager.

Obtain a Certificate of Liability Insurance to cover liability for use of the auditorium where show is held. Call 1-918-584-1433 and speak to Donna Papen. She handles all Sweet Adelines International liability insurance needs. (See example form - Certificate of Liability Insurance)

Concurrent with annual budget preparation, set up budget for show. (See Example form - Show budget & Financial

report)

If indicated, get a contract signed with the parties providing the outside entertainment. (See example form -

JOURNEY contract) 4 mo. prior to show

Show chair(s) will select persons to fill in the show committee (See - Show Committee Chart). Start having monthly show meetings.

Review the show script with Director and make revisions as needed.

Assign a publicity chair to organize all advertising/publicity functions. If website is to be used for publicity, involve the web manager in these plans.

Not later than 14 weeks prior to show, start campaign of ad sales for the program booklet. (See example form - Ad

Sales Form). Plan for a deadline of 10 weeks out (This gives you room to extend the deadline by a couple of weeks at the end, if needed, to accommodate the stragglers).

Begin detail recording of all ad sales and show expenses as they occur. Insure that every member of the show committee is made aware of the budgetary limits for expenses.

3 mo. prior to show Arrange to have media releases written by chorus P/R chairman. Arrange to have publicity posters designed.

Script should be in near final form. Get an interim draft copy of it to the Stage Manager so he/she can start making plans for entrances, exits and lighting.

Prepare to have a read-thru of the interim script at the show committee meeting. If emcees are to be used, make arrangements to get them.

Costume Chairs need to start planning for show costumes. Stage Preparation Chair needs to develop plan for stage setting, props needed, and riser décor.

Determine show ticket prices and how tickets are to be sold. If website is to be used, involve the web manager in these plans.

Make plans for the afterglow food/room prep if this hasn't already been done. If indicated, make arrangements to house and feed the parties providing outside entertainment.

2 mo. prior to show Insure that videographer for the shows has been arranged.

Arrange to have show tickets printed.

Set up guidelines for how show tickets are to be sold and accounting for the monies collected. Arrange to have PSA made by Steve Cook at WTCM (or use another voice if Steve is unavailable). Arrange an interview on Mary-in-the-Morning (or other radio show) to advertise show.

Send copy of media release to Visitor Center to [email protected] for their community calendar.

Stage Preparation Chair - finalize arrangements to obtain stage props if not already done. Program book editor will begin to formulate the book contents based on ad sales that are coming in. Get bios/photos from chorus members for program booklet. If indicated, get bios/photos from outside entertainment group.

4 wk. prior to show End the ad sales campaign. Arrange with the Director to begin running the script with the chorus. Finalize the script after the first run-thru with the chorus. Get the final script to the Stage Manager and the emcees (if applicable). Send out media releases to radio/tv stations advertising the show. Arrange to have a news article in the Record Eagle or other local media. Provide chorus members with show posters to post around town. Provide chorus members with an email version of the show poster to send friends/family. If within budgetary limitations, arrange for paid advertising on radio and possibly TV. Costume Chairs - finalize decisions on show costumes if not already done. Arrange to have afterglow tickets printed. (See example forms -- afterglow tickets, afterglow ticket sales record) Set up guidelines for how afterglow tickets are to be sold and accounting for the monies collected. Start selling show tickets.

3 wk. prior to show Have program book editor finalize the booklet. Start running the script with the emcees (if applicable). Tweek script as needed while running the program Sign up volunteers to be ushers for the show. Obtain from International insurance to cover the show.

2 wk. prior to show Insure that appropriate flowers and gifts have been planned for. Have program booklet proof read and then sent to the printer. Start selling tickets to afterglow. Get the Steve Cook (or other) recorded PSA distributed to local radio stations. Do bulk mailing of postcards to GTC's database advertising show ticket sales.

1 wk. prior to show If using paid advertising, make sure that it has begun by this time. Insure that appropriate plans have been made to transport risers to/from performance location.

1 day prior to show

Call Central H.S. and request that gate between them and Dennos Museum be left open for guests to walk through on day of show.

Call auditorium and remind them that we will need access to the building to set up and take down the stage.

Day of show Pray! ! !

Within 10 days after show File the Request for ASCAP with International (See - Request for ASCAP License)

Within 1 month after show Write a report on plans/preparations/outcome for Afterglow and submit to Show Chair(s) Write a report on plans/preparations/outcome for Program Booklet and submit to Show Chair(s) Write a report on plans/preparations/outcome for Ticket Sales and submit to Show Chair(s) Write a report on plans/preparations/outcome for Advertising and submit to Show Chair(s) Write a report on plans/preparations/outcome for Script Writing and submit to Show Chair(s) Write a report on plans/preparations/outcome for Outside Entertainment and submit to Show Chair(s)

For any other committee (i.e. props/sets, stage set up/take down, costumes, etc.) Show Chair(s) may request a report be written.

Within 2 months after show

Prepare a final report of the financial outcome of the show as compared against that budgeted. (See Example

form - Show budget & Financial report)

This show planning checklist was developed in Nov-Dec 2009 by Carroll Kobernus. Additional input was provided by Bernice Widrig, Ruth Ann Liebziet, Ellen Weber and Lynn Robison. Changes/additions can be made at anytime to make this checklist a more effective tool. If you have suggestions, please submit them to:

[email protected]

Forms referred to in this checklist are available below. Those forms include:

Show Committee Chart

Request for ASCAP License (SAI form)

Chapter Date Clearance Form (Region 2 form)

Example form_Certificate of Liability Insurance (form from the insurance company)

Example form_ ad sales form

Example form_ afterglow tickets

Example form_ afterglow tickets sales record

Example form_ JOURNEY contract

Example form_ Show budget & Financial report

Last Revision Date: 17 March 2010

mailto:[email protected]

CHAPTER DATE CLEARANCE FORM

The Chapter Date Clearance Form is to be completed by the chapter and mailed to the team

coordinator for date clearance. After recording the event date on the regional calendar of

events, the team coordinator will mail the chapter date clearance form back to the chapter

for their file. Do not send this form to international headquarters.

To be completed by the chapter and mailed to the team coordinator.

________________________________________ Chapter Name

___________________________ Region

________________________________________ President/Team Leader

___________________________ Name of Event

________________________________________ Address

___________________________ Date of Event

________________________________________ City/State/Zip Code

To be completed by the team coordinator and mailed back to the chapter for filing.

The entry has been made on our regional calendar of events. Have fun with your planning. If

I may be of any assistance, please let me know.

________________________________________ Team Coordinator

___________________________ Date

When a United States chapter is planning a musical performance the event must be covered

by a performance license from ASCAP (American Society of Composers, Authors and

Publishers) and BMI (Broadcast Music, Inc.)

To obtain a license, please complete a Request for ASCAP/BMI License for each

performance. (For example, two request forms would be submitted if the chorus planned an

afternoon and evening performance on the same day.)

Canadian chapters may obtain information on performance licenses by writing to:

Society of Composers, Authors and Music Publishers of Canada (SOCAN)

41 Valleybrook Drive

Don Mills, Ontario M3B 2S6

Canada

416-455-8700 or 416-455-7108 Fax

Send Completed form for Region 2 to Dorothy Davenport

14243 Shadywood

Plymouth, MI 48170

EXAMPLE FORM

2009 Show Financial Report - Budget vs. Actual Amounts

SHOW: Budget Actual

Advertising expense ($1,000) ($1,218.40)Afterglow $0 ($37.00)ASCAP ($109) ($58.62)Auditorium expense ($850) ($1,275.00)Outside entertainment ($2,000) ($1,600.00)Show prop expense ($300) ($48.90)Sound & lighting system ($800) ($825.00)Misc show expenses ($300) ($166.44)Tickets - complimentary/stock ($100) $0.00Programs - printing expense ($800) ($889.30)

Total Show Expenses ($6,259) ($6,119)

Program ads sold $4,700 $5,026.64Ticket sales $6,125 $4,309.72

Total Show Income $10,825 $9,336

NET SHOW RESULTS $4,566 $3,218

June 10, 2009

The Grand Traverse Chorus agrees to pay Journey quartet a fee of one thousand five hundred dollars ($1500) for two show performances (matinee and evening) and an afterglow performance following the evening performance. Show performances are to be held on September 12, 2009 at the Milliken Auditorium in Traverse City, MI. Length of show performances should be 25-30 minutes. Food and housing for the quartet will be provided from Friday evening through Sunday morning (September 11 – 13). Housing will be at the home of Marsha Minervini. Gas costs from Detroit, MI to Traverse City, MI and return will be reimbursed upon submittal of gas receipts. Upon receipt of a signed contract, the Grand Traverse Chorus will pay Journey quartet an advance pay of $750. The balance of $750 plus reimbursement for gas costs will be paid upon completion of the contract on September 12, 2009. In the event that you are unable to complete the contract, Journey quartet, within 15 days of cancellation date, will refund to the Grand Traverse Chorus the $750 given as advance pay. Terms accepted: ____________________________________________________________ (signature of quartet representative) (date)

Carroll Kobernus President, Grand Traverse Chorus, Sweet Adelines International

Show Committee Planning Chart

Book editor/producer Props/Set Publicity

Ad sales chair Chair:

Organize ads for Editor

Proof readers

Riser transport Costumes/Makeup

Riser setup/prep/takedown Tickets

Chair:

Website Mgr.

Afterglow

Script

Mgr. of Emcees

Sound Environment

Stage Manager

Videographer

Flowers procurer

Dressing room for Outside Ent.

Housing for Outside Ent.

VOLUNTEERS FOR USHERS

Show Chairs -

STAGE PREPARATION SHOW PRODUCTIONPROGRAM BOOK

Program Advertising FormThe Grand Traverse Chorus is proud to present:

“Vive la différence! Mars & Venus”Saturday, September 12, 2009

Milliken AuditoriumMatinee and Evening Performances

Date

Business Name

.

Contact Name

Ad Size Requested

Chorus Sales Person

Phone Contact

Thank you for your donation in the amount of

$

AD SIZES:

Program Sponsor 4.5 x 7.50 $300(includes full page ad and 4 tickets to show)

Back Cover 4.5 x 7.50 $150Inside Front Cover 4.5 x 7.50 $150Inside Back Cover 4.5 x 7.50 $150Full Page 4.5 x 7.50 $100Half Page 4.5 X 3.75 $ 501/3 Page 4.5 x 2.25 $ 40Patron Mention $ 10

Use last year’s ad p

Will be supplied by August 28, 2009 pNew ad/logo supplied p

Business Name

Contact Name

Address

City/State/Zip

Phone #

Email Address

Sales Person

Date

Ad Size

Donation $

Check/Cash Attached p or to be Mailed pUse last year’s ad p

Will email to [email protected] pNew ad/logo attached p

The Grand Traverse Chorus is proud to be a non-profit organization participating in charitable and musical projects thoughout the community. Thank you for your support!

Salesperson: Retain this portion for Grand Traverse Chorus use

Send high resolution artwork of ad via email to: [email protected]

Full Page Ad: 4.5 X 7.5$100

Half Page Ad: 4.5 X 3.75$50

1/3 Page Ad: 4.5 X 2.25$40

Patron Listing - $10

Thank you for supporting The Grand Traverse Sweet Adelines

Back Cover or Inside Covers: 4.5 X 7.5 $150

Admission

Grand Traverse Chorus of Sweet Adelines International

Afterglow Party Vive la difference! Mars & Venus

Elks Club Traverse City, MI

51 Saturday, Sept 12, 2009 10:00 PM-ish $12.00

Admission





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Admission





Afterglow Tickets

TICKET # NAME TICKET # NAME

1 45

2 46

3 47

4 48

5 49

6 50

7 51

8 52

9 53

10 54

11 55

12 56

13 57

14 58

15 59

16 60

17 61

18 62

19 63

20 64

21 65

22 66

23 67

24 68

25 69

26 70

27 71

28 72

29 73

30 74

31 75

32 76

33 77

34 78

35 79

36 80

37 81

38 82

39 83

40 84

41 85

42 86

43 87

44 88

ASCAP RATEFill in the blanks and check the appropriate box for yo ur event to calculate the ASCA P fee: **Minimum fee is $25.00

Ticket Price $ times Tickets Sold = Gross Revenue $

G Seating capacity is 0 - 2,500 - Gross Revenue $ times .0068 = Total ASCAP Fee $

(**or Minimum Fee of $25.00)

G Seating capacity is 2,501 - 5,000 - Gross Revenue $ times .0045 = Total ASCAP Fee $

G Free admission e vent at a locatio n with seating cap acity of 5,500 or less = Total ASC AP Fee is $25

Example: Ticket Price $ 10 times Tickets Sold 750 = Gross Revenue $ 7,500

With seating capacity of 1,000 multiply times .0068 = Total ASCAP Fee $ 51.00

With seating capacity of 3,000 multiply times .0045 = Total ASCAP Fee $ 33.75

ASCAP fee submitted $(Minimum fee is $25.00)

BMI fee submitted $

add SESAC flat fee $ 9.50

Total Enclosed $ Licenses will be mailed to the person listed below:

Name

Membership #

Address

Daytime telephone1/06

REQUEST FOR ASCAP/BMI/SESAC PERFORMANCE LICENSE(Performances occurring after January 1, 2006)

Please complete and mail this form along with your payment (make check payable to Sweet Adelines International) no later than 10

days following your eve nt to: Music Services Department, Sweet Adelines International, P.O. Box 470168, Tulsa, Oklahoma 74147-

0168. If you have any questions, call international headquarters at 800-992-7464, ext. 120.

*NOTE : If you are havin g more than one perfo rmance (sh ow), com plete a requ est form for ea ch. An AS CAP/B MI/SE SAC licen se will

be issued for each perfo rmance. Fees are ba sed on the actual seating capac ity of the concert hall and the total gross revenue. G ross

revenue m eans all mon ey received from the sale o f tickets for each p erformanc e. Music S ervices De partment w ill provide the rate

schedule fo r seating cap acity over 5,0 00 upo n request.

Chapter Name Chapter # Region #

Region N ame (if this is a req uest for a regio nal event)

Date of Performance (*see note above)

Name o f Facility

Location of Facility (city and state)

*BMI FEE BASED ON SEATING CAPACITY ONLY*

SEATING CAPACITY BMI RATE

0 - 1,500 $20.00

1,501 - 2,500 $30.00

2,501 - 5,000 $50.00

5,001 - 7,500 $68.00

Please complete the following if using a credit card:

GVisa GMasterCard EXPIRATION DATE

GGGGGGGGGGGGGGGG

Card owner's signature - must be signed

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