Click HERE to download this checklist!
Artist Line-Up
- Ask and confirm artist(s): 6-8 weeks out
- Collect artists' information (bios, headshots, etc.): 5 weeks out
- Communicate and confirm artists' call times: 3 weeks out
- Create show order (setlist): 3 weeks out
- Confirm who will MC: 2 weeks out
Venue/Event Permits
- Confirm venue or park permit: at least 6 weeks out
- Apply for liquor license if needed: at least 2 weeks out
Marketing:
- Contract artist(s): 6 weeks out
- Promo poster created 4 weeks out
- Promo posted and if needed, ticket website launched: 3 weeks out
- Book photographer/videographer: 3 weeks out
Sound Equipment
- Hire a sound tech: 3 weeks out
- Collect sound equipment requirements from artist(s): 2 weeks out
- Book equipment from Long & McQuade or coordinate gear share: 1 week out
Accessibility
- Decide whether you would like ASL and hire someone: 5 weeks out
- Get venue access info: 3 weeks out from launching event
- Write Image ID of event poster when posting it
- Ensure you have harm reduction supplies: 2 weeks out
- Decide if you want to livestream or not
Hospitality
- If feeding people ask cook: 3 weeks out
- Cook will need half the funds 1-1.5 weeks early for food purchases
- Check whether or not they have serving supplies, need a help with delivery etc.
Administration and Finance
- Confirm budget: 6-8 weeks out (see our Production Budget Template!)
- Create contracts if desired, if a casual small show an email with full details can work as a contract - when asking artist
- Confirm method of payment - cheque for people at events and e-transfer for people prior. We have a maximum allowable amount of e-transfers so we try to give cheques for in-person gigs
- Record approx. number of people at the event
Volunteers and FOH
- Contact set up/take down volunteers, ideally someone for front door: 2-3 weeks out
- Pay one front door person; confirm them 2 weeks in advance, ideally someone with harm reduction skills
Post-show
- Do you need to return anything? Rental gear, equipment, venue keys?
- Have you paid everyone?
- Do you need to check-in or have a debrief with anyone?