+ STRATEGY / GOALS / SCOPE

Distill your goals and define the scope of the project

+ budget

Develop and lock event budget

+ talent strategy

Work in tandem with programming committee to develop talent strategy; facilitate informed talent decisions using a data-driven approach rooted in analysis and research

+ pricing / sales strategy

Recommend and implement ticket scalings, VIP programs, upsells, and other sales programs

+ Site Selection

Select most suitable venue, including researching and/or analyzing capacity, history, available infrastructure, rules, and more

+ Risk Assessment

Assess risks, including site condition, transportation, weather, and more

+ Timeline

Determine the date of your event and set a project timeline

+ TALENT BUYING

Lead music programming committee; prepare and submit offers to agent on behalf of client; negotiate in client’s best interest; communicate all pertinent details to client once artist is confirmed to ensure Marketing, Contract Admin, and Production have all the necessary information to be successful

+ TICKETING

Build event in ticketing system and execute day-to-day maintenance, including reporting, processing ticket requests, etc.

+ FORECASTING

Manage the budget, including forecasting and cost control

+ ANCILLARY REVENUE PROGRAMS

Conceptualize and manage programs such as VIP, concessions, merchandise, sponsorship activations, hotel packages, lockers and charger rentals

+ LAYOUT DESIGN

Design the layout for your event, including managing capacity, maximizing revenue, improving fan experience, and enhancing safety

+ RESOURCE PLANNING

Define the organizational structure; recruit and retain talent

+ COMMUNICATION

Create meeting agendas, schedule and lead meetings with stakeholders, record notes and ensure follow-thru on action items

+ STAKEHOLDER MANAGEMENT

Manage stakeholders, including executives, department heads, public authorities, venues, and partners

+ CUSTOMER SERVICE STRATEGY

Determine strategy for pre-event customer service for info/FAQs, emails, social media, and ticketing company

+ DIGITAL/EVENT TECHNOLOGY

Manage patron-facing mobile apps, registration/reservation systems, and speciality RFID programs

+ SCHEDULING

Produce benchmark deadlines and production schedules

+ ORGANIZATIONAL TOOLS

Implement organizational tools, such as event management “needs” database and project management software

+ POLICY & PROCEDURE

Implement and/or enhance policies and procedures, such as travel, expense, loss prevention, and safety

+ STRATEGIC SOURCING

Oversee strategic sourcing of vendors, including implementing an RFP process, negotiating the best product, service, pricing, and terms and conditions, and developing and managing relationships with industry-leading vendors

+ PUBLIC AUTHORITY RELATIONS

Develop and manage relationships with federal, state, and local public authorities and agencies, e.g. City/County Mayor/Manager's Office, Special Events Office, Police, Fire Marshal, Department of Transportation, etc.

+ PERMITTING/COMPLIANCE

Facilitate permits and venue leases; ensure compliance with federal, state, and local ordinances, along with venue and union rules and regulations

+ RISK MANAGEMENT

Consult on best practices regarding contracts and insurance, emergency response plans, and site safety

+ ACCESS CONTROL

Develop and oversee credentialing, including design, manufacturing, and access grids

+ On-Site Management

Serve as primary event manager, acting as the point person for all department heads and stakeholders; execute production schedule, including load-in and out of all equipment and infrastructure

+ Box Office & Check-in

Develop and implement staffing plans for box office and check-in locations; manage staff and processes

+ Entry & Gate Management

Design and execute queuing plans, layouts, ticket scanning, access grids, and allowed/prohibited item policies

+ Guest Services

Oversee Info Booth, Lost & Found, and Accessibility programs

+ Site

Oversee Site department, including overlay, fencing/bike rack, clean-up, fuel, golf/utility carts, heavy equipment, networking/phones, power/HVAC, radios, signage, site lighting, site crew, site supplies, trailers/storage containers, tents, tables/chairs, toilets/hand-wash stations/tanks, showers, and water distribution

+ Operations

Oversee Operations department, including command/dispatch, fire, medical, police, and security, plus all perimeter operations including traffic, parking, and shuttles

+ Technical Production

Oversee Technical Production department, including audio, backline, barricade, lights, production supplies, stage design, stagehands, staging, and video

+ Talent Relations

Oversee Talent Relations department, including talent meals, credentials, hospitality, dressing rooms, transportation, guest list, security and policies, and other rider requirements

+ Catering

Determine needs, source caterer, advance quantities, set menus, oversee dining room, reconcile ordered vs. eaten meals, and provide reports

+ Administration

Oversee Administration department, including office management, staff info materials, travel and lodging, and more

+ Inspections

Pre- and post-event inspections to document any issues; ensure compliance and site safety

+ SETTLEMENT

Finalize expenses; audit and reconcile with ledger

+ ANALYSIS

Survey and recap event; analyze and share actionable learnings in an effort to constantly improve