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EXPTV:Organising multi-media events: Mani.Fest III (view source)
Revision as of 12:05, 11 May 2010
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*'''BASICS''' | *'''BASICS''' | ||
- define and describe the event's identity (its goals, audience, content) - write a 'mission statement' text - decide whether the event will have a specific thematic or not | |||
- fix the date - research open local dates, do not coincide with another local event - connect with the Summer Rundgang, Summaery - Sunday night? - define the time of night (start time) - possibility for shared planning with other local events and shared promo (ie with Summaery) | |||
Create overview of all tasks that need to be done to make the event happen ( a 'road map') | |||
- divide different tasks between different group members (make teams) | |||
* | |||
*'''PR''' | |||
-- In General: - visit relevant events in town and promote the Mani.Fest (e.g. long night of the museums - may 29th) | |||
--- week 0 | |||
make a press plan/time schedule | |||
--- week 1 | |||
** | - share a workshop: how to apply to a festival (cv, documentation, proposal writing) - coinciding with our event's submissions deadline | ||
- make contact with press partners (Medien Faculty press agent (Antje Kahn) - central University press office (in Rektor's office) - Summaery press team - mediengang team) | |||
- design visual branding plan | |||
- make a call for projects flyer - set up a project email account so people can get in touch with us - have info ready online specifying the submission procedure - explain why we collect so much info, bio, tech setup, concept, image links etc. - let people know that our platform is available | |||
--- week 2 | |||
- online social networks (myspace, facebook etc.) | |||
- new website online, good URL - appropriate design | |||
- brand design drafted | |||
- write press text | |||
--- week 3 | |||
- press text finished | |||
defining our target audience | |||
what media reaches this audience | |||
tv, radio, radio lotte, NDR, antenna thuringen, sputnik, | |||
local newspapers, student magazines | |||
NDR tv | |||
unicato | |||
--- week 4 | |||
- artist chosen | |||
- design event flyers & poster | |||
- start press pack design | |||
- Print press List + Contact, Deadlines - international + locally based ones - (erfurt based Copymag, intro magazine) | |||
- find/contact online magazines and blogs + Contact, Deadlines | |||
- first video trailer | |||
--- week 5 | |||
- make a press pack | |||
--- week 6 | |||
- press conference (maybe combined with pre-event) well related to the atmosphere of our event | |||
--- week 7 | |||
- arrange interview with artists + press (in collaboration with Artist Management team) - June 25th | |||
- (2nd video trailer) | |||
- pre-event fotos | |||
--- week 8 | |||
--- week 9 | |||
- MANI.FEST !!- | |||
*'''Event Direction/Organisation (Management/Accounting/Legal/Human Resources/Sponsoring)''' | |||
Set tasks for all groups involved in the festival based on 'road map' document | |||
Lead weekly meeting of all event participants and keep overview of tasks progress in relation to 'road map' schedule | |||
- connect asap with our partners in HfM - get the technical list (what is available) form the HfM and the venues | |||
- make the link with the Summaery & mediengang groups, become part of their program | |||
deciding how long the event should be - 100 min?, break? how much can the audience handle - do we want - selecting the event atmosphere (bar/party setting, formal music concert…) | |||
- think about how much budget have/need for each part of the event's production (and overall) | |||
- define our insurance needs - shop for insurance | |||
- GEMA music licensing fees (negotiate with artists & venue) | |||
- define our additional staffing requirements | |||
technical team (to work with us at the event) | |||
general helpers (to work with us at the event) | |||
*'''Sponsoring''' | |||
- ??? | |||
*''' | *'''Managing Artists''' | ||
decide how we will our artists: | |||
open call | |||
local research/knowledge of artists | |||
direct invitations to known artists | |||
- | - Decide how many artists we will need (how long the event is, how long each performance should be) | ||
- Write description of the sort of artists/work we are looking for (developed from 'mission statement') - do we choose pre-made performances or ask artists to make new ones for our topic? both? | |||
- | |||
- | - brainstorm inspiring info on the topic to be used for inspiring artists and conveying our overall concept | ||
- | - research and make connections with related courses, for finding artists (and technical +other helpers) | ||
- | - provide some idea material for inspiring artists to apply to the open call - make some presentations in courses, or directly to some possible artists | ||
- | |||
- | - be prepared to convey the scale and quality level of the event to the artists | ||
- explain the decision process | - explain the decision process | ||
- | - ask professors for recommendations of students | ||
- Set deadline for all artist submissions (if using open call) | |||
- | - Set deadline for selection of artists | ||
- Choose main artists for event program and one or two back-up options in case they are needed | |||
- consider the artists in relation to the venue (will the artists fit practically into our venue) | |||
- consider how the artists will fit together in a program | |||
- Contact chosen artists | |||
- | |||
- | - get bio/profile info on the artists | ||
- | - arrange interview with artists + press (in collaboration with PR team) | ||
- | - set up soundchecks (in collaboration with Event Production team) | ||
*'''Finding A Venue''' | |||
defining the criteria for the venue (how big must it be, what facilities must it have, what is our budget for venue hire, on what dates would we like to use the venue, how does the location fit with our brand and target audience) | |||
research venue options in local area | |||
visiting venue options | |||
select one or two venue options and begin negotiating a deal | |||
make a final contract/arrangement with the venue | |||
think about pre-event venue | |||
- | |||
- | *'''Main Event Production''' | ||
- get technical riders from artists (in collaboration with Artists Management team) | |||
- define list of equipment required for the event | |||
- | - find resources for obtaining the equipment (hire, buy, borrow etc - is there a technical budget) | ||
- | - designing the technical setup (how will the equipment be connected together and where will it be in the venue) | ||
- designing the space (decoration) - having seating in the venue (at least 200 seats) - do we need tables (cabaret style?) - where does everything need to go in the venue | |||
- consider practical aspects (tables for selling tickets, staffing and supplying the bar, licensing, toilet paper... | |||
- | - transport of equipment | ||
- | - set up soundchecks (in collaboration with Artists Management team) | ||
- | *'''pre-event planning''' | ||
to promote | |||
to present additional works | |||
how connected should it be to the main venue | |||
*'''Documentation of our event''' | |||
-??? | |||
- | |||