ONCE YOUR DATE IS CONFIRMED:

• Finalize your promotional campaign with sponsors and concert/promotions committees.
  
• Locate and reserve any equipment that you are to provide for the concert date (see Artist’s rider).
  
• Confirm ticket outlets/agencies.

10 WEEKS OUT:

• Order promotional materials (see Artist’s rider for guidelines). All promotional material MUST be approved by Artist and/or Artist’s representative.
  
• Contact the sales office of radio/TV stations to determine radio/TV spot schedules. Remember to utilize both Christian and mainstream radio. It is helpful to focus radio spots on drive times, Saturday mornings or Thursday/Friday nights. For TV spots it is helpful to buy time during programs that appeal to your target audience.
  
• Contact the editor(s) of prominent local newspapers regarding doing a cover or feature story on the Artist/concert. Target space on the cover of the entertainment section to appear about a week prior to the engagement.
  
• Organize and confirm all concert staff that you will need for the event.
  Distribute tickets to ticket outlets.

8 WEEKS OUT:

• Contact all area churches and youth organizations. Word of mouth is very important. Identify other events that will have a similar demographic as yours and request permission to hand out flyers, put up posters, etc. at those events.
  
• Place ads in local and/or regional Christian Newspapers as well as free event or activities publications and college and high school papers.
  
• Tickets should go on sale (if not done so before now).
  
• Begin running "teaser" radio spots announcing concert and on-sale date.
  
• Make sure you have all promotional material in your hands.

5-6 WEEKS OUT:

• Distribute promotional materials. Place flyers in local church bulletins, put up posters around town, etc. Don’t forget local retailers and non-profit organizations. It is important to ask for permission first. It is also common courtesy to remove the posters/flyers after your engagement has passed.
  
• Send group e-mail and direct mail piece to potential ticket buyers, local/regional churches, high schools, colleges, universities, etc in the concert market.
  
• Contact churches and para-church organizations regarding special group rates, contests, etc.
  
• Confirm ad placements and cover stories.

3-4 WEEKS OUT:

• Begin full radio advertising campaign and establish contest/giveaway schedule. Contact Artist’s management to schedule call-in interviews with the Artist for local Christian radio.
  
• Send press releases to local newspapers, etc.
  
• Finalize all personnel for day of show.
  
• Contact caterer and identify menus and number of meals.
  
• Begin giving ticket counts to the Artist’s management company.
  
• Begin TV advertising (if any).
  
• Create an information card for concert attendees to fill out at your event. (This is a key source of information for use in future concert promotions.)

2 WEEKS OUT:

• Analyze ticket sales and modify promotional campaign accordingly.
  
• Contact your agent if there are concerns.
  
• Contact road/tour manager to advance the date (if not done so before now).

WEEK OF SHOW:

• Send ticket counts daily to the Artist’s management company.
  
• Finalize all mail-order and group ticket sales.
  
• Gather all documented expenses and receipts. Have an accurate ticket count and all money accounted for when you meet on the day of your event to settle the show with Artist’s road/tour manager.