There are a lot of components to putting on a successful show and one that you don’t want to overlook is the importance of being a good host to your artist and their team. Below are some ways you can leave a lasting positive impression on your guests, but by no means is it all inclusive. Be sure to add your own unique ways to make it an extra impressive day.
We all know packing can be stressful, so when it comes to a major event, it’s important to be organized heading into show day. Create a packing list that you can use for each event, based on the type of event and venue. This will help make sure you’re not making trips back and forth once your event has began and will also make student and staff transitions easier in the future. Below is a general packing list to help get yours started.
Hard Copies of Documents. This should include things like the day of show schedule and advance sheet, rider and green room checklist, and team assignments. Venue WIFI isn’t always reliable, so it’s important to have physical copies in case you can’t access on your phone or laptop. Preparing clipboards for each team member with appropriate copies helps everyone stay organized.
Writing Utensils. Having sharpies and pens on hand is something we’ve witnessed be a small but helpful checklist item. You may need to write down wifi login information, or the artist may need to make changes to their set list or sign a poster. Anything could come up and it’s better than having to scramble.
Credentials. These deserve their own category because they are that important! Get credentials printed and attached to lanyards as soon as you have staff assignments and artist counts. Also, make sure to have a few extra of each!
Show Items. This includes things like wrist bands, attendance tracking devices or ticket scanners AND their chargers, walkie talkies AND extra batteries, step and repeat backdrops, signage for venue, and ProCards. If your office has a wagon, fill it up and keep everything handy and mobile day of show.
Supplies Box. This should be a catch all box with all of those random things you might need such as tape, highlighters, extra pens and Sharpies, glue, rubber bands, scissors, band aids. You never know what you might need, so it’s best to go ahead and pack it!
Hospitality Items. Check your hospitality rider – twice! You don’t want to have to make last minute trips to the store if it can be avoided. And get some drinks and snacks for the team.
Giveaways. Are you setting up a programming board merch table or handing out swag at the entrance? Be sure these boxes are labeled and kept together before heading to the venue.
Personal Items. Don’t forget about yourself when it comes to packing. It’s a long day and you want to be comfortable. Make sure you bring your concert uniform (whatever that may be), change of shoes, an extra layer for when the venue gets cold, fanny pack, phone charger, deodorant, hand sanitizer, ChapStick, lotion, snacks, water bottle, etc.
It doesn’t hurt to be over prepared so take some time and flush out a packing list for your team to ensure day of show goes smoothly for everyone. After each show, take the time to make notes as to what would have been helpful so you can add it to your list for next year or the next event.
