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.
Communication. Being a good host starts long before the day of show. One of the best things you can do is to be a good communicator with everyone involved in the planning. Whether it be your middle buyer, venue staff, security, production team, or campus catering, communication is a must for a successful show and lasting impression. Make sure your team is regularly providing updates and answering questions in a timely manner. After all pieces are finalized, everyone should receive a detailed update that is consistent with all components for day of show so that everyone is on the same page.
Arrival to Campus. College campuses aren’t the easiest to navigate, and more often than not, have construction going on. Think through if this is going to create a challenge for your guests arriving to campus and navigating to the venue. If challenges exist (and even when they don’t), it is helpful to print off a map and draw the best route. Providing pictures of the parking entrance is helpful as well. Go the extra mile and drop a (digital) pin from Google or Apple maps that you can share to help them navigate their way to you! Instructing them to give you a heads up and ETA so that you can be in place and available to talk them through directions as they near, or meet them at the parking spot to give them their parking pass and show them to the inside of the venue space.
First Impressions. It’s natural to get a little excited when your artist is finally walking through the door, but avoid having the entire committee bombarding the artist and trying to take pictures upon their arrival. Have one or two key people welcome the artist and their team and usher them to their green room.
Signage. The backstage area of a venue can be a maze, especially when you’ve never stepped foot in it before. Print signs to label each of the green rooms, hospitality room and tech room. You can even go one step further by printing arrows to help navigate hallways to each of the different locations the team will be using.
Hospitality. Each artist will provide their hospitality rider, so it’s important to plan a shopping trip ahead of show day to get everything on the list. On show day, walk through each of the green rooms and spaces the artist and team will use to ensure it is clean, has the appropriate furniture and supplies requested. Also take a walk through to see what is in the space already before day of show, and make note of what else might still be needed. Think through things like fridge, microwave and mirror. Then it’s time to stock the space with everything from the hospitality rider. Take the time to organize items and set them out in a way that makes sense – don’t just leave things in the shopping bag for them to sort through upon arrival. Leave cold items in the refrigerator (you could sit back out just before their arrival, especially if the fridge access is not direct to the green room, you just want to be sure that they stay the correct temperature as longa s possible!) For drinks, if the artist has not specified, it’s good practice to leave a few on ice or refrigerated, and the other half room temp. Do not open any perishables – allow the artist to do so themselves so they can assure they are receiving fresh and unused items!
WIFI Passwords. The artist and team will likely need WIFI access. Have this sorted out ahead of time and place the information for how to get connected in each of the green rooms prior to their arrival. This could be as simple as writing login information on a whiteboard or piece of paper, or printing a business card with the WIFI information.
Privacy and Security. This is essential to being a good host. Providing privacy is of utmost importance for their safety and comfort while in your venue. Make sure their space is away from heavy foot traffic, near a bathroom (if one isn’t directly inside their green room) and is a space that no one else can or will need to access during their time there. If privacy isn’t guaranteed, place security outside the space to monitor what is happening around the room while they are inside and away from the room. Plan out the route from the green room to the stage. You’ll want to keep them in private corridors when possible, but it’s also helpful to find the most direct route, even if it is not the most obvious.
Meet and Greet. Having a plan is key! Have a photographer ready to go, or plan to give instructions about having cell phones prepared. (You could also opt to take all photos on your phone and have your committee distribute out the photos later.) Make sure everyone knows ahead of time the plan for introductions and photos. Will there be one group photo? Any individual photos? The artist has likely already agreed to what this will look like, so follow this plan. Have a schedule for sequence of events once everyone arrives in the room. Artists are exhausted from travel and performing so it’s important not to have them standing around while the team gets organized. If you have show posters you want the artist to sign, leave those in their dressing room with a Sharpie so they can be done on their own time instead of while everyone is waiting. Go over these plans with your team again immediately before meeting the Artist inside of the meet & greet location. You will usually have to remind them not to ask for selfies if the Artist did not agree to individual photos. If you notice anyone straying from the plan, sometimes Artist’s won’t care and happy to oblige but it is our job as hosts to pay attention to their cues and step in to make sure they are comfortable.
Go the Extra Mile. A little extra can add a lot to the experience. Put a handwritten thank you note in green rooms. Know from Instagram they absolutely love a certain candy? Leave it with the note. Is it their birthday? Get a cupcake! (You can communicate your desire to do this to your Middle Buyer so that you can check for flavor preferences/allergies.) Provide a swag bag with goodies from your programming board and/or institution. Ask your middle buyer ahead of time for sizes or preferences and run any unique ideas past them to ensure it is something the artist would approve, especially if it’s a more public gesture like singing them happy birthday on stage.
Before day of show, make sure there are team members assigned to all of the different hosting tasks and responsibilities so nothing falls through the cracks. Have a pre-show day Team meeting to run through each of these things ahead of time will make a positive impression on your guests and will help contribute to the overall success of the event.