Welcome to your music business

So what do you need to do to get started?

PLAN & ORGANISE

Otherwise you may never get started

and even if you do, the business will be doomed to fail

Some things need to happen now...

Appoint the management positions

Delegate tasks and actions

Draw up a schedule

Write up a budget

Design a communication strategy

…and it’s all up to your business team

Appoint the management positions

Business Manager: Leads the team, Initiates action and keeps the business on track.A good leader brings out the best in the individual team members and doesn’t take over. The business manager is fully accountable for the efficiency of the business.

Booking Manager: Liaises with the venues and the artists. Fully accountable for the confirmed and contracted lineup, (including bands, soloists, DJ’s, fire twirlers, whatever) and the venue. Will assist Marketing or Admin Manager.

Administration Manager: Keeps all the information for the business in order and easily accessible. Works with the Business Manager on the master budget and master schedule. Accountable for all record keeping and communication systems.

Marketing Manager: In charge of all the advertising, publicity and promotion as well as ensuring the final product (or event) meets the needs/ demand of the target market. Accountable for the public and industry profiling of the product.

Production Manager: Runs everything on the night and that which relates to the running on the night. Staffing, PA, Lights, Staging, Security, Signage, Load in, Sound check, Running times and Pack up. Will assist Marketing or Admin Manager.

Delegate tasks and actions

Everyone in the business is Responsible for their own…

Processes

Budget

Reporting

Record keeping

The motto of our business is…

DO

DELEGATE

or DIE

THE ARTISTTHE ARTIST• Find the appropriate contact Find the appropriate contact

person & details for the artistperson & details for the artist• Pitch the event idea and get an Pitch the event idea and get an

expression of interest from the expression of interest from the artists or an idea of availabilityartists or an idea of availability

• Confirm booking details Confirm booking details including venue, date, lineup including venue, date, lineup time and feetime and fee

• Contract each artist.Contract each artist.• Send artist worksheet.Send artist worksheet.• Collect the artist stage plan & Collect the artist stage plan &

production specs for the production specs for the production managerproduction manager

• Collect the artist biography, CD Collect the artist biography, CD and press photographs for the and press photographs for the marketing managermarketing manager

THE VENUETHE VENUE• Research venue hours & band Research venue hours & band

formatformat• Find the appropriate contact Find the appropriate contact

details for the venue bookerdetails for the venue booker• Pitch the event idea and get an Pitch the event idea and get an

idea of available datesidea of available dates• Review dates in relation to Review dates in relation to

artist availabilityartist availability• Review lineup in consultation Review lineup in consultation

with the venuewith the venue• Confirm conditions with the Confirm conditions with the

venue & send booking venue & send booking agreementagreement

• Get appropriate venue Get appropriate venue production contact details for production contact details for production managerproduction manager

Booking

Administration1.1. Schedule meetingsSchedule meetings2.2. Keep copies of all agendas, minutes and other relevant paperworkKeep copies of all agendas, minutes and other relevant paperwork3.3. Creates contracts & other paperwork in conjunction with relevant group Creates contracts & other paperwork in conjunction with relevant group

membersmembers4.4. Consolidate the expenses budgetConsolidate the expenses budget5.5. Develop income projections & funding optionsDevelop income projections & funding options6.6. Administer & file all invoices and receiptsAdminister & file all invoices and receipts7.7. Consolidates budget managementConsolidates budget management8.8. Write sponsorship proposals & funding applicationsWrite sponsorship proposals & funding applications9.9. Aquit funding where requiredAquit funding where required10.10. Monitor the event scheduleMonitor the event schedule11.11. Coordinate ticketingCoordinate ticketing12.12. Coordinate licensing issues (Alcohol, APRA) and insurance (Public Coordinate licensing issues (Alcohol, APRA) and insurance (Public

liability)liability)

Marketing1.1. Write the promotional scheduleWrite the promotional schedule2.2. Write, send and follow up media releases & gig guide infoWrite, send and follow up media releases & gig guide info3.3. Book, script & contract radio adsBook, script & contract radio ads4.4. Book & brief the graphic artist for press advertising artwork & print Book & brief the graphic artist for press advertising artwork & print

promotion (posters, flyers, etc)promotion (posters, flyers, etc)5.5. Deliver artwork to printers and collect the print promotionDeliver artwork to printers and collect the print promotion6.6. Coordinate the distribution of print promotionCoordinate the distribution of print promotion7.7. Book & contract press advertisingBook & contract press advertising8.8. Coordinate on-line promotion strategies (Social network sites, e-zines, Coordinate on-line promotion strategies (Social network sites, e-zines,

etc.)etc.)9.9. Book radio interviewsBook radio interviews10.10. Distribute band photographsDistribute band photographs11.11. Distribute recordings to radioDistribute recordings to radio12.12. Coordinate industry liaison Coordinate industry liaison 13.13. Co-ordinate other forms of promotionCo-ordinate other forms of promotion

Production1.1. Inspect the venue/ site for artist parking, load-in access, band storage Inspect the venue/ site for artist parking, load-in access, band storage

areas, band room, performance spaces, power (3 phase and mains)areas, band room, performance spaces, power (3 phase and mains)2.2. Book and contract concert lighting, staging, PA, delivery and relevant Book and contract concert lighting, staging, PA, delivery and relevant

staffstaff3.3. Book & brief the door staff, merch staff, stage manager, security & Book & brief the door staff, merch staff, stage manager, security &

runnerrunner4.4. Coordinate the production specs for the artistsCoordinate the production specs for the artists5.5. Confirm load in & sound check times with the venue & the artistConfirm load in & sound check times with the venue & the artist6.6. Coordinate venue sponsorship signageCoordinate venue sponsorship signage7.7. Create & distribute running times & door-sheetsCreate & distribute running times & door-sheets8.8. Liaise with the venue in-house engineer & lighting operatorLiaise with the venue in-house engineer & lighting operator9.9. Create a venue floor plan including safety devices and exitsCreate a venue floor plan including safety devices and exits10.10. Book and confirm the photographer &/ or video camera operatorBook and confirm the photographer &/ or video camera operator11.11. Manage the technical production assistants (Diploma students)Manage the technical production assistants (Diploma students)12.12. Coordinate transport arrangements for staff & artists (where relevant)Coordinate transport arrangements for staff & artists (where relevant)

Draw up a schedule

Timeframes: How long does each task go for?Use a Gantt Chart to organise each section

Time Line : When does the whole project start and finish? This is an easy place to start the ball rolling

Deadlines: What specific dates do specific actions need to be completed by?Create the daily schedule

You set all of these!!

Don’t wait around

Scheduling Activity

In your teams create the schedule using Timelines, Timeframes and Deadlines

Guarantee: You will be happier that you did