Smart Arts - Creative New Zealand

Week 1 (production week)• schedule time for media calls on set and in costume• take production photos at dress rehearsal• decorate foyer with company promotion• pick up programme from printer• have preview night (Is it open to the public or for a specific group? Is there a charge?)• prepare reviewers’ pack (include photos, programme and biographies)• prepare for opening night. Be near box office to deal with any problems (e.g. a reviewerforgot to RSVP and you’re sold out – give them your seat)• make opening night an event. You and your team deserve a party – and it’s good PR.The show is up• collect reviews and slash your advertisements, billboards and displays with quotes• send a summary of quotes to interested parties or a direct-mail group• look out for media opportunities: e.g. actor breaks leg• work on generating news event/stunt to sustain press interest• collect all media clippings, examples of flyer, poster, programme and photos and file;photocopy clippings and pass on to relevant people• ensure all your bills are paid and return things you borrowed• analyse research findings, collate database• send thank-you letters.Exhibition openingsFor an exhibition, the balloon goes up at the opening. This is an opportunity to gathersome key people: not only your sponsors and anyone else who’s supported the exhibitionbut also those who can provide valuable word-of-mouth marketing.Obviously, the scale of your opening depends on your budget. Sponsors usually havetheir own more private openings for particular clients but they should also have theopportunity to submit names for the main public event.Getting the catering and/or wine sponsored will help your budget immensely. Otherwise,budget on a couple of glasses of wine (check on red wine for painting exhibitions becauseit is usually banned) and some presentable nibbles for a couple of hours. Remember theyare there to see the work and tell their friends, family and colleagues about it. They’re notthere to be wined and dined.Speeches are either a lively start to the proceedings or a necessary evil, depending on thenumber and how good your people are at public speaking. Be strict about putting a timelimit on the speeches (two or three minutes each is plenty), restrict the number ofspeakers to a maximum of four and make sure they cover different topics. Also ensureeach speaker has a list before the event of who’s speaking and the time allowed for eachspeech. Speakers also need to know the VIPs in attendance; who needs to beacknowledged; and what their correct titles are.If a performance is part of the opening, keep it short and at the beginning. Organise asound system, test it out and make sure someone on the night knows how to work it.Promoting the event2Smart arts | Toi huatau21