Smart Arts - Creative New Zealand

Keep a written record• Keep a journal of the project: record conversations, contact numbers, minutes frommeetings, thoughts and ideas. Writing is a good way to focus on issues. A ring-bound orclear sleeve folder is a good way of keeping it all together in one place. It means you canflip straight to a media release, media schedule or phone contact.• Keep copies of important documents (e.g. contracts) in a safe place, not in the folder youwalk around with all day.• Save electronic documents with logical names and label your disks.• Back up important electronic files on a regular basis.• A daily to-do list is a great habit to get into. It helps you focus, be more strategic andmore efficient.• Everyone involved in the production (including volunteers) should be contracted, and anychanges should be recorded and signed off by both parties.• Keep quotes until you have been invoiced.• Keep receipts for reimbursements and tax.Wrapping it up• Don’t leave loose ends when the event is over. Loose ends reflect badly on you and yourcompany or organising team.• File a publicity report, including press clippings. They’ll provide you with review quotesfor the company’s next season.• Send the playwright’s agent copies of clippings if your show was a premiere for one oftheir playwrights.• Collate database information and create a mailing list for the next event.• Write up the findings of any research or surveys you conducted.• Make sure all invoices are paid. If you are leaving before the invoices all come in, makesure you leave all quotes, and a list of expected invoices and their amounts with thefinancial controller.• Return anything you borrowed to its owner. Send thank-you letters to people who havehelped you and whom you may call on again.• Write sponsor and funder reports as required. What benefits did they get? Howsuccessful were you in achieving your stated aims? Ensure they receive an attractivelypresented set of press clippings, and tapes of any radio or television interviews.• Archive reports, photos, surveys and databases of supporters (from suppliers to thepublic who attended).• Be courteous. You are representing yourself, your event and your artform. Breaking thelaw with graffiti or posters placed illegally makes it harder for everyone in the future.And finally: listen more than you speak; be informed before you act; and be passionate.Enthusiasm is infectious.Good business practice7Smart arts | Toi huatau71