· Meet with key personnel to discuss promotional plan of activities and agree on fee.
· Write a press release (or multiple releases) on the production /event/launch//festival that is approved by client for distribution to press.
· Help coordinate advertising (if required) to suit client market and budget.
· Help coordinate brochure/flyer copy, design and printing (if required) to suit client budget and brand.
· Prepare information for free listings and distribute to newspapers for publication, radio stations for broadcasting and online services for listings.
· Prepare information for specific target audience if required. (e.g. Indigenous, Asian, Jewish, Irish, student interest groups depending on the production.
· Attend first reading of play or early rehearsal of project to meet director / actors / producers / designers. Collect contact details for all involved. Discuss publicity strategies and angles, find out if anyone has contacts in the media we can utilise, check rehearsal schedule and everyone’s availability for interviews.
· Prepare media distribution list. (We have a current list of arts contacts in the
· Prepare invitation, if required, for photocopying onto quality paper, usually 3 to a page then guillotined or arrange design and print of DL size invitation.
· Prepare mailing of the media release, with pre-publicity photograph, flyer and invitation to media distribution list approved by client via snail mail and via email.
· Follow up mailing by telephone and email to arrange interviews for key personnel eg director and actors. Approach mainstream and local newspapers, television programs with chat format as well as mainstream and community radio for interviews.
Publications approached usually include: Mainstream: Sydney Morning Herald (includes daily Metropolitan section, Friday’s Metro, Sat Spectrum and Good Weekend), Sun Herald – S Magazine, Daily Telegraph – Sydney Live section, Sunday Telegraph - Inside Entertainment, The Australian – arts pages and Review section. Suburban: North Shore Times, Wentworth Courier, Mosman Daily, Manly Daily, Glebe Weekly (and any other local papers where actors live) The Brag, Nine to Five, City Weekly, Northside Courier, Jewish News, Catholic Weekly etc. Radio programs with chat or arts format: ABC-702, 2UE, 2GB, 2DAY-FM, 2SER-FM, Radio Eastside, Northside Radio, 2RRR-FM. Television: Mornings With Kerri-Anne, Sunrise, Fresh, 9am, The Panel, Rove Live, ABCTV Sunday Arts, Denton’s Enough Rope. NB: Television producers are only interested in well known or “celebrity” guests.
· Place directory listing ads in the Sydney Morning Herald if required.
· Help with co-ordination of production photos if required. (We know several good photographers within a wide range of price that we can recommend.)
· Help with design and production of program.
· We can also suggest graphic designers for preparation of invitation, flyer and advertising artwork.
· Arrange promotional ticket giveaways with metropolitan and suburban newspaper publications, radio stations and via email newsletters on-line if required.
· Co-ordinate media kits for press nights (jpeg photos, photos for notice board, press releases, programs). This includes captioning production photos and distributing to correct media via email to accompany reviews. These are individually captioned with correct details of the performers and sent with a media release that includes full production details: name, venue, dates, times, prices, booking number. These are usually distributed prior to opening night by email to a group email list of correct pictorial editors at each publication.
· Follow up reviewers and other VIPs by phone or email to check their attendance.
· Attend opening night of production/event/function and co-ordinate press kits for media. Arrange media seating for opening night and distribute tickets prior to opening night by mail or from a specially set up media table or box office on the night.
· Follow up reviewers who don’t show up to suggest attending another performance.
· Collect press clippings - I can co-ordinate a press clipping service to monitor press coverage which varies in cost depending on if you require electronic press coverage as well, otherwise we just collect as many clippings as we see and I tape any radio and tv interviews. I have subscriptions to the three daily metro papers: Sydney Morning Herald, The Australian and The Daily Telegraph, a weekly subscription to the Sun Herald and Sunday Telegraph and receive by post or delivery The Manly Daily, The Catholic Weekly, The Jewish News, Sydney Star Observer, North Shore Times. I regularly pick up other street publications at various venues around town.
· Prepare a report on activities and supply to client with photocopies of press clippings & reviews, video and audio tapes of interviews, and final invoice.