Event Planning Checklist
NOLA & NYC Venue Management
Overall Progress
0%
0 of 25 tasks completed
Event Timeline Checklist
Complete all milestones for a successful event production
18 months before
Secure preliminary venue dates
Initial artist/talent negotiations
12 months before
Finalize venue contract
Apply for event permits
Secure insurance quotes
9 months before
Book production team (sound, lights)
Finalize artist contracts
Reserve catering vendor
6 months before
Launch music promotion campaign
Submit to radio/streaming playlists
Confirm all permits approved
Book transportation/logistics
3 months before
Finalize marketing collateral (posters, social)
Distribute press releases
Confirm all vendor contracts signed
Begin ticket pre-sales
6 weeks before
Final artist/crew schedule confirmation
Load-in logistics finalized
Confirm catering final headcount
2 weeks before
Final soundcheck with artist
Confirm all crew attendance
Last-minute promotion push (social, radio)
Week of event
Final security/safety walkthrough
Confirm artist arrival & accommodations
Run final technical rehearsal
Music Promotion & Distribution Strategy
Pre-Event (3 Months)
- Submit singles to Spotify/Apple editorial playlists
- Pitch to radio stations in market (WWOZ NOLA, Hot 97 NYC)
- Create event-specific playlist on all platforms
- Launch TikTok/Instagram campaign with artist clips
- Send press kits to music journalists
Event Week
- Live-stream performance on YouTube/Instagram
- Create Instagram Reels of soundcheck/behind-scenes
- Push merchandise with artist signature
- Collect fan contact info for email list
- Record high-quality audio for streaming release
Post-Event (2-4 Weeks)
- Upload live performance to all streaming platforms
- Distribute event recap video to all socials
- Pitch live recording to podcasts/music blogs
- Collect user-generated content (fan videos)
- Send thank-you emails with exclusive content
Long-Term (Ongoing)
- Collect streaming royalties via PRO (ASCAP/BMI/SESAC)
- Monitor playlist placements monthly
- Build email list for future tour announcements
- Track social media growth from event exposure
- Plan follow-up shows based on demand data
Revenue Tracking: All streaming revenue collected through DistroKid/Tunecore and deposited directly to Big Red NOLA Publishing account. Full transparency reports issued quarterly with artist audit rights.
