It’s show day! Let’s get ready.
Tidy up the space and put away any personal items you don’t want on display (laptops, personal items, breakables etc.).
Clean bathroom(s) and stock up on toilet paper.
Gather all the supplies needed the day before or morning of the show (food, disposable dishes, rented equipment etc.).
Establish access points (what door will guests come in, where can they put their coats, access to the washroom, etc.). You can use signage or verbally communicate them to guests.
Put out hand sanitizer and/or pandemic-related cleaning supplies.
If you still have some tickets to sell, do a thorough blast of social media, e-newsletter, texting your friends and neighbours about the show!
The Performance Space
Set up the performance space - think about lighting, access to a power source, consider if the Artist requires seating or table for a safe place to put drinks (more guidance on setting up your space here).
Sound equipment setup - perform a test before the artist arrives for soundcheck to ensure it’s working properly.
If applicable, prepare a space to sell merchandise. It’s helpful to have markers and paper for signage. Bonus - set aside a float to loan the Artist (smaller bills and coins).
If you have a ‘green room’ (a private space for only the Artist), it’s helpful to place some water and snacks there so they don’t have to bother you when guests arrive. It’s also valuable to allow them access to a bathroom where they can freshen up before the show.
Welcome area / Door sales
Place signage outside to indicate the guests have arrived in the right place. If you don’t want to be too showy, you can simply put balloons out.
Have the guestlist printed or digitally available for the door, you can use our door sales link for any last minute ticket purchases.
Prepare a mailing list signup sheet as a way for guests to stay in touch about shows you’re hosting.
Have a dedicated door manager to check the guestlist. It’s often helpful to designate just one entrance for this purpose. Welcome each guest by confirming they’re in the right place for the show, asking for their name, and checking them off. If they have a plus one and the name is not listed, ensure the plus one is either with the named guest or identifies the correct person when they arrive separately.
The door manager should also be given instructions on how to manage people who are not on the guestlist and do not have a receipt, or not fit to enter (intoxicated, belligerent, unsafe). A simple protocol will ensure everyone is prepared. This can include someone offering them a taxi home, a place outside the home to remove the person, and (as a last resort) calling for emergency support.
Door sales - If you are accepting cash, use the door sales link provided and purchase as you receive the cash. Collect the name and email address of the person to ensure a level of safety and so we can follow up for their feedback. Please ensure this procedure is followed to keep ticket sales transparent and accountable.
Hosting Best Practices
If you want to make a formal announcement or introduction at the top of the show, quickly check-in with the Artist so you can offer accurate and relevant information to the audience. This may include their bio, whether they have a new album, or if the Artist is allowing photography and recordings of the performance.
You will also want to offer some housekeeping details such as where the washrooms are, if there is a break between sets, and encourage them to be a listening audience and enjoy the performance.
Have an amazing show and thanks for all your hard work!