BandSmash 2017

Saturday, Sept 30

Committee Seats

• Sponsorships - recruiting, liason, banner management
• PR & Promotion - PR, FB, emails, printing, tshirts, lanyards, "at event" posters
• Legal - alcohol permit, PD noise permit, fencing, security, raffle permit
• Band Relations
• Club Participation/Volunteers - ticket sales, day-of, raffle sales
• Giveaway
• Food and Bev - catering, alcohol pickup and return, ice
• Treasury
• Day-of Operations (CHAIR) - food oversight, beer pouring, raffle sales, welcome tent, wrist bands, voting buckets
• Clean Up

Sponsorships

Define sponsorship levels​

Create sponsorship packets

Recruit sponsors

Collect payment

Collect Banners

Distribute sponsor benefit packets

Coordinate logos for website and print

Bring, help hang, re-collect banners

Return banners

Invite to Heroes event

5-30 minutes - Before

1-4 hours - Before

3-6 hours - Before

1-2 hours - Before

2-4 hours - Before

2-3 hours - Before

1-2 hours - Before

2-3 hours - Day of

1-2 hours - After

30-60 minutes - After

Before - 10-21 hours

Day of - 2-3 hours

After - 2-4 hours

Total Commitment: 14-29 hours

PR and Promotion

Press releases: date set, bands, tickets on sale

Facebook: create event, invite people, ads?

Email marketing

Design print materials    

Printing and pick up / delivery of print materials​

Tshirts: create, order and deliver

Lanyards​

Poster posting: Loveland, Fort Collins     

Media Sponsor relations​

Adwords?

Call for Bands     

Coordinate Photography for day-of         

Liner notes for MC

Hire a promoter?

3-5 hours - Before

1-2 hours - Before

4-8 hours - Before

3-6 hours - Before

1-2 hours - Before

1-3 hours - Before

1-2 hours - Before

5-10 hours - Before

2-4 hours - Before

2-4 hours - Before

1-2 hours - Before

30-60 minutes - Before

30-60 minutes - Before

???

Before / Total Commitment - 25-52 hours

Legal and Security

Acquire Liquor License

Post Liquor License

PD Noice Ord Variance  

Coordinate Fencing

Coordinate Security        

Aquire wrist bands

Install fencing​

Brief Security    

 

 

2-4 hours - Before

30-60 minutes - Before

1-2 hours - Before

1-2 hours - Before

1-2 hours - Before

30-60 minutes - Before

1-2 hours - Day of

30-60 minutes - Day of

 

Before - 6 -12 hours

Day of - 1.5-3 hours

Total Commitment: 7.5- 15 hours

Band Relations

Review submissions     

Communicate selected / rejected

Get stage plots

Send load-in day-of instructions

Create and distribute band packets 

Encourage ticket sales

Coordinate with media sponsor

Payment

Greeting day of

Bring bands food / bev on request

Send "thank you" afterwards

 

 

2-4 hours - Before

1-2 hours - Before

30-60 minutes - Before

30-60 minutes - Before

1-2 hours - Before

1-2 hours - Before

2-4 hours - Before

30-60 minutes - Day of

30-60 minutes - Day of

1-2 hours - Day of

1-2 hours - Day of

Before - 7-16 hours

Day of - 2-4 hours

After - 1-2 hours

Total Commitment: 9-20 hours

tracked ticket sales count as "vote" for winner, pay extra to winning band

Club Participation / Volunteering

Ticket sales - 10 each

Other club visits and promotion

Coordinate volunteering day of

Raffle ticket sales - 25 each

Shuttle chaperones

4-8 hours - Before

4-8 hours - Before

2-4 hours - Before

1-2 hours - Before

1-2 hours - Before

 

Before / Total Commitment - 12-24 hours

goal is to have each member sell $500 (10 tickets or 25 raffle tickets or combo there of)

Giveaway

Locate and secure prizes

Distribute and control physical tickets

 

2-6 hours - Before

30-60 minutes

 

Before / Total Commitment - 2.5-7 hours

Food and Beverage

Hire catering  

Ice

Dessert

Coordinate beer pick up                     

Coordinate with caterer details and #s   

Coordinate food pick up and delivery to site

Coordinate beer return

Coordinate food / incidentials returns

30-60 minutes - Before

30-60 minutes - Before

1-2 hours - Before

1-2 hours - Before

30-60 minutes - Before

30-60 minutes - Before

1-2 hours - After

30-60 minutes  - After

 

Before: 4-8

After: 1.5-3

Total Commitment - 5.5-11hours

Treasury

Checks - bands, flexx, catering, etc

Giveaway purchases

Invoice service  

1-2 hours - Before

30-60 minutes - Before

1-2 hours - After

 

Before: 1.5-3

After: 1-2

Total Commitment - 2.5-5 hours

Day of Operations

Coordinate Gator

ATM

Venue Coordinate

Secure tents / delivery / pick up

Stage light control

coordinate food oversight

coordinate beer pouring

coordinate beer pouring

coordinate welcome tent / wrist bands

coordinate voting buckets 

Debrief and AAR 

5-30 minutes- Before

1-2 hours - Before

1-2 hours - Before

1-2 hours - Before

5-30 minutes- Day of

5-30 minutes- Day of

5-30 minutes- Day of

5-30 minutes- Day of

5-30 minutes- Day of

5-30 minutes- Day of

2-4 hours - After

 

Before -  2.5-5 hours

Day of - 1-3 hours

After -  2-4 hours

Total Commitment:  5.5-12

Clean Up

• Before
  • Recruit volunteers
• Night of                
  • Secure alcohol
  • Secure money
  • General urgent clean up
• Morning after:                                
  • Coordinate trash out
  • Remove fencing
  • Collapse tents
  • General clean up

1-2 hours - Before

After / Total Commitment:  4-8 hours

2-4 hours - After

2-4 hours - Day of

Time Commitment Estimates

• Sponsorships - 14-29 hrs
   
• PR & Promotion - 25-52 hrs
   
• Legal & Security - 7.5-15 hrs
   
• Band Relations - 9-20 hrs
   
• Club Participation / Volunteers - 12-24 hrs

• Giveaway  - 2.5-7 hrs
   
• Food and Bev - 5.5-11 hrs
   
• Treasury - 2.5-5 hrs
   
• Day-of Operations - 5.5-12 hrs
   
• Clean Up - 4-8 hrs