Presenting 101 Friday 21 September 2012 Performing Arts Exchange ...
Session 2 • Today’s Topics: • Today’s Faculty • Production and • Perry Mixter, Mixter ...
Let’s Go! • Introduction of Faculty • Anyone new in the room today? •Presenting 101 • PAE ‘12 ...
Today’s Course Outline • Production & Logistics • Contracts & Negotiations • Event & Produc...
Production & Logistics • Event & Production Planning • Establish event ...
Production & Logistics • Production Planning • Scheduling • Artist Log...
Production & Logistics • Production Planning • Resource Allocation ...
Production & Logistics • Conduct “advance” meeting with producer/ artist representative/artist ...
Contracts & Negotiation • Budgeting – Macro to Micro • What is your budgeting process? What approvals do yo...
Contracts & Negotiation • Types/Structures of the Event Deal • Straight Deal - flat fee only ...
• Benefits: you recoup The your costs faster 85/15 • Artist rec...
Contracts & Negotiation • The Offer Letter • Process once agreement has been made ...
Contracts & Negotiation • Contracts • How to read an artist rider and technical rider and what to ...
Contracts & Negotiation • Negotiating with Integrity • Commit to clear and timely ...
Official Offer Form Please fill out form before printing Date: New Re...
Contracts & Negotiation • Execution and Logistics • Monitor event requirements and internal protocols ...
Contracts & Negotiation • Execution and Logistics • Front of House - House Management, Ushering, Safe...
Contracts & Negotiation • Execution and Logistics • Development - Sponsorships, Donors and Special Eve...
Tomorrow’s Topics • Bring your questions! • Developing and Engaging Audiences ...
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Presenting 101: The Fundamentals of Production and Logistics -- Contracts and Negotiations

2012 Performing Arts Exchange
Published on: Mar 4, 2016
Source: www.slideshare.net


Transcripts - Presenting 101: The Fundamentals of Production and Logistics -- Contracts and Negotiations

  • 1. Presenting 101 Friday 21 September 2012 Performing Arts Exchange H. Perry Mixter, Lead FacultyPresenting 101 • PAE ‘12 18
  • 2. Session 2 • Today’s Topics: • Today’s Faculty • Production and • Perry Mixter, Mixter Logistics Consulting • Contracts and • Leslie Gordon, Rialto Negotiations Center for the Arts, Georgia State University, Atlanta GA •Presenting 101 • PAE ‘12 19
  • 3. Let’s Go! • Introduction of Faculty • Anyone new in the room today? •Presenting 101 • PAE ‘12 20
  • 4. Today’s Course Outline • Production & Logistics • Contracts & Negotiations • Event & Production • Budgeting Planning • The Event Deal • Allocating Resources • Offer Letter • The “Advance” • Contracts • Execution and Logistics • Negotiating with integrity • Cancellations •Presenting 101 • PAE ‘12 21
  • 5. Production & Logistics • Event & Production Planning • Establish event requirements • Contract Routing and Management –how many eyes of approval are needed? • Rental Equipment, Specialized Equipment or Backline requirements •Presenting 101 • PAE ‘12 22
  • 6. Production & Logistics • Production Planning • Scheduling • Artist Logistics • Travel • Housing • Ground Transportation • Cargo •Presenting 101 • PAE ‘12 23
  • 7. Production & Logistics • Production Planning • Resource Allocation • Labor/Personnel • Venue(s) • Equipment • Other •Presenting 101 • PAE ‘12 24
  • 8. Production & Logistics • Conduct “advance” meeting with producer/ artist representative/artist • Tour of venue(s) • Residency design; meet with community/board members; media visits • Execution/Logistics •Presenting 101 • PAE ‘12 25
  • 9. Contracts & Negotiation • Budgeting – Macro to Micro • What is your budgeting process? What approvals do you need? • The 5% rule • Allocating organizational overhead costs – include in programming budget or not? •Presenting 101 • PAE ‘12 26
  • 10. Contracts & Negotiation • Types/Structures of the Event Deal • Straight Deal - flat fee only • Split Point Deal – Artist agrees to allow Presenter to recoup base expenses (marketing/production costs), then share in the new revenue after the “split point” • Four Wall or Modified Four Wall - a theater rental contract where the producer assumes responsibility for all of the expenses of a show and gets all of the revenue • Other types of deals include Promoter, Co-Pro, Commissioning, and more •Presenting 101 • PAE ‘12 27
  • 11. • Benefits: you recoup The your costs faster 85/15 • Artist receives base payment Split • Presenter profit of Point 15% of production costs Deal • Split point = Total Cost plus Presenter Fee • Profit = Gross less Split Point • Net profits shared • 85%/15%Presenting 101 • PAE ‘12 28
  • 12. Contracts & Negotiation • The Offer Letter • Process once agreement has been made • Making a proposal/offer – in writing, usually by email or fax • The deal memo – confirming date in lieu of full contract, treat as binding legal agreement • • Holding dates vs. an offerPresenting 101 • PAE ‘12 29
  • 13. Contracts & Negotiation • Contracts • How to read an artist rider and technical rider and what to look for; common terminology and common features (e.g. fee structures • Understanding legal terms, contracts, and when the lawyers may be needed; institutional, local, state, or federal legal requirements. • What is negotiable, what might be negotiable and what might be a deal breaker? • Adding your own rider/ addendum •Presenting 101 • PAE ‘12 30
  • 14. Contracts & Negotiation • Negotiating with Integrity • Commit to clear and timely communication • Honesty and fearless communication in conversations and negotiations • Do not commit to provisions you cannot fulfill • NAPAMA Ethical Guidelines • Dealing with cancellations •Presenting 101 • PAE ‘12 31
  • 15. Official Offer Form Please fill out form before printing Date: New Revised Title of Show: Hyperion Productions, LLC 601 W 177TH ST #36 Date(s) Requested: New York, NY USA Showtime(s): 10033 Phone: 646-652-6418 Fax: 646-390-6587 Fee / Budget: www.hyperion-productions.com Additional Terms: CONTACT INFORMATION VENUE INFORMATION Contact Name/Title: Venue: Signatory / Title: Address 1: Organization: Address 2: Address 1: City: Address 2: State/Province: City: Zip/Postal Code PERFORMANCE CONTRACT ADDENDUM State/Province: Capacity: The signing of this Contract Addendum by the Artist or Agent thereof (hereinafter "Artist"), and The Arts Zip/Postal Code: Partnership of Greater Spartanburg, Inc. (hereinafter “Partnership”) shall incorporate this Addendum into Office Phone: Cell Phone: Fax Number: Stage Dimensions: Do You Have in House Lighting? yes no In House Sound? yes no the Agreement noted below. Failure of the Artist to sign this Addendum shall automatically cancel the Agreement. Attached to and made a part of the Agreement originally dated March 18, 2010 by Partnership and ART ilEnIll Pn0DU8Tr0ilS FEGAN ENTERGTAINMENT (Artist) regarding the engagement of The Golden Dragon Acrobats 270 Fort WashingtsnAve #6 e New York,NY 10032 Email: on February 4, 2011, the following terms and conditions shall apply, and if any conflicts exist between the main:{646)652-5418. fax: (6116}-390-6587 TECHNICAL CONTACT language of this Addendum and the language of the Agreement, this Addendum shall prevail. PERFORMANCE CONTRACT PR CONTACT Contact Name: 11050 FINANCIAL Contact Name: Organization: ThisAGREEMENT,prepared HyperionProductions (hereinafter LLC called 1. Partnership will make all payment due Artist in the form of a Partnership check. At no time will payment be made in cash by "AGENT") madeon Monday, is March29, Organization: or by certified check. 2010betweenRave Productions On (hereinafter calledPRODUCER ATTMCTION") TheArtsPartnership or and of Office Phone: Spartanburg, Greater Spartanburg, {hereinafter SC called"PRESENTER") the following under termsandconditions: Address 1: 2. A copy of Form W-9 or Form W-8BEN is required from the Artist and its agent at the signing of this contract. Payment Fax Number: Address 2: of performance fees cannot be made until a copy of the Artist’s and its Agent’s Form W-9 or Form W-8BEN are provided. Cell Phone: Yesterday Today PRODUCTION: and NUMBER PERFORMANCES; OF I City: 3. Partnership reserves the right to sell any and all concessions and merchandise including (but not limited to) food, beverage, Email: souvenirs, and souvenir programs, except for items that conflict with typical “Artist Merchandise.” Partnership will State/Province: withhold 20% commission on all merchandise sold on behalf of the Artist. DAY(S} DATE(S} TIME{S} Please fill out all applicable areas of this form. When finished, please Thursday April21st,2011 7:00pm Zip/Postal Code: print this form (upper right corner), sign below and fax back to us. 4. Artist acknowledges that it is an independent contractor and not an employee of the Partnership. Partnership agrees to Office Phone: prepare and file all tax information required of a person who hires an independent contractor and the Artist agrees that By Signing this form, I, the undersigned, hereby warrant my authority they have the sole responsibility for payment of any federal and state taxes arising from the monies paid by Partnership to Fax Number: to submit this official offer on behalf of my organization: the Artist for the Performance. Signed: ______________________________________________ Cell Phone: TECHNICAL CONTACT VENUEINFORMATION Email: Print name: __________________________________________ Mr. H. PerryMixter CulturalCenter Chapman 5. Partnership reserves the right to reject any and all riders or any part thereof not received and included as a part of the contract at the time of the execution of the contract and signature thereto by Partnership. TheArtsFartnership Greater of Spartanburg 200 EastSt. John Street 200 East JohnStreet St. Spartanburg; SC 29306 6. Technical specifications should fall within the parameters of the technical specifications of the Chapman Cultural Center. Spartanburg, 29306 SC 7. Partnership reserves any and all right to determine acceptable sound pressure and audio volume levels throughout the OFFICE: 864-278-9669 SeatingCapacity: 475 venue for all amplified performances. Without exception, measurable dB sound pressure levels may not exceed an average MOBfLE: 864-497-9290 FAX:864-948-5353 StageDimensions:with wings,80w x 35d of 95 on any occasion. However, final judgment and decision by Partnership’s representative shall be called by ear, which EMAIL: mixterhp@ms€=€€s ln-House Lights? shall override all metered data. When requested, artists representative or sound engineer agrees to adjust sound levels " JA(TANJAnl ot(4r +- i r^- a J1 Ifl-nuuse --- -,.- Jguilu r immediately and in accordance with notice by Partnership’s representative. Failure to do so will be construed as a breech /N-- of contract. PUBLICIWCONTACT The Offer TECHNICAICONTACT 8. All line schedules and light plots requiring pre-hang will be provided no less that thirty (30) days prior to the scheduled SteveWong StephenSmith performance to assure execution. Same as ahove Sameas Above PHONE:864-278-9698 FAX: 864-948-5353 PHONE:864-948-5350 EMAIL: swong@spartanarts.org FAX: 864-948-5353 MOBILE: 615-390-2682 The Arts Partnership of Greater Spartanburg Contract Addendum Page 1 of 4 EMAIL:ssmith@spartanarts.org PERFORMANCE FEE: $5,000.00 ADDITIONATTERMS: Twelve {12} hotel rooms DEPOSIT: $1,0OO.OO TO: l-typerionProcluctions FEDlD: 20-5426533 PAYABLE "/rAa(h | 2btl Your Contract BATANCE; 54,000.00 PAYABIE TO: RaveOn Productions FEDlD: 72-1560315 DtlE: On the day sf perJornnasrce the fa"n* af€e+*i--4e*Check, (in University Checlqe,rMoney Qrder) Addendum Contract The Fully Executed Contract •• SamplesPresenting 101 • PAE ‘12 32
  • 16. Contracts & Negotiation • Execution and Logistics • Monitor event requirements and internal protocols • You MUST have facility/event policies in place before the event, think of EVERYTHING! • Developing the event management timeline for individual events and presenting season and assigning personnel and levels of authority in order to execute same • Develop Month by month checklist for all decisions and actions • Box Office, Ticketing and Sales tracking and reporting • What ticketing system do you have and what kind of reports does it generate? • • Will artist want to see box office reports?Presenting 101 • PAE ‘12 33
  • 17. Contracts & Negotiation • Execution and Logistics • Front of House - House Management, Ushering, Safety, Security, Concessions and Merchandise • Safety training, volunteer liability, relationship with local public safety officers, 911 call protocol, internal communications (walkies, cellphones) • Concession policies, allowing food & beverage in theatre? Impact of no intermission on sales.. • Location of merch, who will sell? Settlement issues • Finances - Deposits, Payments, Labor and Event expectations, Settlements • Event reports, level of details, budget vs. actual •Presenting 101 • PAE ‘12 34
  • 18. Contracts & Negotiation • Execution and Logistics • Development - Sponsorships, Donors and Special Events • Donor/sponsor benefits – need to determine in well in advance • Meet and Greets, Signings, Pre-show or Post-show Artist- Audience Interactions • Make sure you have PRIOR approvals from artist! • Education and Engagement - scheduling, target audiences, resources, locations Brou ght To • Facility - Housekeeping, Maintenance, Parking, Services You By •Presenting 101 • PAE ‘12 35
  • 19. Tomorrow’s Topics • Bring your questions! • Developing and Engaging Audiences • Outreach Programs • Marketing and Promotion • Get Personal! Face Time Consultations with Perry: • Today, 1:30-3:10pm • Tomorrow, 1:30-3:10pm •Presenting 101 • PAE ‘12 36

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