Easy Ways to Manage Your Theatre Event

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Event management requires a careful plan and execution for it to be successful. Like any other project that must meet deadlines and meet specific outcomes, proper management of your theatre event will be vital in determining its success. Whether you are planning to host a pantomime, a musical, or a traditional theatre play, there are numerous factors that need to be taken into consideration.

Begin Early

Begin planning as early as possible, especially if your theater is large. It would be best to begin planning as early as two months in advance. In your final planning stages, go through the vendor contract to avoid last-minute hiccups. Throughout this planning, some aspects of the theater event will change. Things such as the event times or the type of play that you are going to host may change. Therefore, the event manager must remain flexible to meet the changing demands. Make sure that, as the event manager, you are in constant communication with your stakeholders to brush on crucial aspects of the event.

Market your theatre event

Do thorough marketing of your theatre event using mainstream media, social media channels, and your website. This theater event is a perfect way to up your social media presence. Encourage your links and performers to tag this theater event on Facebook, retweet, and like it on Twitter. You can also use event venue management software to polish areas you may have overlooked when marketing and planning for your theatre event.

Budget and Negotiate

In the early stages of planning for your event, determine what the event is going to cost you and budget accordingly. Meet your vendors and negotiate on what you will pay them. Good negotiation skills will improve your bottom line.

Assemble a team

To help you effectively manage your theatre event, assemble the team that will assist you logistically. Assign this team roles specific to individuals, such as communication, backstage assistant, lighting crew, ticketing, sound engineering, security, and customer service. This will make your team members solely responsible for their section and much more clued into small detail changes. It is essential to brief your assembled team to observe the COVID19 government guidelines of keeping social distance.

Create a cloud shared document

Creating a cloud-shared document is essential in assisting your team members in collaborating with you and other team members. To keep everyone on the same page, create a central document detailing everything to do with the theatre event, including vendor contracts and attendant information.

Schedule meetings with your performers

Meet with your team approximately two weeks before the theater event to do a mental walk-through on everything, from initial setup to the follow-up process. Usually, complications are highlighted during these meetings. Don't forget to schedule regular sessions with your performers to brush on essential aspects of the big day. In these meetings, the performers and your stakeholders can get familiarized with the venue. Getting acquainted with your stakeholders will ensure a personal bond that will make your theater get repeat events in the future.

Communicate and lead from the front

During the event, especially if the event is being held in a large theatre, you will want to communicate with your team effectively. On this note, check whether the communication channels in the theatre are functional in advance. This will enable your team to communicate seamlessly, and any hiccups during the event will be addressed in time. Take charge of coordinating the whole team during the event.

Follow up immediately

Like any other project, it's of utmost importance to follow up immediately once the event is over. Many event managers, however, fail to do this. Evaluating the theater event is crucial since it helps the theater event organizers learn and address any similar future pitfalls. It is vital to be proactive in following up with attendees over email or by phone call to gather input on areas that need improvement in your theater and demonstrate the event's success.

Conclusion

Theater events, if proactively managed, and management systems such as spreadsheets for accounting purposes used to help in the process will realize an improved return on investment. Customer loyalty and theater popularity will also improve.