Promoter responsibilities

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We ask all of our Promoters to think carefully about the responsibilities they’re taking on when choosing to run and promote shows as part of the Festival.  

• As a promoter you will need to make clear all financial arrangements and ‘deals’, including who is going to pay the Registration Fee. 
• Register your events on Eventotron in advance of the registration deadline, or agree who will be responsible for doing that.
• Consider using a contract or written agreement with your acts and venues so that you are protected in case you need to cancel an event.
• It will be your job to share information about the venue & show with your acts and vice versa. Everyone should be clear about the arrangements for the show.
• Provide adequate information on Venue location, accessibility and any key contacts artists will need other than yourself. 
• Make artists aware of any age restrictions the venue has in place and how this may effect access to their show. 

• In advance of the show you should request promotional material such as posters and flyers from artists and distribute these in relevant locations across the city
• It will be your job to actively promote the shows you have booked and to make sure the act & venue have the correct means to promote the show as well. The promotion will be most effective when it is joined up. 
• Follow the Festivals on social media and make sure you tag us in any posts about your show & the Festival
• Introduce yourself to the Festival box office and let them know your preferences on ticket reporting. We can set up regular ticket reports at times that suit you. 
• Respond to any emails that you get from the Festival team. We send out regular requests as well as emails with important information. 
• Attend our Venues and Promoters meetings. 

• Make sure there are enough briefed staff or volunteers available to: 

              - Properly set-up the space

              - Ensure show / venue signage is clear and accurate 

              - Meet the artists

              - Greet audiences and take tickets

              - Take any money from ‘walk-ups’

              - Manage any latecomers

              - Monitor the show (for faulty tech, abusive audience members, noise bleed from other    venue spaces) 

              Not all of these need to be your responsibility, but it is your responsibility to make sure these things happen. The Festival may be able to help with volunteers – so get in touch.

• Make sure that there is festival branding at your shows. This includes having a banner on stage, posters in the venue and using any screens that are available. Closer to the festival we will send out a menu of marketing options that promoters and venues could take advantage of. 
• Keep accurate audiences figures for each show and report these back to the Festival team For wider Festival research it is useful to know how many of these were ‘walk-ups’.
• Let the Venue and Festival team know of any changes or additions to the programme ASAP so these can be effectively communicated with audiences. You can do this by emailing boxoffce@comedy-festival.co.uk 

There are two significant things that happen after the Festivals has finished:

• We will email you your final Festival settlement figure which is the total amount you have made from selling tickets through our Box Office. We will ask you to check that your bank details are correct and let us know as soon as possible if they aren't. Look out for these emails. 
• Our Festival Awards ceremony will take place and we may email you about any nominations you have or that are linked to you. We try to invite all of our promoters to this event and will send out invitations via email.