The UNITED UNDIVIDED 5 In the Circle of 5th's Annual Family Friendly 3Day Music,

Art & Wellness Camping Festival letter of intent to produce Festival @ LAKE HENRY,
COLORADO

Duane Allan Smith

duaneallansmith@gmailcom

Greetings,

This is my letter of Intent, along with my Primary Design and Production Layout, as well as, a
general Marketing and Promotion Agenda, for the 5th Annual United Undivided Festival, in
which I am looking to have approval from your committee so we may be granted the opportunity
to produce this annual festival at the LAKE HENRY CAMPGROUND and PROPERTY this
upcoming June 28th – June 30th 2019.

My associates and I are committed to producing this Festival of which we believe would be an
ideal event for the usage of the Lake, We of Course will be providing Insurance Policy in which
I have included my past policy for last years festival.

In this letter I have included some scenario/examples to show the festival will be produced with
the professionalism and how it can provide the benefits to the property and the local economy. It
is our intention to answer any questions of how this event will be coordinated, directed and
produced.

I have attached several documents including my resume, a list of the countless companies,
businesses and organizations that i myself have worked with over the past 25 years as a producer
of special events, concerts and festivals or provided my professional A/V expertise and services.
It will not include those whom are co-producing this events, extensive business, but will however
provide you with those who will be working on this festivals production. They are Innersol Inc.,
One Spirit Origin, Mothership, along with dozens of other organizations who will be working
with us.

Some of the questions that I anticipate you may have will likely be addressed by the end of your
reading this letter, however, if you do have any questions that are not, please feel free to contact
me at +1-(720)346-8658 or email at duaneallansmith@gmail.com

Sincerely,
DUANE ALLAN SMITH
Event Production Director and Creator of the UNITED UNDIVIDED Annual Family Friendly 3-
Day Music, Art & Wellness Camping Festivals and owner of Interplanetary Entertainment
 Resume for DUANE ALLAN SMITH
1515 Tennyson Street Denver, CO 80204
720-346-8658
djaxs13@gmail.com / djax_s13@hotmail.com
Professional Skills: Private Sector and Retail Sales Management, Specialized Industries Overwhelming Experience & Knowledge in
Music, Film, Graphic & Visual Arts Multimedia Production/Holistic Health, Natural Foods Retail and Wholesale Sale Industries

Advanced Computer Skills: Extreme proficiency with Mac and PC Operating Systems: All Microsoft OS, MAC OS versions, LINUX OS 5.6.
Microsoft’s Office Suite (includes Word, Excel, Project, Outlook , Access, PowerPoint) Open Office Quicken/Quick Books Pro, Peachtree
Accounting Software, IT proficiency ranging from Networking to Complete Hardware Install and Full System Design. Possess extensive
knowledge of most hand held and Industry Specific Palms/Scanners. FREELANCE Computer Repair and Consulting

Advanced Graphic and Visual Design Software: ALL Adobe Photoshop /IMAGE READY/Illustrator/ENTIRE CS SUITE Maya/ 3D Max
CAD/CORAL Draw/Print-shop Pro/Bryce/Flash /Sony Vegas /Final Cut Pro / Z*Brush/ Punch Commercial Building Design
Internet/Web: Full Design Layout/ Social Media Content/Design and Marketing

PRO DJ/Music Producer/Audio Engineer with superb knowledge gained as a Special Event, Concert, Club PRODUCER and PROMOTER,
Plus Freelance Graphic Designer, 25+years Professional work in the Global Music Industry with Experience in: Complete Club/ Special
Event/ Concert Production, Promotion, Design, Development, and Management. Full Music Composition/ Sound Production,
Performance, and Recording. Full Spectrum Graphic Art Design/ Print/ and Mass Media Production. Complete Pro Sound, Laser and Light
Design plus Installation, Wholesale and Retail Specialty Music Sales, and Specialty DJ services. In fall 2002, spring/summer/fall 2003,
Attended Mesa College in San Diego, California. Major in Music and Audio Engineering. With 7 years of prior education and professional
career training in Performance and Theatrical Art, with both Film and Stage Credits: Acting/Directing/Screenplay & Script
Writing/Technical Theatre/Set Design/Lighting

Communication/Organizational Skills: Excellent Oral and Written communication detailed & well organized work habits,
Multitask and problem solving skills, and goal oriented.
Notable Work History:

Professional Audio/Visual Technician Contracted under

AV LANCER Inc. EVENT SERVICING LLC. In Denver, Colorado 08-'14 to Current.

Electrician in Training for IRISH ELECTRIC COMMERCIAL and RESIDENTIAL Contractors 06-'14 to Current

General Carpentry/Plumbing skills/Energy Audit and Efficiency/ Permits and Licensing and Codes Liaison

LED LIGHTING CONTRACTING and Energy proficiency design and install skill.

General Contractor/Project MGR for 4U2 Store @ 1301 Speer Blvd 03-13 to 09-13

Member of Denver Art Society building update/compliance chief for 734 Santa Fe Drive location (non-profit) Aug ‘12- May ‘13

Head of Production for Ron Paul Music Festival held in Tampa Florida Aug. 24-26th 2012, and became

Liberty Avengers co-producer of website between Nov. 2011- August 2012

Primerdome Creative Art Space, Gallery & Venue Associate/Consultant. Event Production and DJ 06/09- Current

Liquid Lighting, Sound and Vision Service and Sales associate and Graphic Designer August 2010- Current

DJ Rockstars Booking Agency: DJ and Artist Booking Agent and Limited Manager October 2009 -Current

Action-link / SONY USA: Colorado Electronic Retail Stores IN STORE Representative 08/07 - 03/09

Vitamin Cottage Happy Canyon, 5558 Hampden Avenue Denver, CO 80218 VITAMIN MANAGER 08/06 -05/07

Wild Oats Markets (Many Locations Over a 13 year career) Where, Job Title & Dates
AURORA 01/92 to 10/93 Asst. Grocery MGR WASH PARK 11/93 to 04/96 Asst, Vitamin MGR
CAPITAL HILL 05/99 to 06/01 Asst Vitamin MGR HENRY'S San Diego, CA 06/01 to 10/01 Grocery and Vitamin
COLORADO BLVD. 04/04 to 05/05 Asst. Vitamin MGR CORPORATE LIASON 02/94 to 09/97 (set up new stores and trained staff)

Vinyl Groove Records SAN DIEGO, CA - Manager and Buyer 02/02 to 08/03

Club Synergy/Beyond Synergy Denver, CO 80235 05/00 to 01/01Head of Bookings/Promotions/ Graphic Designer

D&L Entertainment and Security Englewood, CO 02/98 to 06/00 Supervisor at Fiddler’s Green/ Head of Rave Security

N* Motion Records 1407 Ogden Street Denver, CO Manager/ Buyer 08/97- 11/98

Outta Our Heads Productions & Soulflower Clothing CO-Events Promoter/Producer/DJ between June of 1997-July of 2000

INTERPLANETARY ENTERTAINMENT OWNER/DJ/Director. Established in Denver CO OCT 1995 and Still in Business today

Interplanetary Entertainment Professional Background and Special Event

Production/Club Promotion History & Comprehensive Music Industry Associates
which includes Current/Previous Productions/Artist MGMT Agencies/ Night
Clubs/Concert and Event Venues/Radio Stations/Labels/Concert Promoters, Etc.
Plus DJ AX*S (DUANE A SMITH)Previous/Current DJ Residencies and Notable Event
Performance Biography
COMPANIES:
N*MOTION RECORDS/FXTC RECORDS/TOUCHED BY A DJ/CLUB AMERICA/THE
ROOT/BRAINCHILD/ROOFLESS PRODUCTIONS/KEMICAL BANK/THE
TRIBE/LOVELIGHT LASERS/ETERNAL*E PRODUCTIONS DREAMSCAPE
PRODUCTIONS/INTERPLANETARIUM(mile high station)/THE
REFLEX(oldTraxx2000)/SOULFLOWER RECORDS/THE SNAKEPIT/PIPE
DREAMS/MOONBOOT PRODUCTIONS/THE ROXY/CLOUD 9 PRODUCTIONS/MALLURD
FX/FUTUREGIRL PRODUCTIONS/THE HOLLYWOOD STAR (San Diego)/4th AND B (San
Diego)/CLUB AMSTERDAM/MUDDY'S CAFE/SOUNDWAVES/CLUB VELVET/THE BLUE
ROOM/KTCL/CLEAR CHANNEL CONCERTS
UNIVERSAL CONCERTS
AQUA LOUNGE/RED BULL/PARADISCO/ODYSSEY PRODUCTIONS/THE HEAVENLY
DAZE(Steamboat)
DISCO INFERNO (Steamboat)/WAVE AUDIO/ PLANET X PRODUCTIONS/FAB
CLASSICS/AFTERHOURS PRESENTS/AKIRA THREADS/GYPSY LOUNGE/MAD
PRODUCTIONS/SPEAKER HUGGIN/KOPIAN PRODUCTIONS/COME TOGETHER
PRODUCTIONS/TERRAFORM RECORDS/ SOUL ENERGY PRODUCTIONS
2 B ANNOUNCED CONCERTS/ CREATIVE ARTISTS AGENCY
N*FORCE PRODUCTIONS/LIFEFORCE PRODUCTIONS/XEN HOOKA LOUNGE (San
Diego)/SCAREDY CAT
THE ZOO CREW/GOOCH CREW PRODUCTIONS/VINYL VAULT/MOUNTAIN GROOVE
PRODUCTIONS
SACRE BLUE LOUNGE/FEMME' PRODUCTIONS/360 PRODUCTIONS/PHAM-ILL-E
PRODUCTIONS
MILE HIGH HOUSE/SUGARTWIST/ICU BOOKING MGMT/RADIOVALVE.COM/OTAKU
DESIGNS
LONG HARD RIDE/SUNBURST PRODUCTIONS/SUPERSTAR PRODUCTIONS/SQUISH
PRODUCTIONS
GOOD & PLENTY PRODUCTIONS/FIDDLER'S GREEN AMPLITHEATRE/MECCA
PRODUCTIONS (San Diego)
CLUB ULTRA (San Diego)/EVOLUTION PRODUCTIONS/GET-M NON- PROFIT/ALPHA
OMEGA PRODUCTIONS
4-PLAY PRODUCTIONS/A&E PRODUCTIONS/CAFE EUPHRATES/UNIFICATION
CREATION/ROCK ISLAND
BASIC PRODUCTIONS/MIXED DRINKS/TRE PHILLIOS/LOOPHOLE CLOTHING/AZATLAN
THEATRE
DJ ROCKSTARS.COM/AM ONLY/FUNKY TECHNO TRIBE/'TIL DAWN
ENTERTAINMENT/EAST MUSIC GROUP
AT LARGE BOOKINGS now SKAM ARTIST’S AGENCY/CENTERFIELD'S (The
Foxhole)/OM RECORDS
CHAMPION SOUND ARTIST MGMT
MILAGE MUSIC/UNITED RECORDS/CYGEN TECHNOLOGIES/B&B PRODUCTIONS (One
Productions )
ECLIPTIC ENTERTAINMENT/EARTHDANCE INTERNATIONAL/SELECT
TECHNOLOGIES/URB MAGAZINE
PLAYSCHOOL PRODUCTIONS/TIGHT ARTIST MGMT/BALANCE ARTIST
MGMT/BROOKLYN MUSIC LTD
NEMESIS RECORD DISTRIBUTIONS/AMPED RECORDS/WATTS MUSIC/INTERGROOVE
BLUEMOON ARTIST MGMT/ Q-VENTS/
BREAK SOCIETY/CLUB LEVELS/CLUB 8150/BRAINFUNK/FATE MGMT/COLUMNS OF
KNOWLEDGE
HARDKISS/JONES SODA/MONSTER ENERGY/ICM PRINTING/MANOR
INSURANCE/NOKTURNAL MGMT
ONE WORLD ARTIST MGMT/PERFECTO RECORDS/KINETIC RECORDS/GLOBAL
UNDERGROUND
PRODUCER ARTIST MGMT/PURE NIGHTCLUB (San Diego)/BOULDER
THEATRE/PLEASURE ENTERTAINMENT
WE ARE ONE/SOUND ENFORCMENT AGENCY/611 MUSIC/SYNTAX
DISTRIBUTIONS/SOMA LOUNGE
TRAVEL 2000/PURE ACID MIX TAPES/STAND UP FOR KIDS/CATALYST
PRODUCTIONS/BERTWERKS
LIQUID LIGHTING/ATMOSPHERE ENTERTAINMENT/BOHEMIA PRODUCTIONS/MANTA
TECHNOLOGIES
ACCESS MUSIC/AVALON ENTERTAINMENT/ALLEN PRODUCIONS AND LIGHTING/MOLE
GRAPHICS
TIDY TRAX RECORDS/MOONTRIBE MOONSHINE MUSIC/ CREAM (UK) UNIQUE
PROPERTIES/ 4u2 STORE
303 MAGAZINE/ CITY HALL EVENT CENTER/ATOMIC SOUND/ PRIMERDOME/ GRAND
PALLADIUM EVENT CENTER
EXDO EVENT CENTER/ SOUND DOWN PRODUCTIONS/303 MAGAZINE/OPAL SUSHI
AND NIGHT CLUB
YELP.COM/ DENVER ART SOCIETY/ MAHESH PRESENTS/NORAD/ WHIRLING
DERVISH/ BASS’D OUT DENVER
AK PRODUCTIONS/ PLUS+1/www.BOMBUSRADIO.COM/ PSAV / J & S Audio Video /
SHERATON HOTEL DENVER
WESTIN HOTELS – Denver/DIA/Westminster/ OMNI Interlocken Hotel/ Vali Soul
Sanctuary/ UNCLE CHARLIE’S RANCH/ CLUSTER STUDIOS/ ASK JILL/AV LANCER/
EVENT SERVICING/ VIDEO TECH SERVICES/ B PRO A/V HYATT REGENCY
CONVENTION CENTER/ GRAND HYATT DENVER/ KIMPTON HOTEL DENVER
FASTLANE PRODUCTIONS/ CENTENNIAL AIRPORT/ MULTIMEDIA EVENT SERVICES –
COLORADO
NATIONAL RENEWABLE ENERGY LABS- GOLDEN, COLORADO/ COLORADO SCHOOL
OF MINES
COORS FIELD/ SPORT’S AUTHORITY @ MILE HIGH/ ERICHO MOTOR SPORTS /
CEAVCO
MARRIOTT HOTEL DTC/HYATT – DTC/ THE ART HOTEL DENVER/ MILE HIGH
HISTORIC PARK
MAGNUS ARENA & DENVER UNIVERSITY/ EMBASSY SUITES – DENVER/HYATT
REGENCY – AURORA/ DaVITA RITZ CARLTON – DENVER/ CURTIS HOTEL – DENVER/
4SEASONS HOTEL- DENVER
PARK HYATT AVARIA / LOWES HOLLYWOOD HOTEL/ LAFAYETTE HOTEL IN SAN
DIEGO/ ANAHEIM CONVENTION CENTER/ IMAGE EVENT SERVICES/ R.A.F.T NON-
PROFIT/ McNICHOLS CIVIC CENTER BROADMOOR HOTEL – Colorado Springs/ WINGS
OVER THE ROCKIES/CLAYTON EARLY LEARNING CENTER
INVERNESS HILTON – DTC/ CITY HALL EVENT CENTER/ AMP CHAMP/ JW MARRIOTT
CHERRY CREEK
GLOBAL DANCE FESTIVAL
COLORADO HISTORY MUSEUM/ ON SERVICES STAGING/ NATIONAL WESTERN STOCK
SHOW ARENA

APART FROM THE SAID ABOVE THE FOLLOWING COMPANIES DUANE A SMITH HAS BEEN
EMPLOYED
OUTRIGHT AND OR OWNED/CO-OWNED OR STILL DOES WORK WITH/OWN:
INTERPLANETAY ENTERTAINMENT/MAKE-BELIEVE PRODUCTIONS/OUTTA OUR HEADS/CLUB
SYNERGY
D & L CONCERT AND HEAD OF RAVE SECURITY/BACKSTAGE SUPERVISOR @ FIDDLER'S
GREEN
N*MOTION RECORDS MANAGER/VINYL GROOVE RECORDS MANAGER (San Diego)
Audio/Visual technician for EVENT SERVICES, in Denver, Colorado 2014-current, as well as
VIDEO TECH SERVICES, ALLEN PRODUCTIONS, AVLANCER and BPRO Event Services-
Contracted AV services

EVENT DISCOGRAPHY (Produced/Promoted/Performed)

Fantasia '95/Eternity '96/Atmosphere '96/ The Windy City '97/ Schoolin' '97/Cashed
'97/Presence '97/Continuum'97/ Foundation '97/ Euphoria '97/The Emerald City
'97/Beautiful '97/ Free Park Parties from Summer of '97 to Summer of '01/Stompin'
Grounds '98/
Aqua Exotica '98/ Moon's of Neptune '98/ Rise Above '98/ New Year's Black Tie
Affair '98/'99/ Cream (UK)Tour '99/ Perfecto Tour '99
(2 Dates)/Destination Unknown '99/ Columbshine '99/Summer Love '99 (rated URB
magazine Best Event of 1999 in US)
Maximum Joy '99/ Libra '99/ Outta Our Heads 3 year Anniversary '99/ Meanwhile
back at the Ranch '99/Winter Love 2000/
Follow Me '00/ Utopia @ Roxy '00/Funky Techno Tribe Generations '00/ Silk '00/
Halloween Masquerave '00/ Homegrown '00
Shine's Through '00/ Day One '00/'01 Nucleuz(UK)Tour '01 Colorado's Finest (LOS
ANGELES) '01/ Halloween 2001 at the Jones Soda
Mansion (San Diego)/Club Hollywood (2 times) '01/ Ultra @ 4th & B '02 (San Diego)
Transit '02 (San Diego)/ Earth Dance '02
(San Diego) Lipps Afterhours @ Vinyl Groove (2 dates) '03(San Diego)/ Gatorave
'05/Untouchables ‘07/ Too short '09
Bassbin Baptism '09/ Foundation 2009/ Paul Festival (Tampa) '12/ Halloween
Massiquerade @ the Lafayette Hotel Oct 2015 San Diego
Roller Rave @ Exdo event center November 2014/ Outta our heads 17 year
anniversary at Fusion Factory December 2013
UNITED UNDIVIDED 2015/2016/2017 / OFFICIAL NEW YEARS @ BASS PIMP LABS
JANUARY 1ST 2017
THE OFFICIAL SASHA & QUIVVER Afterparty May 2017 / THE OFFICIAL RABBIT IN
THE MOON AFTERHOURS OCT 2017
UNITED UNDIVIDED 2015/2016/2017
Several Events with Whirling Dervish Productions and Mahesh Presents 2016 to
2018
INTERPLANETARY 21 YEAR ANNIVERSARY – December 9th 2017
TRANSCENDENCE= EARTH ANGEL PRODUCTIONS- 2018

Here is a brief history of The UNITED UNDIVIDED Annual Family Friendly 3-Day Music, Art
& Wellness Camping Festivals, and what brought them about. In Pictures-

HELD IN RAMPART RANGE 2018

United Undivided 3 held at Vali Sol Sanctuary in Boulder

The 1st one held at Uncle Charlie’s Ranch in Blackhawk, The 2nd was held at Rampart Range on
National Forest Land. The reason why we are moving it this year is because the Festival will be
too big to do at the any of the previous venues.

We are anticipating between 1000 up to 2200 people who will be joining us this year.

Obviously, an event like this would bring a significant boost for the local economy, making
significant increases to nearly all of the retail markets.

ALL THAT SAID. I am offering $12,500.00 US, to Rent the venue, over the weekend of June

Thank You.

Vendor Packet
Thank you for your interest in becoming a Vendor at the UNITED UNDIVIDED in the Circle of 5th's Here is some
information concerning the rules and requirements. Included in your fee is a minimum 10' X 10' Booth space. Booth
spaces will extend throughout the venue with a festive, open-market atmosphere. Festival does not provide tents,
tables or chairs. All types of merchandise will be allowed except yard sale items and anything deemed offensive by
the Event Producers. Food booths must meet all Health Department requirements. Vendors MUST be at the venue
to set up and strike their booths during designated hours listed

BOOTH SET UP STARTING THURSDAY JUNE 28TH 2018 @ 4:00pm and until 6:00 pm Friday June 29 th 2018
BOOTH STRIKE IS ALLOWED DURING DAYLIGHT HOURS ON JUNE 30TH and MUST BE COMPLETELY STRUCK 8:00pm
July 1st 2018. Any items left behind will be donated, recycled, or disposed of.

Not-for-Profits may sell items of their choice. Displays describing your organization and simple give-a-
ways are encouraged. Do not give away bottled water or food items.

Approximately two weeks before the festival you will receive your contract with booth assignment and
other instructions. A 50% deposit will be allowed for all non-food vendors. All food vendors are required
to pay 100% of the booth fee. We encourage everyone to pay in full.

A limited number of Food Vendors are selected in advance to ensure variety and that each has a profitable event.
Please use the email address below with photos and a complete menu with prices to be considered for the Festival.

NOTE: All food booths come with 20 AMPS of power. Standard G.F.I.C protected circuits of 120V 20amp
are provided for our food vendors. There are a limited number of 220V outlets, G.F.I.C. protected that
are available. The 220 volt outlets can be reserved on a first come, first served basis with an additional
reservation fee of $100.00. Generators are available. Vendors are required to provide their own
extension cords.

All vendors must obtain necessary licensing required by the state. Food vendors must obtain proper
licensing and provide proof of insurance. Please submit this booth application and mail your money
order or Cashier's Check made payable to DUANE ALLAN SMITH
PO BOX 140602
DENVER, COLORADO 80214
Applications are accepted on a “first come, first served” basis until all the spaces in the park are taken. Mail your
application early! ALL APPLICATIONS are due by JUNE 25th 2018, otherwise a $25 late fee will be added

For more information contact Duane Allan Smith, Executive Director at:
Phone: (720) 346-8658 or djaxs13@gmail.com
Check-out our website at http://www,interplanetary1.com

Booth Pricing
Arts & Crafts 10’ x 10’ $ 100

All Arts & Crafts items must be original and made by the applicant. Please submit photos of your booth & crafts

Commercial 10’ x 10’ $ 200

Commercial – info ONLY 10’ x 10’ $ 50.00

Commercial business, products, and services including imported items and production ware. Include a photo of your booth.

Food 10’ x 10’ $325.00 Food Trucks: no larger than 30’ $400.00

Food Vendors, please submit a current certificate of insurance, booth photo, electrical needs and full menu. GFCI protected,
220 volt outlets are available, please let us know if you need one.

Non-Profit 501-C3 10’ x 10’ FREE

Non-profits, please note your 501-C3 number.

Sponsorship booth packages

General Festival Sponsor (Min. $1500 Sponsorship) booth and banner are included with package (all sponsors need to have
monies paid in full before March 20th 2018 to be included on all printed promotional materials such as flyers and posters. Logo’s
need to be a high resolution image saved as a jpeg, gif, or PDF file and can be emailed to djaxs13@gmail.com. Sponsors who
want be included on Magazine Advertisements need to have everything submitted by April 10 th 2018. All banners will be printed
by the week before the event, and will be the property of the sponsor there after.
Attached, you will find all the information needed for the application. ALL PACKETS
MUST BE FILLED OUT COMPLETELY and mailed to DUANE ALLAN SMITH
DUANE ALLAN SMITH at address listed in first section of this packet or can be filled out
and attached via e*mail to djaxs13@gmail.com
We therefore
Encourage you to insure/register any moneys enclosed. We ask that cashier's
check, money orders and Business Check (NO personal checks, please) or a paypal
payment can be sent through PAYPAL to DUANE ALLAN SMITH @ djaxs13@gmail.com
If you have any questions or concerns about this application, requirements and procedures
please do not hesitate to call 720-346-8658.You may email for any of your vendor concerns.
Dear Vendor:
The following items are needed:
. Completed “Application for Vendor’s Booth” form
. Food vendor’s application fee in the amount of $325.00
. Artist and Merchandise vendor’s application fee in the amount of $100.00
. Commercial Vendors application fee in the amount of $200.00
PLEASE NOTE IF POWER HAS TO BE PROVIDED IT’S AN ADDITIONAL $50.00 for
entire weekend

IF VENDOR REQUIRES A TENT, THAT WOULD BE AN ADDITIONAL $50.00

If you have any questions, please do not hesitate to call
NOTE: A Deposit is required by June 15th 2018, to secure a space. Application Deadline is
June 25th 2018.
Sincerely,
Vendor Coordinator
The 4th ANNUAL UNITED UNDIVIDED FAMILY FRIENDLY 3-DAY CAMPING
MUSIC, ART, AND WELLNESS FESTIVAL – UNITED UNDIVIDED IN THE 4TH
DIMENSION
FRIDAY JUNE 29TH 2018 through SUNDAY JULY 1ST 2018 in WOODLAND PARK,
COLORADO
[All material in this package is subject to change)
(NO ALCOHOLIC BEVERAGES CAN BE SERVED BY ANY OUTSIDE VENDOR)
Art and craft/ Merchadise Vendor must Supply their own tents, if a tent is
needed there is a $50.00 charge for the weekend, if electric is needed it’s $50 for weekend

Payment Method: Cashier’s check, Money Order, Cash or Credit/Debit, Paypal

(NO EXCEPTIONS!!!!).
The total number of food booths will be limited to 20%of the total booths. Booth
positions/locations will be given on first come, first served basis. Preference will
be given to Sponsors.
Vendor Village booth sites will measure approximately 10 x 10 feet (no exceptions),
or smaller. Due to space considerations, you must occupy only space officially
assigned to you - No exceptions. All food booths must be covered, have flooring and
vendors MUST supply ALL items needed for set-up, operation and maintenance of booths.
All vendors will be responsible for their own trash clean-up and proper disposal. All spaces
MUST be cleaned to their pre-Vendor Village condition. Also, food vendors must follow all
Public Health guidelines, a copy of which is enclosed. Please review them carefully,
especially concerning potentially hazardous foods.
All vendors will be responsible for collecting and reporting all Colorado Sales Tax, where
applicable.
All vendors are responsible for their own insurance policy. If you need assistance obtaining
an insurance policy you can go to www.eventhelper.com for a very affordable policy.
Vendors will not be allowed to stroll through the Vendor Village selling any food, drinks or
other wares; you will be confined to your selling area. Special positions are not and will not
be guaranteed before the dates of the festival unless otherwise specified. Only vendors
specifically equipped (and where possible, marked) with mobile selling accommodations
(e.g. ice cream truck) will be allowed to sell from automobiles.
Promoters and Venue may not be in a position to provide electricity, and therefore urges
food vendors to use safe gas or charcoal grills. Individual generators are allowed.
REPORT BACK TO US THE FOLLOWING: Electrical Needs: - Please gives A
COMPLETE LIST of all electrical equipment to be used and their voltage & wattage.
We may have to provide extra electricity AT COST to you if needs exceed the average.
Please let us know of your needs so that we can plan in advance. We reserve the right to
discontinue any illegal or hazardous electrical connections.
ONLY EVENT PRODUCERS will be able to sell, give away or otherwise distribute
carbonated
beverages (sodas, sparkling beverages, etc.), water and ice. You may sell Fresh juices
GUIDELINES FOR FOOD VENDORS
1. There shall be no smoking by persons preparing, cooking or serving foods.
2. Food booths must always maintain a very neat and clean appearance. Event officials will
be periodically inspecting to ensure that these rules are adhered to.
3. All food booths will be required to have a roof.
4. Cooking equipment, such as BBQ grills, deep fryers, etc. that requires outdoor use
should stay out of the reach of children and away from pedestrian traffic areas.
5. If running water is not available, provide enough water for cleaning and hand- washing
purposes, in booths. Refrigerators and freezers must have accurate thermometers. All
perishable foods must be refrigerated.
6. Hair restraints must be worn and hands must be kept clean. Disposable gloves are also
recommended. We strongly recommend that at least one person (who is not serving or
preparing food) be designated to handle all moneys.
7. Condiments shall be in individual packets only.
8. Provide covered containers for garbage and trash. Cardboard boxes are not allowed, and
plastic garbage bags are required.
9. Provide ice scoop(s) for handling ice. Provide disposable paper towels or napkins for
customer use.
10. Provide fire extinguisher (properly tagged 2-A 10 B:C rating) in each booth that has
cooking facilities or booths with a great potential for any fires.
11. PLEASE POST THESE GUIDELINES IN A HIGHLY VISIBLE AREA ON ALL
FOOD BOOTHS.
APPLICATION FOR VENDOR'S BOOTH
NAME OF ORGANIZATION or INDIVIDUAL

MAILING ADDRESS:
EMAIL:
CONTACT PERSON:
BUSINESS ( )
HOME: ( )
SOC. SEC. # or EIN
TYPE OF ORGANIZATION:
(Non-profit:Commercial:Individual:)
TYPE OF BOOTH:
(Food: Crafts: Commercial: and Fresh Juices Only)
FEDERAL TAX ID #:
NAME OF PRESIDENT/CHAIRPERSON:
DATE OF INCORPORATION:
TYPE OF PRODUCT/SERVICE OFFERED:
HOW DID YOU HEAR OF THIS EVENT:
ARE YOU PLANNING ON BEING AN EVENT SPONSOR?: YES/NO IF SO, WHAT
LEVEL?
ANTICIPATED SALES AMOUNT: $
UNITED UNDIVIDED 4– DISCLOSURE / LIABILITY POLICY
UNITED UNDIVIDED AND VENUE does not and will not provide liability insurance
against the protection of persons, vendors, entertainers, merchants, organizations,
spectators or others who participate in our event to be held at (VENUE ADDRESS AND
DATES)
LIABILITY DISCLAIMER & RESPONSIBILITY CONTRACT
In consideration of participating in the UNITED UNDIVIDED FESTIVAL hosted by
INTERPLANETARY ENTERTAINMENT

I, _________________________A DULY authorized representative of

____________________
do hereby release and forever hold harmless the producers of UNITED UNDIVIDED 4,
and all actions, causes of actions, claims and demands for, upon or by reason of any
damage, loss or injury, which from hence may be experienced by me or my organization as
a result of participating in the Vendor Village or any events at said festival.
The organizers will not be liable for loss of property, limited or loss of sales and/or
performance due to flood, fire, riots, strikes, shortages of material, order of government,
failure of transportation, acts of God/nature or other causes beyond our control. This
release
extends to, applies to, covers and includes all known, unpredictable, disclosed, unforeseen,
unknown, unanticipated and unsuspected injuries, damages, losses and liabilities (including
attorney fees and court costs) and the consequences thereof, notwithstanding the
consequences of any federal, state, local or territorial law or statute to the contrary. Such
provisions are hereby expressly waived. It is further understood and agreed, that my
participation or involvement in UNITED UNDIVIDED 4 and is not to be construed as an
admission of liability or the assumption of any responsibility byUNITED UNDIVIDED 4’s
organizers for the personal acts or omissions by me or those of my organization. and shall
not be a waiver of event organizers right to enforce any terms, power, right or option in the
future.
I hereby agree, on behalf of my heirs, executor, administrators and assigns to indemnify
and hold harmless event organizers and all members, officers, agents, workers or
volunteers of (event venue) hold harmless from and against any and all actions, claims,
demands and liabilities, loss damages and expense of whatever kind or nature, including
attorney fees, which may at any time be incurred by reason of my participation in UNITED
UNDIVIDED 4
Name of Organization___________________________Date ______________
Name and Title of Agent ____________________________
Name of Witness ______________________________
Signature Witness_______________________________
I have included below a production listing of tips for production from an event that I directed
down in Tampa back in 2012. It is very comprehensive, and I include it to show you the level of
competency that is possessed, thus insuring that this festival (which isn’t nearly as complex as
one below was)

DUANE'S PRIMARY
CONCERT PROMOTING TIPS/ FESTIVAL PROMOTING TIPS

AND GUIDE

CONCERT PROMOTER'S SEQUENCE OF EVENTS or ORDER OF ACTION

Much of this order happens simultaneously. With each new day, you continue to build your event.
For a concert, start about 16-22 weeks out of the intended show date to start.

1. What level of funding do you have? This determines your event size.
IF IDEAL SPONSORSHIP PACKAGES ARE MET ESSENTIALLY WITH $500,000 PLATINUM
PACKAGE AND 1 GOLD $250,000 PACKAGE ALONG WITH $150,000 SILVER PACKAGE
AND SAY 5 TO 8 $40,000 FRIENDS OF LIBERTY PACKAGES
(THIS EVENT CAN EASILY ATTRACT 50,000-100,000 DAILY FESTIVAL GO-ERS)
2. Your concept. What do you want to promote? What's your plan?
 What type of event, indoor or outdoor? BOTH
 What size? 50,000- 100,000 + 2 TO 3 FULL STAGES and TONS OF
ATTRACTIONS/ VENDORS AND FESTIVITIES
 Which venues are you considering? WE HAVE THE FLORIDA STATE FAIRGROUNDS
OF WHICH WE ARE WAITING TIL JUNE 1ST 2012 TO HAVE RNC CLEARANCE ,
AND APPROVAL FOR FESTIVAL TO BE HELD ON THE FAIR GROUNDS, AS OUR
BACK UP VENUE, WE ARE LOOKING INTO THE VINEO EVENT SPACE,
LOCATED ON THE OTHER SIDE OF THE BAY IN ST. PETERSBURG

 What type of music, particular acts in mind?( THE FULL LIST OF THOSE WE HAVE
SET OUT TO ATTRACT, AND THE LIST OF THOSE WHOM HAVE TENTITIVELY
AGREED TO PARTICIPATE ARE INCLUDED ON WORKSHEETS AT END OF THIS
GUIDE) START RUNNING POLLSTARPRO REPORTS. Research bands playing to
similar venue seating capacities. When did that artist perform there last?
 What city are you promoting in? What other nearby markets are within range of your
 home market? WE ARE FORTUNATE ENOUGH TO BE ABLE TO HAVE SO MANY
WONDERFUL NATIONAL AND INTERNATIONAL, AS WELL AS TONS OF
LOCALIIZED OUTLETS TO PROMOTE TO, WHICH INCLUDES WEBSITES,
MAGZINES AND OTHER NEWSPRINTED PUBLICATIONS, NATIONALLY
SYNDICATED RADIO PROGRAMS AND WEB BASED PROGRAMS AND SHOWS
 What dates are you interested in, weekends preferably? WE ARE MOVING WITH THE
DATES AUGUST 24TH-26TH 2012 (THE FRI- SUN)
 What are the start and ending times of your proposed event? ON FRIDAY BEGINNING
AROUND PM, AND GOING UNTIL AROUND 11:00PM, AND THEN ON THE SAT
and SUN BEGINNING AROUND 11:00 AM AND GOING UNTIL AROUND 11:00PM
BOTH EVENINGS
 What ticket price do you propose? Compare like events; ask around what people would
pay. WELL WE DECIDED FOR THE 3 DAY FESTIVAL PRICE TO BE $77.00 to RUN
IN COMMEMORATION TO DR. PAULS 77TH BIRTHDAY and $40.00 FOR EACH
INDIVIDUAL DAY PASS.
3. Check out the competition. Do your Due Diligence. Research the market.
4. What else is planned that weekend that is not directly competitive?
5. Weather history on that date, that time of year. VERY HOT, HOWEVER WE HAVE SEVERAL
INDOOR BUILDINGS WITH PLENTY OF AIR CONDITIONING, PLUS WE WILL HAVE A
LARGE AMOUNT OF MISTING TENTS/ INFLATABLE MISTING POP-UP'S AND A
LARGE AMOUNT OF TENTS FOR SHADING AND CABANA'S
6. What are the venue availabilities, terms?
 Do you have a sample facility contract? WE WILL BE GETTING A COPY OF THE
COPY IN WHICH ALL PARTIES WILL BE SIGNING PRIOR TO THE RNC
APPROVAL
 Have you met with the facility manager? YES
 Walked around the facility; taken notes? WE HAVE HAD A REPRESENTATIVE WALK
THE GROUNDS, AND I HAVE BEEN INUNDATED WITH THE FACILITIES
SEVERAL MAPS AND LAYOUT SPECS THAT WE HAVE A VERY FIRM GRASP ON
THE FAIRGROUNDS SPECIFICS IN WHICH WE ARE LOOKING TO PRODUCE
OUR HIGH QUALITY PRODUCTION ON
 Permit requirements? MOST PERMITS ARE COVERED THROUGH THE MAIN
CONTRACT AND ARE THE responsibility OF THE FAIRGROUNDS, EXCEPT FOR
OUR PYROTECHNICS PERMIT IN WHICH WILL BE OBTAINED BY THE
COMPANY WE ARE HIRING ON TO PROVIDE THE FIREWORKS DISPLAY
7. Organize your computer and hard file folders and categorize that pile of paper in front of you:
 COST SHEET
 RESEARCH
 VENUE
 MEDIA PRODUCTION
 MEDIA BUYS./ CONTRACTS
 ADVERTISING
 PR
 STAFF
 TALENT
 TICKETS
 VENDORS
 SPONSORS
 PRODUCTION
 RECORDING CO.
 NOTES, PHONE NOS., EMAILS
  LEGAL/ INSURANCE
 RECEIPTS
 ACCOUNTING/ BANKING
8. Calculate the budget. Do you have adequate funding to launch the event? a. Calculate the
breakeven point, costs, and ticket price. Can you make money? b. Do you have a working bank
account? Have the funds on hand before you make the first commitment! c. After you have the
funding, contact the talent agencies for the acts you are interested in. Before calling the agent
have your venue dates available in front of you. What are the availabilities of the acts compared
to the venue date availabilities? d. Are the bands within your budget? Are the terms specifically
set in the talent contract? The talent buying process and phones calls can take a few days or roll
over to couple weeks but is usually consummated with a fax or an email with a "firm bid" from
you. e. Ask of a particular band, "What are they going out for now?" If available, the agent will
throw out a figure after asking you the basics, i.e.: "How many seats is the venue; what other acts
are playing; ticket price?" f. Before making a final commitment to the talent agency, check again
with the venue on date availability before signing the talent contract. Reserve date at venue now.

9. Prepare and fax or email OFFER SHEET to agent, do not snail mail it. Things are moving fast
now.

10. Request talent contracts and move quickly on reviewing and signing them. Send deposit
back with contract; don't wait. Review Rider carefully first before signing so you know what is
being requested on the back end (% of their merch., special tech./ equipment, backline, can you
put their band name on your Tshirts, how many hotel rooms needed, what else are they asking
for?
11. If it looks like things are solid, either get ready to amend your existing web site or register
a web address with godaddy.com and secure a server to host your site- now. Start planning your
simple web site. WWW.PAULFESTIVAL.COM

12. Reserve Hotel rooms now, estimate of you don't have firm answers from bands yet.
THE 4/5 STAR HOTEL WE HAVE 100-175 BRAND NEW SHERATON HOTEL ROOMS(THE
HOTEL OPENS ON THE 23RD FOR BUSINESS/ THE DAY BEFORE) THAT ARE LESS
THAN 2 MILES FROM THE FAIRGROUNDS, SET ASIDE FOR OUR MANY
SPEAKERS/CELEBRATIES AND MUSICIANS)

13. Ask building for caterer contacts. THE IN HOUSE CATERER IS ALREADY IN TOW

14. Reserve 12 seat van at airport.(Enterprise). WE HAVE THE RONVOYS ALREADY IN

MOTION, AND WE WILL SURELY HAVE A LIMOSENE/ PROFESSIONAL DRIVING
SERVICE AT OUR DISPOSAL AS WELL

15. Set ticket prices based on: a.) same act's price in other cities @similar venues b) talent
price c) market conditions d) venue size BECAUSE THIS IS A SPECIALTY EVENT WE ARE
COMFORTABLE SETTING OUR PRICES AT $40 DAILY/ $77 FOR 3 DAY PASS (KIDS 10
AND UNDER ARE FREE WITH AN ADULT ADMISSION)

16. Sign Venue contract; pay deposit as soon as you have a firm offer accepted by the talent
agent or artist. WE HAVE A JUNE 1ST 2012 RNC HOLD ON MAIN VENUE, BUT ARE
WORKING TO MOVE TO SECONDARY VENUE IF THE RNC FURTHER INSISTS ON
MAKING US DELAY OUR EVENT ANY LONGER FOR FAIRGROUNDS RELEASE
17. Contact contractors, i.e., sound and lights, stage, stage manger, stagehands, insurance
estimate, security, if outside- commodes and trash; place deposits ASAP to reserve dates. Plug all
costs into Budget Sheet.
90% OF ALL LOGISTICS REGARDING PRODUCTION HAVE BEEN HANDLED,
INCLUDING ALL SOUND/LIGHTING AND STAGING FOR 2 FULL SIZE STAGES
A MAJORITY OF THE OTHER LOGISTICS ARE INCLUDED IN THE VENUES PROPOSAL
AND PRODUCTION RESPONSABILITIES AND WILL BE INCLUDED INTO THE PRIMARY
BUDGET FOLLOWING THIS GUIDE. OUR STANDARD INSURANCE POLICY WILL BE
THAT OF A STANDARD MINIMUM MILLION DOLLAR COVERAGE POLICY IN WHICH
WILL BE OBTAINED AS SOON AS THE CONTRACT FOR THE VENUE IS COMPLETED

18. Order tickets asap, select online merchant account/ gateway or independent ticketing
agency. I SUGGESTED WE USE ACE TICKETS WHOM WE ARE POSSIBLY ABLE TO
GET A LIMITED SPONSORSHIP AGREEMENT WITH (see Duane FOR details) FOR ALL
ONLINE TICKET SELLS.

19. Secure live location ticket outlets within one week. I BELIEVE THAT WE MAY
UTILIZE ALL VENUES OF WHICH SPONSORS AND POSSIBLE VENDORS WHOSE
RETAIL OUTLETS THROUGH OUT THE US MAYBE AVAILABLE FOR DIRECT TICKET
SALES ( I BELIEVE WE SHOULD BE ABLE TO PRINT APPROXIMATELY 15,000
INDIVIDUAL NOT DIGITAL TICKETS THAT CAN BE DIVIDED UP AND DISTRIBUTED
OUT TO THOSE POSSIBLE SALES OUTLETS OF WHICH ALL MONIES COLLECTED,
SHOULD BE TAKING AT THE END OF EVERY WEEK AND TURNED INTO A CASHIERS
CHECK AND CAN BE MAILED 1ST CLASS INSURED TO THE PRIMARY FUNDS
MANAGEMENT TEAM TO BE PROPERLY USED FOR PRODUCTION COSTS, AND WILL
BE OF COURSE CHARTED SALES SHELL BE INCLUDED IN WEEKLY SALES
REPORTS .

20. If advertising in magazines, insertion order and ad must be submitted 1½ mos. before
release date. WE ARE ALREADY INCLUDED WITH A FULL PAGE COLOR AD IN
SOUTHERN CALIFORNIA FASHION MAGA ZINE SKINNEE FOR MAY/JUN '12 AND
JUL/AUG
WE INTEND ON HAVING ANY OTHER FREE AD PLACEMENT AVAILABLE IN ANY
PRINT MEDIA, AS WELL AS SOME SELECTIVE PAID PLACEMENT IN SPECIFIC
INDUSTRY ZINES THAT ARE PAUL FRIENDLY, SOME AT A CONSIDERABLE DISCOUNT.

21. Contact recording company for support materials; press releases and as many glossy
photographs as possible. Ask about support media for your market, like tags on the back of the
recording company's radio spots or snipes in alternative print media.
WE WILL BE INUNDATING ALL SOUND WAVES AND ALL MEDIA WITH OUR EVENTS
PROMOTIONAL INFORMATION PROVIDED FROM THE ARTISTS, THEIR LABELS AND
OUR VENDORS AND SPONSERS .

22. Get the Talent Contract and Backstage/Production Rider to the Production Company or
sound and Lights Company. Keep a copy in your Production file. ALLTALENT AND
PRODUCTION CONTRACTS ARE ESSENTIALLY READY AS SOON AS THE RNC
RELEASES OUR VENUE

23. Plan, design and arrange advertising. Meet with radio stations, negotiate promotions. How
much trade/ barter? WE ARE LOOKING TO CONNECT AND HOPEFULLY GET
COSPONSORSHIP FROM MANY LOCAL POPULAR FM RADIO STATIONS IN THE
TAMPA REGION, AS WELL AS ANY TV NETWORKS WILLING TO PROVIDE US WITH
BOTH FINANCIAL AND ADVERTISEMENT SUPPORT. WE ARE WILLING TO DO A FEW
 GIVE AWAY'S AS WELL AS PROVIDE APOSSIBLE BANNER/ STAGE HOSTING DEAL
WITH THE RIGHT OFFER.

24. Make a Marketing/ Production Calendar so you have in plain site a collective schedule of
all of the important times, meetings, deadlines that are important to you. This should be the size
of a desk blotter or just use the large monthly desk calendars popular at every office supply store.

12 WEEKS OUT 85 DAYS as of MAY 31ST 2012

25. Put tickets on sale asap.

26. Send out Press Release stating when they GO ON SALE
27. Coordinate tickets on sale with web site.

4-8 weeks out

28. Non-Ticketmaster tickets arrive; count each one; compare to

29. Do you need some non-automated tickets for day of show box office sales.
30. Produce radio spots, print ads. Send dubs to stations, get print ads to papers. Make sure, if
you have more than one spot, each is dated for start/end time.
31. Advertising Schedule starts between 4 and 8 weeks out. Be careful in plotting your media
expenditures. You have to sustain whatever campaign you commence. You can't have large
gaping holes in your media schedules. You should start most of your media on the same day.
Trickling different types of media into the mix generally doesn't give the punch you need when
starting a campaign.

2-4 weeks out

32. Send out complimentary tickets with promo information to VIPs

33. Check production needs and developments. Order Catering.
34. Visit ticket outlets once set up; look for signage and information availability; poster?
35. Order Catering. Arrange trade out pizza for crew.
36. Customize advertising, change ads to keep them fresh, your copy on all ads, especially
any last week-of print ads.should say:
“NEXT WEEKEND" (up to the Sunday night before).
Then, as of Monday say: “THIS WEEKEND", or “THIS SATURDAY NIGHT", Then,
“TOMORROW NIGHT", then “TONIGHT", Box Office opens noon, Doors 7pm.!"

DAILY

37. Track ticket sales daily and where they are buying them.
38. Check radio station concert calendar lines, newspaper event calendars, send out postcards
reminding important media of upcoming event.

WEEK OF SHOW

39. Ensure stage manager has arranged limo and backstage requirements for bands.
40. Send a last Press Release. "Show is this weekend". Call reporters.
41. Procure Insurance Liability Coverage you asked for 4-8 weeks ago.

DAY BEFORE SHOW

42. Make a 1 page Day-Of-Show Production Schedule with latest changes, send to all
 management.
43. Call Stage Manager; is everything ready? What time does he need you there?
44. Reconfirm 15-min. security staff meeting. What time? And what time is staff in place?
45. Put gas in car today.
46. Reconfirm catering arrival, ice and food for crew at lunch at noon or 1pm. Ask your
Production guy when is best. It's a nice gesture if you pick up lunch for the crew (stagehands,
roadies, light/ sound/ stage operators). Arrange 8' tables for simple lunch buffet for crew (a lot of
pizzas you may be able to trade for), or foot long subs, soda, water, chips, some cookies. If you
feel generous, energy drinks and energy bars. Always remember veggie eaters when ordering.
Figure about 40 people for a 6,000 seat facility. If you have volunteers in other positions not
related to backstage, but they're there during the day, it's a standard thing to offer them a meal as
well. You want your staff full of fuel, hydrated and sharp.
47. Important for you to sleep well the night before. Don't stay up late, you will tomorrow
night. Don't allow staff to party, they need to be sharp and energetic tomorrow. Turn off and
charge your cell phone off.

DAY OF SHOW

48. Be at building when it opens, 7AM-9AM whenever Stage Manager arrives.

49. Meet with Stage Manager early as possible with final production schedule copies.
50. Arrange possible day of show interviews, autograph sessions, radio interviews, etc.;
adjust advertising again as necessary. Make sure you get the free publicity- make those newsroom
phone calls. It's now a news story and the newsroom is looking for a story is that are happening
that day. That's what news is, it's happening right now.
51. Day of show: Arrive early A.M.
 Make sure Box Office is open, hang there when possible.
 Inspect stage, backline rentals, backstage, dressing room, white towels. • Fire
extinguishers?
 Check on status of other rider requirements for band.
 Lunch with the band's manager?
 Is sound and lights working? When is sound check?
 Meet with Box Office Manager, prepare to open Box Office 10AM-4PM
52. A few hours before opening doors, check all doors, should be secure.
53. Call media if necessary, try last minute interviews, stories.
54. Sound check. 11am-4pm.
55. Check all producers' work; check- stage, sound, lights, facility doors, security, box.
56. Office, backstage dressing rooms.
57. Check again all day of show publicity appointments (appts.) are met, that the act is there
early and picked up early. These appts. should be written down on colored index cards with the
what, how, when, contact, phone, email written down and confirmed two days before and then the
morning of the appointment again.
58. Catering/ beverage delivery to dressing rooms.
59. Meet day of show with talent manager. Lunch if possible. Discuss settlement time.
60. Meet with ushers, ticket takers.
61. OPEN DOORS, monitor all entrances, box office.
62. Do you have a pressroom or a place where your PR representative can meet the Press? Be
prepared and have spoken to the band's manager first, because the Press will want band
interviews, and it is unlikely you will be granted them within 2 hours of the show or immediately
thereafter.
63. Have the press arrive earlier in the day during sound check. Always check with the band's
manager the day before or the morning of the show day.
 64. Just prior to performance, financial settlement with artist's manager.
65. Settlement with Building Manager as soon as Box Office closes. Do final paperwork on
profit or loss. Final ticket Manifest with tickets sold or left over.
66. Settle with all other production contractors.
67. Supervise clean up, secure area where equipment is sitting, and observe load out.
68. Make sure somebody locks the door and that you have left the venue with everything you
came with….. Now you can go to sleep.

On Marketing. . . .
The core of promoting any event is the Marketing Plan. Before you have signed the talent contract, if
you are working with a major agency, the talent agent is likely to ask you for a Marketing Plan. They
want to know that you are spending adequately to promote their act and that your media mix makes
sense and shows you are professional. This does not need to be an ad agency quality prepared book, just
an overview of how you intend to promote the show using the 3 components of marketing: advertising ,
promotions and public relations.

Make sure you include a document title, the intended artists, performance date, intended venue(s) and
your contact information up top. Always date all documents. Use a standard font and margins should be
between .7 and 1". Fill up the page and don't leave huge gaps between paragraphs. Use paragraph
headings or page subtitles to guide the reader though an easily digestible flow of information and ideas.
This is no place for fluff, your theories or opinionated commentary. Don't be artsy here. No art at all is
OK, unless you have a logo for the event you want to display. Most one-off concerts do not use logos
because it's just not necessary. In concerts the marketing emphasis is on your headliner. For a festival, a
professionally designed logo is definitely necessary and the emphasis is on the overall festival not one
act. Due to the larger budget for a festival, the Marketing Plan should be longer and be more
complicated, as the enclosed plans show.

Any sponsors on hand or anticipated should be mentioned and what that sponsor's interaction with the
marketing will be. If you already have a sponsor committed, it will add credibility to your plan if you
show their logo(s). Do you have future plans for this event? The intention to make it annual should also
be stated in the Overview or in the Summation.

The Marketing Plan should be factual starting with an Overview paragraph explaining briefly what's
inside and why you are going to primarily use these methods. Is your market unique, with special
methods necessary to get to the target demographic? You should have done your due diligence by now
and researched all of your marketing alternatives. Now is your chance to boil it all down to a medley of
media, promotions and PR, how much and when it will be implemented. Use this plan as your template
to promote the event filling in the details and making adjustments along the way. This document is to
impress the agent with your promoting powers. Be careful not to state anything you really can't
accomplish or afford. These should be the components of your Marketing Plan.

1. Overview
2. Marketing Budget (listed on a marketing calendar) and Media Mix
3. Marketing Radius
4. Marketing Schedule
5. Establish Demographic and where your target can most efficiently be found
6. Types of Advertising you have chosen
7. Principal media chosen, which radio stations, newspapers
8. Ideas and abbreviated proposed ideas for promotions
(with radio stations, web sites, newspapers- ticket giveaways, etc.)
9. Press Release topics, release schedule and possible titles
 10. Possible co-sponsors, strategic media partners
11. Summation

Your marketing plan has a finite number of media options. There are only so many ways to break up the
marketing budget. What is the most effective means of getting to your target demographic in the your
target market?

Here are the marketing mix media pie alternatives:

Electronic
Radio
Network or local affiliate TV
Cable

Internet
Web site
Newsgroups, Blogs, Forums, YouTube, MySpace
E-Zines
Email blasts
Viral Marketing

Outdoor
Billboards
Transit
Taxi
Bus boards
Aerial banners

Media/ Products Promotions

Field Promotions
(Remote, street promoters)
Fliers, posters, cards

Print
Newspaper
Magazines

On Insurance Coverage. . .
General Liability Coverage

This is required by the venue. A building, ranch, race track, county fair grounds- all want to be covered
from liability due to physical damage, fire, riots, accidents or whatever else may place them in a position
of liability due to actions stemming from you, your workers or your patrons. You are responsible as the
promoter to insure the venue.

A nightclub may require General Liability Coverage of $½ to $1 million, an arena usually about $2-5
million and a racetrack or very large facility (especially wide-open events located on large tracts of land)
may require $5- $10 million of coverage, inquire.

You have to look at this from the venue’s position. They need to protect their interests; their property,
reputation and good faith they have built over the years can be wiped out if someone is raped, run over,
shot, stabbed or burned to death at your event.

Insurance for a small event is usually about $800 to $1,500. A medium size event will cost you about
$2,000 to $3,000 to insure and a large event can range from $3,500 to $20,000 depending on the amount
of bonds, the amount of general liability coverage and the inherent risk in the type of event or music
format and it’s history. The promoter does not matter that much.

The concert insurance coverage business has changed dramatically recently. With nightclub fires
globally, stampedes, the Woodstock 99 aftermath and the advent of punk rock mosh pits and hip-hop
show stabbings and shootings, most concert insurers of 10 years ago are no more or they simply refuse to
write this kind of business. Insurance coverage for your event is just plain harder to get. Instead of being
put on the back burner, insurance coverage should one of your primary concerns early on. The great
thing about getting a quote is that it usually just tales a phone call once you know where when and with
who you will be presenting.

Usually, your subcontractors will carry their own insurance. For a security company to become licensed
they need to offer a certain amount of General Liability Insurance.
Require your subcontractors to provide you with a copy of their insurance coverage for your files,
make sure the dates are current.

Nowadays, the agency quoting the insurance coverage will want to:

 Know the security requirements and seat capacity

 Research a bio of the band
 Know about the Liquor liability
 Know if you intend to have a mosh pit
 Your intent to have metal detectors (are you going to pat people down)

Review the insurance requirements of the venue contract. When do they need to have the insurance
certificate? Sometimes, its required right after booking the building. Do not wait until the week of the
show. Have your coverage certificate in hand early.