Events Manual

Save all documents pertaining to the event (Run sheets, vendor lists, floor plans, etc.) in Google Drive.

Event Types

SOP for each type of event

  1. Ticketed - These are events that cost money to attend and are hosted or presented by Soundspace.

  2. Sponsored - These are events we sponsor as a company, in forms such as monetary, presence, promotional, etc.

  3. Public (Free) - These are events that are free to attend and hosted at or presented by Soundspace.

  4. Private - These are events hosted at or presented by Soundspace and not open to the public.

  5. Charity - These are events that are hosted at, presented by, or in collaboration with Soundspace to raise money for a charity, company, person, cause, etc.

Event Schedules

Prior to Event

  • Market event on all socials

  • Keep in touch with client

  • Assemble necessary documents

  • Brief team where needed

Day of Event

  • Contact client, touch base

  • Export Attendees list to shared spreadsheet

  • Setup for event one (1) hour prior

  • Host event

  • Run sound

  • Network & get contacts

  • Meet Sales ambitions

  • Breakdown for event one (1) hour after

After Event

  • Contact Attendees about needs (sales)

  • Track Attendance

  • Send out post-event surveys

  • Call Client to recap event (record in Hubspot)

  • Fill out a POST event evaluation if event is hosted/presented by us

  • Share recap via socials

  • Follow necessary socials

Price Structure

  • Ticketed Shows - $500/8hrs. + 15% of ticket sales

  • Free Events - $500/8hrs.

  • Workshops

    • HQ: Monthly Connect Membership, Attendee Information Consent

    • Wedgewood: $200 flat fee, Attendee Information Consent

Hubspot

Hubspot Training Resources

Events

Marketing > Events

Eventbrite is linked through Hubspot already, but you can manually enter the events.

Forms

Marketing > Landing Pages

  1. Vendor Submission - https://22368643.hs-sites.com/soundspacevendors

  2. Artist Submission - https://land.sndspc.com/artistsubmissionpage

  3. Event Requests - https://22368643.hs-sites.com/eventrequests

Contact Lists

Contacts > Lists

  1. Artist Submissions - https://app.hubspot.com/contacts/22368643/lists/409/filters

  2. Vendor Submissions - https://app.hubspot.com/contacts/22368643/lists/416/filters

  3. Event Request - https://app.hubspot.com/contacts/22368643/lists/435/filters

Event Sites

Indy

https://do317.com/users/sign_up

https://downtownindy.org/

https://www.indyartsguide.org/user/dashboard/

Nashville

https://do615.com/

https://www.nashville.com/events/community/add/

https://nashvilledowntown.com/events/submit

https://nashvilleguru.com/contact/submit-an-event

https://www.nashvillescene.com/calendar/community_events/

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