| |
|
|
||||||
| |
|
|
|
|
|
|
|
|
| |
|
|||||||
promoter packet – updated
2/03 ...
SO YOU’VE DECIDED YOU
WANT TO SET UP A SHOW
AT ROBOTO???
Alright,
so you’ve decided you are interested in booking an event at the Mr. Roboto
Project. Excellent! But how does one go about having an event at
Roboto? Well, this pamphlet can
hopefully answer all your questions.
This pamphlet is being put together by people who have experienced all ides of the Roboto show experience. We are people who have worked on the Roboto board, people who have promoted shows, people who have playing in bands at Roboto, and of course, people who have come to shows at Roboto. The information we’ve put in this pamphlet is a combination of Roboto policy and suggestions about what we’ve found works best.
If you have any additional questions/ideas about how you’d like to do an event, contact us at info@therobotoproject.org.
THE MR ROBOTO PROJECT
722 Wood Street, Wilkinsburg, PA 15221
412-247-9639
www.therobotoproject.org
SETTING UP THE SHOW
[1] Who can book
a show/event at Roboto?
Any Standard Member of the Mr. Roboto Project may book an event. You may become a member at any Roboto event. Standard membership costs $25 ($15 refundable share in the Project and a $10 annual fee.) Anyone is welcome to become a member of Roboto. For more information on membership, please refer to our Membership Packet available at Roboto’s front desk.
[2] How do I
reserve a date?
The most effective way to reserve a date is via e-mail. Send an e-mail with the appropriate details (the date you want, what you want to reserve the date for, etc.) to booking@therobotoproject.org. Reservations are handled on a first-come, first-served basis. If the date is available (and Roboto has not reached its monthly quota or it is not a major holiday), then the date is reserved for you. If you are unable to do this via e-mail, you may also call Roboto at 412-247-9639 or ask any Roboto representative at a show. However, these methods are generally less effective than using e-mail.
[3] How much does
it cost to rent Roboto?
The rental fee for Roboto is $50 or 25% of whatever you make at the door, whichever is greater. There is a benefit show exception that allows one benefit show per month to receive a special discounted flat rate of $25. This rate is limited to one show per month and is on a first-come, first-served basis (see Membership Packet for more details.)
[4] How many
bands/performers should I have?
The number of bands/performers really depends on the type of material to be performed. However, based on our experience, for standard band shows, 3 or 4 bands is optimal. This is mostly based on time and space limitations. Since most shows start at 7:00-7:30 and must be over by 10:00-10:30, having three or four bands allows enough time for each band as well as adequate tear-down/set-up time. Also, since Roboto is a small space, the more bands you have (especially if you expect a higher attendance) the less room there is for equipment and merchandise. Although five band shows are possible, we highly discourage promoters from having more than four bands.
[5] How do I
promote my show?
There are many ways for people to promote their event. First and foremost, flyers for the event should be brought to Roboto. A larger flyer for the front window and 1/4 of 1/2 size flyers to leave on the front desk are suggested. Secondly, please ensure that all the proper information for your event is listed on the Roboto website. If the information is incorrect or incomplete, send e-mail to booking@therobotoproject.org to have it corrected. The information that is listed on our website is used for our weekly e-mail updates that we send to our mailing list and is also forwarded to the local newsweeklies and college radio stations.
Other ways in which you can promoter your show:
- Flyers around town – we suggest hanging flyers throughout town in appropriate places (record stores and other places your audience shops, colleges, etc.) We recommend against flyering on public telephone poles as this is illegal and could result in you receiving a citation.
- Post your show to appropriate messageboards and e-mail lists. The Internet is proving to be a powerful tool in promoting shows. Please be courteous and do not send spam to unrelated e-mail lists or deluge messageboards with posts about your show.
[6] What about performers with guarantees/contracts?
The promoter is responsible for any contracts with performers. Roboto does not get involved with guarantees, riders or other contracts with performers. Any promises between the promoter and the performers remains between them. We recommend that if a band/performer is interested in a guarantee that you deal in percentages rather than straight dollar amounts. For example, instead of agreeing to a $250 guarantee, tell them that you will give them 65% of the door. Thus, if you only make $280 at the door, you would only be responsible for paying them $182 rather than $250. This would prevent you from loosing money on the show. Most bands or their booking agents are willing to deal in percentages.
[7] Am I responsible for housing and feeding the bands?
Yes, as a promoter, you are definitely responsible for making sure the band has a place to stay the night. If you fail to ensure that they have a place to stay, this not only reflects poorly on you as a promoter, but reflects poorly on Roboto. There are few things worse for a touring band than having to spend the night sleeping in a parking lot somewhere. Please be sure to take care of this detail.
As for feeding the band, this is really up to you. It certainly is a nice gesture and the traveling bands will definitely appreciate it. However, please be sure to check with any special dietary needs (vegetarian/vegan) of the bands you are preparing food for. It would be a shame to take the time to make/buy food for the band only to find out they can’t eat it.
[8] What is inappropriate performance material?
The following is the statement from our membership packet. Please keep this in mind when booking performers.
The Mr. Roboto Project reserves the right to deny any performer based on the material to be performed. Although we support a performer’s right to freedom of speech, we also value each individual’s right to feel safe within Roboto. Therefore, performers with sexist, racist, homophobic or material that otherwise disrespects or threatens individuals may be denied the chance to perform at Roboto.
[9] How much should I charge for my show?
The default price for Roboto shows is $5, however the promoter has the right to charge whatever they like for the show. Some factors that you should keep in mind regarding door price:
- All Roboto members get $1 off the door price of the show.
- Attendance (how many people do you expect?)
- # of touring bands (how many bands/performers will you NEED to pay)
- do you want to be able to pay local bands/performers?
[10] What type of sound system does Roboto have?
Roboto has a very basic, vocals-only sound system. Our mixing board has inputs for up to six microphones. If a band needs/requests anything beyond this basic sound system (monitors, additional microphones, etc.), the promoter is responsible for obtaining this equipment. If you are going to be using additional equipment, please let Roboto know that you intend to do so.
[11] What time should the performers and myself be at Roboto?
The promoter and performers should arrive at Roboto about a half-hour before the scheduled start time. Since most shows are scheduled to start at 7:00, you should arrive by 6:30.
[12] Who will unlock Roboto for the show?
A representative from Roboto will arrive at Roboto about a half-hour before the scheduled start time. this representative will usually be one of the five members of the Board of Directors. they will remain on the premises for the duration of the show and will lock up at the end of the night.
[13] What are the duties of the Roboto representative at the show?
The main duty of the Roboto representative is to offer general assistance to the promoter. The Roboto representative will also work the sound system. If you have any questions about anything during the duration of the show, the Roboto representative is who you should direct these questions.
[14] What if I need to cancel the show? How much notice must I give?
If something happens and you need to cancel your show, please notify us as soon as you know. Although Roboto does not have any official policy on cancellations, we request that you give us at least 24 hour notice. However, we realize that sometimes shows fall apart on the day of the show. If the cancellation is well in advance of the show happening, simply e-mail booking@therobotoproject.org and let them know. If the cancellation occurs within 24 hours of the show happening, please also call and leave a message at Roboto at 412-247-9639 in addition to sending an e-mail.
[15] What if nobody shows up?
You are still responsible for paying the minimum $50 rental fee regardless of how many paying customers arrive at your event. However, if there occurs an event that is beyond your control that affects the number of people who show up (i.e. severe weather, Minor Threat reunion across town, etc.), Roboto will take that into consideration and may give you a discount on your rental fee.
[16] What about bands selling merchandise? Does Roboto charge a fee?
Roboto does not charge a merchandise fee. Bands may freely sell whatever merchandise they wish.
[17] Am I responsible for working the door and collecting the money?
Yes, you are responsible for working the door and collecting the money or finding someone to do that for you. The Roboto representative at the show will not do this for you. You are also responsible for bringing adequate change. Roboto does not keep any money on the premises.
[18] Where should the bands set up? Can I use the stage area?
Generally bands set up right in front of the “stage” area on the main floor. However, you do have the option of having the bands set up on the stage area. Unless you are expecting to have a packed house (over 75 people), using the stage area can make the room feel really empty and be awkward for both the performer and the crowd, so take that into consideration. If you are using the stage area, be sure that the equipment does not block the path to the fire exit. Likewise, if the bands are setting up on the floor, be sure to make sure they do not block the path to the fire exit and that they allow a pathway to get to the bathroom.
[19] What if I see someone breaking Roboto’s rules?
As the promoter, you are the number one person responsible for making sure that everyone else respects Roboto’s rules. If you see someone not following Roboto’s guidelines, it is your responsible to ask them to stop whatever they are doing. Remember, if anything happens during an event you are doing, you are ultimately the responsible party. The Roboto representative working the show is there to assist you, but should not be expected to do all the dirty work for you.
[20] At the end of the show, how do I divide the money?
At the end of the night you should get together with the Roboto representative working the show and count the money. At that point, Roboto will take our portion of the money ($50 or 25% of the door, whichever is greater) and the remainder will be given back to you. At this point, we are trusting you to divide the money up between the performers however you see fit.
[21] Am I responsible for cleaning up after the show?
Yes, you are responsible for a reasonable cleaning after the event. Mostly this consists of making sure that all trash (especially food) is thrown away and recyclables are emptied and put in the proper containers. If any of the performers made any abnormal mess (i.e. threw confetti, broke things, etc.) then we may request that you run the vacuum as well. The promoter should also check the front sidewalk around the storefront and across the street in the parking lot for any trash.