Rock for Choice™ Timeline
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Finance and Logistics
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Publicity
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First, pick a date!
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9-10 weeks,
 If organizing
event on campus, secure space for event. If you are organizing
the event off-campus, begin to investigate local clubs where
you could hold the show. Always visit the venue before deciding
to book it. Make sure to find an appropriately sized space for
your expected crowd. Begin investigating and deciding on a band(s)
for the show. |
9-10 weeks
Begin
to plan your publicity strategy, including poster designs
and tickets.
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7-8 weeks
Start
investigating equipment needs. Ask the band(s) what they need.
If working on campus, get in touch with your media center
and explain your needs. Reserve the necessary equipment for
the show, and hire technical help to set up and test it the
evening of the show.
Talk
with other pro-choice groups on campus and invite them to
co-sponsor the event.
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7-8 weeks
Call the Feminist Majority Foundation's LA office at (323)
651-0495. Tell them that your Leadership Alliance is hosting
a Rock For ChoiceTM show. Ask them to mail you Rock For ChoiceTM
merchandise to sell at the event. They can also provide camera-ready
artwork for advertising!
Order
professional posters which include band logos and the Rock
for ChoiceTM logo. Also order tickets.
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5-6 weeks
Start
to identify potential volunteers and begin to recruit. You
will need people to help with set up, clean up, selling merchandise,
collecting tickets and money, and serving refreshments.
Assign
a stage manager as well as a light and sound manager. The
stage manager should be responsible for getting the bands
on stage, overseeing volunteer staff, and organizing pro-choice
announcements between sets.
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5-6 weeks
At
this point, publicity should begin. Make eye-catching flyers
noting the date, time, bands, and purpose for the event. Also
include contact numbers for advance purchase tickets and more
information.
Put
flyers up everywhere on campus and in the community, and continue
to put new ones up each week.
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3-4 weeks
Confirm
with the bands and the venue. Make sure you confirm their
time, date, and all of the details. Make specific meeting
plans with the band. Give them directions, and have a back-up
plan in case of an emergency.
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3-4 weeks
Write
editorials for your school and local community paper about
the event.
Secure a journalist to do an advance/cover story on the event.
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2 weeks
Train
volunteers on their general tasks.
Begin
to sell advance tickets for the show (designate two people
to keep records on tickets sold).
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2 weeks
Increase
the intensity of your publicity drive. Double your flyering
efforts.
Announce
the show in classes, at Student Government meetings, and in
the newspaper.
Ask
local radio stations to do a public service announcement for
the show.
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1 week
Do
a walk-through of the site with your volunteer staff. Have
a rough schedule of events, and try to trouble-shoot. Make
sure you have arranged for everything you will need.
Double
check equipment rental details.
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1 week
Create
a large banner to hang in a high traffic area advertising
the event.
Go
out into the local community to restaurants, bars, coffeehouses,
gyms, community centers, etc. and put up bright flyers and
quality posters.
Continue
the public service radio announcements.
Send
a press statement to campus and community press (see appendices
for the how-to).
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| 2-3 days
If
you are planning on selling refreshments, purchase them.
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2-3 days
Keep
visibility going strong! It should peak the day before or the
day of the event. |
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The day of the concert!
Meet
with all volunteers two hours before the show. Give them a
copy of the concert schedule, and make sure they understand
their responsibilities. Do a brief run-through.
Set
up all tables for tickets, information, etc., and take away/add
chairs. Help set up equipment. Make sure it is tested well
in advance in case there are any glitches!
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The day of the concert!
Last
push for publicity! Do a chalk talk.
Help with set-up; decorate the space with flyers and posters.
Put a Feminist Majority Leadership Alliance banner on stage.
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During the concert
Coordinate
announcements throughout the show on issues of clinic violence
and the pro-choice message. Ask the bands to give a brief
statement on choice during their set.
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During the concert
Use
this concert as a way to get people interested in joining
the Leadership Alliance. Get new recruits and announce your
usual meeting times.
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After the concert
After
figuring out the total amount you have raised, pay off all
remaining bills. Always collect receipts.
Send
the proceeds and unused merchandise to the FM Los Angeles
office.
Make
sure to take the time to de-brief your group on the show.
What went well and what didn't?
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After the concert
After
you have done all of the clean-up, hold a thank-you party
for the volunteer crew.
Make
sure to write thank-you notes to the bands and to others who
donated time and resources to help with the event.
Do a follow up story with your campus paper. Include some
photos and the amount raised for the FM Clinic Access Project.
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