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PROMOTIONAL GUIDELINES for production Directors
90 Days Prior to Auditions: Auditions for a given play are normally held on the Monday following the opening of the play preceding. However, you may feel a need to hold auditions at a different time. If so, you need to get the date, time and place approved by the Board of Directors and inform the webmaster email@example.com.
60 Days Prior to Auditions: Provide play information (synopsis, etc.) and audition details (Character names, ages, types and any specialized information necessary to casting) and at least three (3) “audition read” sides (In .doc or .rtf digital file, via email) for posting on website (audition page) and to the Publicity Chairperson, currently Gary Daigneault (firstname.lastname@example.org) for publicity purposes. Feel free to contact the webmaster and/or the Publicity Chair if you have questions about what information you need to provide.
One Week after Casting: Submit a casting list and any other information you feel would be of interest to the Publicity Chair for media blitz.
2 to 4 Weeks before Opening: Submit information (fact sheet) about your opening night to Gary Daigneault for media blitz. If your opening night is sponsored, this information will be combined with any that the sponsoring organization provides. The media blitz provided by Gary will be sent to the webmaster for posting on the website news page. You will need to include at least two good, professionally-staged color photos (.jpg format) of cast members, preferably taken while they are in rehearsal of their characters. The cast need not be in costume for these photos, but if the costumes are available, then a picture of costumed characters is better. Include captions for the photos that indicate the actors featured in each photo, along with corresponding character names.
One Week Prior to Opening: Request a Vendini email blitz about the show opening to the mailing list. This request is sent to the webmaster at email@example.com.
Based on Sales: The Publicity Chair will monitor the attendance of each production and will provide media releases as needed. However, if attendance is light, you may request a second Vendini email blast (focused effort to engage patron base). Focus on generating excitement about performances. Quote positive reviews, patron feedback comments. Generate a sense of urgency in buying tickets. (If selling out, this will not be necessary)
Note: As a director, your responsibility concerning marketing/publicity is to provide information and pictures. You do not necessarily need to write a “press release” – but you will need to provide enough information and photos. Those volunteers who oversee publicity and the website will do what is needed when it is needed, but can only accomplish this if they have the information you’re asked to provide.
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