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Rodeo Central Promoting & Marketing Your Next Event Series-Article #2

Plan Ahead

The second article in the Rodeo Central series will briefly discuss a few key elements we use to help guide event committees. This article will be written with the production of a rodeo in mind, but you can easily tailor the plan to fit the production of your specific event.

Schedule For Rodeo/Event Committee

12 Months Before The Rodeo/Event

Hold a committee meeting and elect officers / chairmen
Give each officer / chairman a detailed job description (Covered in 3^rd article in Series)
If you held a rodeo/event this year: Evaluate every aspect of The Rodeo/Event and take care of the "Thank You's".

10 Months Before The Rodeo/Event

Start getting bids on the work needed to produce The Rodeo/Event.
Hold a committee meeting and set the dates and times for the upcoming rodeo/event.
Set a budget and goals for The Rodeo/Event.
Sign a contract with the Rodeo Stock Contractor and event venue.
Put together sponsorship proposals. (Covered in later articles in Series)

8 Months Before The Rodeo/Event

Hold a committee meeting and review goals and progress since previous meeting.
Work hard on soliciting sponsors and establishing trades, get letters of commitment from sponsors and trade partners.

6 Months Before The Rodeo/Event

Hold a committee meeting and review goals and progress since previous meeting.
Get detailed progress reports on sponsors procurement, bids, and trades.
Locate an advance ticket outlet (RODEO CENTRAL offers advance ticket sales services in all of our promotion packages).

4 Month Before The Rodeo/Event

Hold a committee meeting and review progress since previous meeting.
Start developing special promotion and publicity ideas.
Submit pre-rodeo information to rodeo association(s).

2 Months Before The Rodeo/Event

Hold a committee meeting and review progress since previous meeting.
Sponsor Drive ends- Publicity should begin.
Media packets should be finalized and provided to the media.
Posters, programs, arena banners, and tickets should be put together and printed.

1 Month Before The Rodeo/Event

Hold a committee meeting once a week. All chairmen should give detailed progress reports. Stress communication between ALL committee members. Review everyone's duties and assignments.
Review all sponsorship agreements. Carry out those agreements to the letter.
Advance tickets should go on sale.
Sponsor and complimentary ticket requests should be filled.
Public Service Announcements should be given to the media.
All advertising should be in place.
Publicity should be increased; feature two stories or news releases per week.
Grounds should be inspected and improvements finalized. Equipment and personnel should be lined up.
Make up directional signs and line up interviews and appearances.

1 Week Before The Rodeo/Event

Print up contestant sheets received by fax from the rodeo secretary or RODEO CENTRAL ENTRY SERVICES.
Confirm the arrival time of stock contractor, confirm loader to unload arena panels, and confirm arrival of hay and water for stock.

This is only a "SHORT LIST" of what needs to be addressed when producing a rodeo or equine event. For additional information or questions on how to tailor a promotion program to fit your specific needs please contact us at diana@rodeocentral.com.

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