Wiki Category: Public Events

Guest Artists

If you would like to host a Guest Artist in your event, it is important that the Department Chair (Currently Sally Robertson, srobertson@gsu.edu) and the Production Manager (Currently Sunny Vidrine, svidrine@gsu.edu) know who is in the building and in what capacity, and whether or not they are being paid a stipend

Guest Artist Request

Submitted by

Who is requesting this Guest Artist, a Discipline or an Individual?

Guest Artist(s) Contact Information

Affiliations or Employment
Is this guest and employee of the University System of Georgia in any capacity?
plus1 Add Another Guest Artist minus1 Remove
Would you like Wifi Access for your Guest(s)?
Will your Guest(s) be paid?
I understand payment for this guest will not be provided by the department after this form is agreed to.

Payment

Have you already communicated with the Chair about this??
Do you want this event listed on the university calendar available to the GSU Community?
Do you want this event promoted on department social media to the public?

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Room Prep Information

Starting with the 23-24 season, use of any room in the Fine Arts building (outside of standard classroom use) will need to fill out this form. This includes:

Outside of a normal class or club session (time/date)
Outside of normal class or club’s standard location. (E.g. moving to stage)
Require additional personnel or equipment
Require departmental funding
Include Outside Participants or Guests
All Public, Private, and in-house Events, even those consistently scheduled year to year (e.g. Theatre Arts Guild performances).

MUST provide room prep information to the Production Manager (Currently Sunny Vidrine svidrine@gsu.edu) using this form, not email. This form may be completed as soon as the room use is planned, but must be completed no later than 30 days prior to the scheduled date.

Minor updates may be submitted to the production manager up to 7 days in advance, but not all adjustments can be accommodated at this deadline.

Room Prep Information Form (Updated February 2024) https://sites.gsu.edu/perimetercollegefinearts/prep/

Season Submission Process

This is my proposal, I am open to feedback and suggestions or an entirely different idea.

1) As anyone discovers, thinks of, or reads a new play they would like to propose to the group they fill out a digital play-card:
https://sites.gsu.edu/perimetercollegetheatre/season-submission/

  • Title, Author, Publisher
  • Casting Requirements
  • Additional Team Members needed
  • Summary
  • Set, light, sound, costume and special technical needs
  • Personal comments

2) A card is auto-generated in Trello with the results of the form, Voting Members are automatically applied.

3) Committee members respond with their round 1 vote.

4) A voting threshold, or top X voted cards, moves scripts to round 2. (Some agreed upon manageable amount)  All members read plays voted into round 2, make additional comments.

5)  Round two voting,  X number of top voted scripts are moved forward.

6) Artistic director considers voted submissions (And ‘golden buzzer’ scripts?) and curates season.

7) Rights are requested and adjustments made due to approvals.

8) Season is announced in program of 3rd production

9) Move forward high voted, but rejected submissions, submissions after october deadline, and individual readers begin again. (May-September)

Timeline:

May-September: Individual Reader/Submission Window
September 30th: Round one submissions closed.
October 24th: Round One Voting Closed
October 31st: Round Two Scripts Selected
November 1-January 24th: Round Two Scripts read by All voting members, voting closed
January 31st: Round Three Scripts sent to AD
February 28th: Season Selected
March 1-7th: Rights applied For
March 31st: Season Secured
April: Season Announced

Golden Buzzer Scripts: If a director or team member is particularly passionate about One script that didn’t get enough group support, it can go to the AD for consideration with the other voted scripts.

Social Media / Marketing

Social Media Manager

  • Develop, produce/write and post content on the College’s official social media platforms.
  • Maintain the College’s social media content calendar and schedule/track posts using tools such as Canva.
  • Monitor social media conversations to provide timely responses and/or to alert colleagues of issues requiring immediate attention.
  • Monitor and curate social media content from Departments, Centers, and other entities within the College of Arts and Sciences.
  • Produce analytic reports to monitor the engagement of targeted audiences and use the data to improve reach and engagement.
  • Advise/offer training in best practices to the social media coordinators of the Departments and other sub-units of the College of Arts and Sciences who are running their respective social channels.
  • Provide live, on-site coverage on social media channels for key College-level events.
  • Have administrative oversight of our social media accounts.
  • Collaborate with the university’s central PR/Marketing team to stay on top of ever-changing best practices in social media and to ensure consistency of messaging across multiple platforms and networks targeted to key audiences.

Marketing

General Rules & Procedures for Using Intra-organizational Marketing Tools & Social Media

 

Agenda

  • What Will You Need
  • What Are Our Intra-organizational Marketing?
  • What Will You Need to Do?
  • What Do You Need to Learn
  • Handling of Box Office’s Petty Cash

 

What You Will Need

Upper management will need to set up an account or share credentials of the following:

  • PIN (Panther Involvement Network)*
  • Localist*
  • GSU WordPress *
  • Canva account
  • Facebook Admin Access (Theatre Arts Guild page & Department of Performing Arts page)
  • Instagram (pcfinearts)
  • Linktree
  • Mailchimp

 

 

The following are links to Marketing Assets listed above:

 

What Are Our Intra-organizational Marketing Tools?

It is all the tools we use internally between departments and divisions of the college to market all of the fine arts events within the school.

 

The following tools we use:

  • Pin (Panther Involvement Network)
  • Localist
  • GSU WordPress pages
  • Visix Slides

 

Inter-organizational Marketing Tools

  1. Panther Involvement Network (PIN)
  • Networking tool for students to find organizations and events.
  • Upload events to this page for students who use this tool to view upcoming events.
  1. GSU (WordPress)
  • Website tool used for Theatre Arts Guild web pages.
  • Used to upload upcoming auditions, theatre performances, and pictures from productions.
  1. LOCALIST
  • A calendar tool used to upload events that will be displayed on the school’s calendar.
  • Link below for more info:

https://gsu.uservoice.com/knowledgebase/topics/127149-university-calendar-localist

  1. VISIX SLIDES
  • Digital signage tool used on display monitors throughout the campus.
  • Link below for guidelines:

https://perimeter.gsu.edu/files/2017/03/VISIX-TV-guidlines.pdf

 

Social Media Platforms

Currently the two main social media platforms we use are:

  • Instagram- pcfinearts
  • Facebook- You will manage 2 pages (Theatre Arts Guild & Department of Fine Arts)

 

Canva Account

What is Canva?

Canva is an online graphic design tool. Use it to create social media posts, presentations, posters, videos, logos and more.

 

How do we use it?

We create ALL of our social media post using this tool. We also use the Content Planner tool to schedule out social media posts in advance.

 

 Tips:

  • Use the University’s brand guide to design your post. i.e. College’s color, font, and logos (its uploaded to the account)
  • Unlike Facebook, Instagram will ONLY allow a post to be scheduled through its Content Planner tool if it is ONE page only. If an Instagram post has multiple pages you must download design to your phone and upload it.
  • Save ALL designs to Perimeter College folder so other account holders can have access to them.
  • Use design’s labelled templates for continuity of the overall theme on our platforms
  • Filters most used on Images are Festive, Solar, and Peony
  • Use notes section to write the copy to be used on posts.
  • If permitted get social media accounts to tag people and organizations

 

 

Social Media Calendar

How do I know what events to post?

Usually events are posted to the University calendar events page in advanced from each discipline (Music, Art, & Theatre). You will also need to periodically double check with each department to find out about upcoming events.

 

Timeline of posts

Most events if time permits should be posted a week in advanced with the exception of theatre production events. Preferably 3 posts per event:

  1. Reminder post (week prior)
  2. Day Before post
  3. Day of Post
  • Theatre posts should start going out a month prior to event with reminders weekly of ticket availability to daily depending if is the week of the production

 

Tips:

 

  • If possible try to make a post about each discipline on a weekly basis.
  • Attend events to take photos to be used on our socials

 

Email Marketing

Mail Chimp is the tool we currently use to send out all or our emails

  • Templates are made
  • Email list for campaigns are available

Tix

What is TiX?

  • Tix is a state-of-the-art, cloud-based ticketing system
  • It features fully integrated access controls, event management controls, multi-channel distribution capabilities, and a robust reporting suite. Tix provides a customer-facing ticket sales page, as well as inventory controls, invoicing and financial accountability.

 

What You Will Need

  • Upper management will need to set up an account with a username and password of your choosing
  • Download Tix Scan App to your phone

Save this link to gain access to our box office accounts (save it to your work desktop) https://manage.tix.com/identity/login?next=/identity

Laptop- Will be available for duration of theatre productions for ticket reservations

 

What You Need to Do

Under the following tabs star each item so they will appear under the Favorites tab. These widgets are the most frequently used.

  • Daily Sales by Event Report
  • Daily Sales by Event Report w Event Selection
  • Daily Sales Report
  • Discount Management
  • E-Ticket Management
  • Event Management
  • Hold Type Management
  • Order Summary Report
  • Pre-Sale Code Management
  • Sales
  • Sales By Production Report
  • Ticket Type Management
  • Tix TV- Video Tutorials
  • Venue Management
  • Will Call Pick- Up
  • Will Call Report

What You Need to Learn

  • Under the following tabs star each item so they will appear under the Favorites These widgets are the most frequently used.
  • Use the Tix TV Training Videos widget to familiarize with the widgets in your favorite’s tab.

The training pages/videos to focus on are the following:

Petty Cash and Deposits

Handling of Box Office’s Petty Cash

  • Petty Cash are funds we have on hand used ONLY for at door ticket sales and or concession sales.
  • Petty cash should ALWAYS be kept in the safe.
  • Petty cash must be counted and reported quarterly to advanceimprestfund@gsu.edu.
  • Always keep a hard copy of the quarterly SIGNED documents in the manila folder in the safe

The following documents need to be downloaded for the handling of Petty Cash

Georgia State University Petty Cash and Change Fund Accounts

Georgia State University Petty Cash Change fund Count Sheet

Georgia State University Petty Cash Imprest Fund Request Form

Georgia State University Petty Cash Imprest Fund Disclosure Form

Link to ALL documents listed above: https://finance.gsu.edu/download/petty-cash-and-petty-cash-change-fund-procedures/?wpdmdl=2706&refresh=620d20c3d20b91645027523

 

Depositing Funds & Record Keeping

  • Download Deposit Remittance Form for use.
  • Deposits are made into TWO accounts:
    1. Theatre Arts Guild (TAG) account
    2. Music Account

*account information will be provided *Check record keeping of deposit forms

 

The following document needs to be downloaded for depositing funds:

  • Georgia State University Deposit Remittance Form Instructions
  • Georgia State University Deposit Remittance Form
  • Georgia State University Deposit Remittance Form (Excel)

Links to documents listed above:

Link 1- https://finance.gsu.edu/download/deposit-remittance-instructions/wpdmdl=2706&refresh=620d20c3d20b91645027523

Link 2 –https://finance.gsu.edu/download/deposit-remittance-form-2/

Link 3 – https://finance.gsu.edu/download/deposit-remittance-form/

 

Depositing Funds & Record Keeping (cont’d)

  • Once you fill out the Deposit Remittance Form make a copy and give both to the accounts office to sign.
  • Keep the signed copy and ask for a receipt which you will staple together.
  • Keep all copies in a manila folder and put them in the safe. (These forms are needed for audit purposes)
  • Any documents that need to be disposed of that contain any personal account information needs to be shredded and disposed of according to universities procedures

Box Office

Job Description

Box Office

  • To operate and assist on any ticketing sales points in order to provide an efficient and productive booking system for the public.
  • To actively pursue an in-depth knowledge of the venue’s computerized Box Office system and online sales technology.
  • To contribute to the administration of the department, ensuring information is up-to-date and well organized.
  • To support the administrational needs of other departments, within reason, and under instruction of the Visitor Services Manager.
  • To be responsible for all cash, check and card transactions made by the Box Office
  • To be responsible for the opening and closing of the Box Office, and ensure the security of the box office is maintained.
  • To act as the main information and reception point for the venue, ensuring the Box Office provides a professional, customer focused, and welcoming service for all visitors including professional companies, hirers and public.
  • To deal with any customer service issues that may occur, either in person, on the phone or via email, in a professional manner.
  • Provide reports to relevant departments on request in an efficient manner
  • To keep up-to-date on current Box Office practices

See Also:
https://sites.gsu.edu/perimetercollegefinearts/operations/tags/box-office/
Social Media / Marketing

Getting onto the Fine Arts Calendar

If this funding request does not involve an event, please go to Department Funding Request instead of using this form.

Download Funding Spreadsheet

Fine Arts Calendar Request

Fine Arts Calendar Request

Starting with the 22-23 Fine Arts Season, All events outside of a normal class or club session, or events within these that require ANY department funds, must be requested and approved to verify there will be time and resources available. This includes all Public, Private, and in-house events.

To be published as part of the Fine Arts Season Calendar, and have priority scheduling, events must be submitted by July 31st. (Extended to Aug 15th for 2022)
For minor events or opportunities that arise during the season a calendar request should be submitted as early as possible with a deadline of at least 4 weeks in advance.

No events accepted with less than 4 weeks notice unless approved in advance by the Dept Chair.

Please complete the New Event Submission option at https://sites.gsu.edu/perimetercollegefinearts/prep/