A Promotional Checklist for Performers

Posted on: November 17, 2005

by Jamie O'Reilly

An Annotated Promo Packet/Presentation Materials Checklist

This is the basic list of items, and their uses, that are expected to be included in typical press and promo kits, grant applications, and project proposals. When preparing a packet, use a fresh copy of the checklist to make sure you?ve included everything that?s required by the recipient.

1. Visual Presentation

When preparing to mail or hand deliver your materials follow these guidelines for packaging.

• On the outside, use a large envelope with a return address label.
• Address it clearly to the recipient, inc. Suite #s, company names, etc.
• Mark it "dated material," if it?s time sensitive (especially important with the press).
• Make sure all documents enclosed are typed with interesting, clear graphics and headings.
• Use clean, good quality paper and clearly reproduced photocopies or scanned documents.
• At the very least use an unused, two-pocket folder; attach a business card on inside left.

2. Business Card

Your info changes so don?t print hundreds of these at a time. It?s better to create a handful of simple cards at a time with your computer, that can be updated with current contact info, than to print too many and then present an out-of-date card to someone that has portions scratched out.

• Should have your current contact information with your name and what you do (actor, writer)
• Plus you address, email address, Website, phone(s).
• Cards should be typeset and their design should reflect your artistic style.

3. Publicity Photo

Essential to a performer?s kit. Used in media publications, brochures, programs, posters, and on websites. Most photographers prefer digital files now, providing you with more shots to choose from.

• Not all situations need printed photos. Photos can be emailed as jpegs or tiff files.
• Publicity photos should be black and white. Color is less often requested.
• For prints in your promo kit, use 8x10 size.
• Prints and image files should be labeled with your name and have a photographer credit.

4. Professional Bio

Always include current contact information. See the A Guide to Bio Writing for Performing Artists for more.

5. Resume and Cover letter (Not required of all promo kits)

For resumes, use performing arts resume writing standards which are different in many ways from how a "typical" resume is put together. For cover letters, describe the work you are seeking and what promo materials you are including in your packet. Always include current contact information on each.

6. Curriculum Vitae (Not required of all promo kits)

Essentially, this is the roadmap of your creative life shown from a more comprehensive/academic angle, The CV is used for grant and job applications, and to enhance your professional persona. Use performing arts CV writing standards. Always include current contact information.

7. Fact Sheet

A required document for a performer's kit, the fact sheet presents career highlights and includes points of note.

8. Program (that an audience might read)

Save all your programs and then include a copy in your kit, where it's appropriate to show evidence of work history.

9. Work Sample

What types of samples are appropriate is based on your area of the performing arts. They may include recordings, photos, writing samples, visual or audio demos and film clips. They are typically presented in CD or DVD format and/or various online digital formats as well.

In all cases, make sure what you present is representative of what you are selling or promoting. Use clear, quality graphics and design standards. Make sure audio and visual samples are professionally presented. No glitches, empty space, offensive language or graphics. Credit the artists, designers, and engineers. Include contact information. Proofread all copy.

10. Newspaper articles (if you have any)

These are published, online and in print, features, critic?s reviews, listings about you, the artist, and/or the ensemble you are in, and/or the project you?re doing. If you are mentioned in the article, highlight your name, and make sure the media source and publication date are obvious.

11. Sample flyer/poster

Again this is evidence of your work. Use a clean copy from a previous show or performance.

12. Program description and/or proposal for a show/project (Optional)

Often used in grant proposals and reviewed by committees, the program description is a project specific item that presents the intellectual side a project (such as is used in the Weisman Scholarship application). Cultural arts organizations use these to decide on programming and commissions and for future funding from granting institutions. Creating a program description also helps when writing press releases when the project is launch-ready.

13. Letters of recommendation (Optional)

It helps to have evidence of how you are viewed by the folks who hire and work with you. Include only one or two letters and only those that are good references. Where possible, include letters that are specific to what you are currently promoting. Date the letter and identify the sender.

---

A celebrated Chicago vocalist and cultural arts producer; Jamie is an established, award-winning performer with over twenty years of performance and recording experience, as well as the owner of J. O'Reilly Productions. Jamie also starred in and co-wrote Hello Dali: From the Sublime to the Surreal, a big box office hit at Chicago's Victory Gardens Theater, which won two 2000 After Dark Awards for the Best New Work and Best Ensemble.