ENTERTAINMENT:

• Finalize plans with set designer and work with the venue committee to prepare the stage/ area.
• Double check that the band/ entertainment has everything they need for the event.
• Carry out a sound check with the appropriate equipment.
• Make sure that leftover material is either reused or donated to local organizations.

MARKETING:

• Brainstorm promotional and marketing techniques, be creative, and try and produce environmentally responsible marketing materials and signage.
• Search for existing publicity tools to address green initiatives.
• Compile mailing lists and invitations depending on how many people your venue can hold.
• Pick a graphic designer and select photographers to document the activity on the day of the event.
• Develop captivating and educational signage.
• Spread the word through the web, create some PSA’s.
• Brainstorm ideas for diverse poster locations.
• If you create a press release, make sure it clearly highlights your cause.
• Initiate an educational campaign.
• Work to contact outside media sources confirming the date and time of your event.
• Supplement the messaging with an opportunity for ticket holders to purchase “green tags,” which are carbon offset certificates.
• Following your event, measure your results.
• Advertise your environmental success to the participating artists and general public.
• Release a press release and contact your local newspaper and industry to brag about your success.
• Write thank you notes to the sponsors and artists.

ECO VILLAGES:

• Select an appropriate size and location for your eco village (this may depend on the location, funds and size of the actual event).
• Who are your participants? Local business, community organizations, individuals…
• Speak with the vendors that you are interested in and see how they would like to participate.
• Work with the greening efforts committee.
• Meet with all the eco village vendors to talk about the specifics of the event like setup and take down times.
• Double check arrival times and delivery times.
• Help set up.
• Use volunteers.
• Help dissemble the sets.
• Write thank you notes to the contributors.

FOOD AND BEVERAGE:

• Start to think about where the food will come from.
• How will the foods and beverages get to the event?
• How will the food and beverages be served?
• Give an estimation of expected guests to the food services, contributors and/or host.
• Follow up with food and beverage providers with time and location — How many people can the site hold?
• Help set up and use volunteers.
• Donate leftovers and/or put into compost and recycling bins.
• Thank the contributors.

SPONSORS:

• Brainstorm for local businesses that you would like to target as sponsors for your event.
• Target desired sponsors and discuss how they can best support you based on their abilities and resources.
• Request appropriate funding from your sponsors and request their logos for you to begin designing signage that will exhibit their support.
• Follow up to confirm your sponsors and make sure that you have received their logo for media placement.
• Recognize and appreciate their participation, and help support their business any way you can.
• Thank the contributors.

VENUE:

• Visit potential sites and ask for recommendations
• You may ask, what are some green practices that can take place at the venue?
• Get verbal approval/ permission for sites, entertainments, ect & develop alternative sites
• Investigate need for special permits, licenses and insurance
• Check with the venue and see if there is a satellite feed
• Secure permits and insurance
• Finalize audiovisual equipment
• Obtain agreements for decorations and rental items
• Possibly enlarge site the plan for the room design and seating for guests, vendors and the entertainment
• Confirm set up and tare down times
• Schedule deliveries of special equipment and rentals
• Reconfirm event site in person
• Sound and equipment check
• Registration
• Abide by schedule times

TRANSPORTATION:

• Inform fans of environmentally friendly transportation options.
• Provide maps and scheduling information for local public transit.
• Create incentives for the use or more environmentally friendly forms of transportation.
• Coordinate with third parties to subsidize the costs for the audience.
• Provide skateboard checks, bike racks and/or bike valets at the event venue.
• Provide carbon-offset opportunities for audience members.