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SHARC CO N C E R T S E R I E S M A N AG E M E N T P R O P O S A L
S U N R I V E R ,O R E G O N · F E B R UA R Y, 202 2
ABOUT THE PRODUCERS CAMERON CLARK, OWNER, C3 EVENTS EXECUTIVE PRODUCER, SIONNA PRODUCTIONS Cameron Clark has been producing award winning arts/music related events for 37 years. This includes six years as an undergraduate and graduate student at Pacific Lutheran University and the University of Redlands, a stint founding and producing the Woodland Park ZooTunes Concert Series in Seattle, and the launching and/or working on well over two dozen assorted events and series throughout Central Oregon, spanning 31 years.
HISTORY OF EVENTS FOUNDED AND/OR PRODUCED Woodland Park Zootunes Concerts at the Zoo, Seattle, Washington Munch and Music Free Concerts in Drake Park Clear Summer Nights at the Athletic Club of Bend Bend Spring Festival Bend Summer Festival Bend Fall Festival NorthWest Crossing Saturday Farmers Market Live at the Tower, Performing Arts Series
OSU Cascades Graduation Ceremony NorthWest Crossing Hullabaloo Alive After Five Free Music in the Old Mill District Munch and Movies Free Movies in the Park The Laughter is Good Medicine Series On a LITE Christmas NITE, Christmas Concert The Holiday Pop Up Artisan Market The North Rim Lodge Concert Series
Common Threads World Performing Arts and Lecture Series, OSU/COCC Curious Film Series Curious Thinker Series Curious Music Series Red White and Blues Festival High Desert Classic Ghost Tree Classic Cascade Festival of Music Deschutes County Fair Concerts
SHANNON TALBO, OWNER, SIONNA PRODUCTIONS Shannon has been producing and/or assisting in the production of major events since she was just 12 years old. By the age of 22 years old, she was the general manager for the largest event production company in Central Oregon, C3 Events. Shannon’s event production prowess got her noticed by the elite, bay area, event production company, E2K, who she has been producing events around the world for, now, for almost two full decades. Today Shannon enjoys producing Bend heritage events, Munch and Music free concerts in Drake Park, and Clear Summer Nights at the Athletic Club of Bend, under her own company’s umbrella.
HISTORY OF EVENT PRODUCTION WORK All C3 Bend Oregon Events
State of the World Forum
US Conference of Mayors
Woodland Park ZooTunes Concerts, Seattle
Pangea Day World Wide Film festival
Super Bowl Entertainment
Munch and Music
Global Climate Summit
Pro Bowl Entertainment
Clear Summer Nights
National Geographic Explorers Summit
Other NFL and 49ers Entertainment
Pixar Movie Launches
Wall Street Journal Live
NHL Stadium Series
Tipping Point Fundraisers
Rally to Restore Sanity
PA R T N E R S H I P P R O P O S A L D E TA I L : We have enjoyed our phone conversations and our two, brief, in person consultations regarding the shape and form of a potential partnership between our two organizations. We are most encouraged by our brand alignment. We launched this enterprise with the intention of “building community” and it appears as though this is your primary interest in expanding the footprint of use with your outstanding amphitheatre. The details of our proposed partnership were born out of the following considerations: 1. SHARC maintains ownership of concert series. 2. SHARC would retain services of outside production company to relieve itself of the vast majority of pre-event coordination and labor, and onsite, management, over-site. 3. Accomplish this partnership without adding exponential risk and expense to SHARC. 4. Previous budgets would stay largely in tact (the basic budget would remain unaffected by new costs associated with outside event production firm): a.) We may decide to redistribute budget items within existing line items b.) We may need to bolster key line items through new revenue sources (ticket fees, ticket prices, and sponsorships) Having reviewed the budgets from your previous years, we realize the concert margins have been thin enough that the task of accomplishing all of the said goals from above, will require innovation. In the name of needing to move towards a quick and nimble resolution so that we might proceed without losing the remainder of the booking season, the proposal below is creative, clean, and simple.
PLEASE CONSIDER THE FOLLOWING: INNOVATIVE CONTRACT FUNDING FOR PRODUCERS: 1. Add $5 “promoter fee” to all individual ticket surcharges. · Producers retain 100% of these fees. · This portion of contract fee is generated by ticket buying public, and is not funded by SHARC. · This is a way of generating revenue that is over and above previous budget planning where producers assume a measured amount of risk where contract fee will rise and fall with success of concerts. 2. Producers assume all alcohol vending responsibilities and retain all proceeds related to said sales. 3. Producers provide/pay for all staff, tents, equipment, coordination with distributors, point of sales equipment, OLCC licensing, etc.; SHARC retains, through sponsorship sales, right to determine beer brand and retain all sponsorship related proceeds from said brand 4. Guaranteed $2500 “producer fee” per event · This would be reflected in an up front retainer fee included in our contract 5. Any supplemental producer staff (beyond Cameron Clark and Shannon Talbo) related expenses would be reimbursed by SHARC/concert expense and reflected in event budget.
KEY SOURCES FOR BOLSTERING BUDGET LINE ITEMS 1. Add $5 “venue fee” to all individual ticket surcharges as a way to offset loss of wine sales revenue. 2. Increase basic cost of ticket to reflect potential need for as much as $4-8000 in additional revenue per concert to cover 2022 priced sound/lights/stage/roof production related expenses 3. Where possible, negotiate hotels out of band contracts, in order to move that previous expense to support other line items (some new based on a concert by concert basis- such as production manager role and middle talent purchasing fee when we use referral services, etc) 4. Review other line items to see where efficiencies can be accomplished
PRODUCER FEES SUMMARY: 1. We are asking for a $7500 guarantee to produce 3 shows 2. We are asking for the proceeds from a new “$5 promoter fee” added into each ticket fees 3. We are asking for rights to alcohol vend on site and retain all proceeds
P R O P O S E D D I V I S I O N O F C O L L A B O R AT I O N : SIONNA PRODUCTIONS/C3 EVENTS TO PROVIDE: 1. Talent booking services · This may be in conjunction with further remunerated “middle” talent buying contractors- we cast a wide net when buying talent, and sometimes middle folks can deliver at reduced prices, making their fee moot 2. Contract negotiations 3. Contract management · Creation of standard “house addendum” that goes out with each offer and becomes attached to any final contract · Contract redlining · Deposits paid out only upon receipt of fully executed contract 4. Detailed pre-event planning 5. Production procurement · Stage/roof/sound/lights · Contract negotiations with said providers · All advancing with said contractors 6. Infrastructure and security procurement · Porta potties (as needed) · Auxiliary power and distribution chords (as needed) · Road closure and backstage enclosure equipment
(as needed) · Security team contracted and scheduled 7. Brand development · Develop brand for series 8. Marketing/promotions · Art direct look and feel of brand · Oversight w/designers for all print and social media related ads · Oversight for poster production; coordination for poster hanging · Negotiation for free print ads through securing print sponsor (the source) · Social media management · Support SHARC staff by providing creative assets for any internal pr and marketing conducted by SHARC, such as e-blasts, newsletters, concert handbills for SHARC visitors, etc · Collaborate w/SHARC on any other promotional ideas 9. Ancillary on site support staffing as needed · These folks would be reimbursed by SHARC · Promoter rep · Production managemen · Vendor coordination · Any additional staff
10. Ticket sales management · Negotiate favorable ticket sales terms with ticket outlet · Set up ticket sales with ticket outlet · Provide regular ticket counts to talent agents/ management · Work collaboratively with SHARC on will call, advance comps, and other ticket re lated matters 11. Day of staffing oversight · Parking volunteers · Loaders/crew · Catering/facility and grounds related items · Set up and tear down for production · Security · Vendor greeting and placement · Stage/roof/lights/sound crew · Work with SHARC to maintain continuity of day of staffing (minus wine vending staff) · Provide supplemental staff, per mutual agreement with SHARC staff, on site, (in support of catering, production management, promoter repping, “running,” ticket sales assistance, ushering, etc) that becomes reimbursable
12. Budget development and management Work jointly with SHARC staff on development and on going management of budget · Forecasting · Extrapolation of ticket prices · Actuals · Line item allocation and reallocation · Expense communications · Cost savings analysis 13. Sponsorship sales · Developing packages · Attending pitches (as needed) · Mutually establishing sponsorship goals · Negotiating traded print sponsor 14. Event advancing 15. Backstage promoter rep “handling” · Pre and during event coordination with caterer · Backstage rider fulfillment shopping 16. Other items as mutually agreed upon
SHARC TO PROVIDE: 1. Ownership of event 2. Accounting/payables/receivables
8. Sponsor contract fulfillment as detailed in agreements (which may involve collaboration with producers)
3. Liability insurance
9. Sponsorship sales
4. Day of event staffing
10. Budget development and management (in concert with producers)
5. Direction and oversight for/of producers 6. All venue related matters (green rooms, catering spaces, access to rooms, grounds prepped, closure notices, access to power, adequate signage, restroom maintenance, use of parking lots, etc) 7. Internal PR and marketing- e-blasts, newsletters, on site captured marketing
11. Day of staffing 12. Final contract review and signatures 13. Transition support as needed 14. Other items as determined