New Colleagues

NEW COLLEAGUES

The Performing Arts Exchange is designed to be a friendly and informative environment. We have designed a program for first time attendees to help you make the most of your conference experience. If you are interested, prior to the conference, you can be connected with a mentor, who can advise you on approaching aspects of a booking conference. We attempt to match mentors and new colleagues based on job descriptions.  You may be contacted and asked for additional information to ensure an appropriate match.

  Once in Atlanta, we have a special session Wednesday, September 24 at 4:30pm in the AmericasMart.  This is an opportunity for you to meet your mentor and other new colleagues.  We will take you on a tour of the exhibit hall and have short presentations on the various aspects of PAE. From that session, we will go directly to the Opening Reception so you can chat further with your fellow attendees. 

Please indicate your interest in the New Colleague program during your online registration.  Below are general tips we hope will begin to inform your thoughts about PAE.  If there is any additional assistance you require, please let us know and we will try and accommodate you.  See you in Atlanta! 

Information for New Colleagues

If this is your first time attending a booking conference, you're in for a wonderful experience! To help guide you through, we have gathered the following answers to some frequently asked questions. . .

1.) What should I wear?
2.) What should I bring?
3.) What results can I expect?
4.) Who attends the conference?
5.) How can I make the most of the exhibit hall?

1.) WHAT SHOULD I WEAR?

• Wear comfortable shoes - You'll be doing a lot of standing or walking, so a proper shoe selection can greatly increase your comfort level.
• Dress in layers - The meeting rooms and exhibit hall can be either too warm or too chilly at times.
• Dress for comfort - You'll see all manners of dress at the conference, from full business attire to jeans. Bring clothes that you will feel comfortable wearing to conduct business for long stretches of time.

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2.) WHAT SHOULD I BRING?
Presenters:

• Programming calendar with your available dates
• Business cards
• Clipboard
• Legal pad(s)
• Pencils, pens & highlighter
• Your season brochures (there will be a table in the registration area for distributing these)
• A brief description of your programming and venue (including technical information)
• A simple form for collecting information on artists, managers & agents
• An empty suitcase for carrying exhibitor information and promotional materials back home, or a plan for shipping them. (Or you can ask the exhibitor to ship information to you after the conference.)
• Stamina
• And a sense of humor!

Exhibitors:

• Press kit / information packets - may include business card, photos, press clippings, technical requirements, brochures, listings of previous bookings, etc. (You won't need hundreds of these - presenters often ask you to ship material to them after the conference rather than carry it back in their suitcase.)
• Small brochure or concise handout for presenters who want an overview but do not want to carry a full press kit
• Business cards
• CD or video to play in your booth (optional). (Remember that you must use headphones. You may rent equipment or bring your own.)
• Decorations for your booth (flowers, table coverings, photos, candy, etc.)
• Notebook & pens/pencils for keeping track of conversations with presenters.
• Thorough knowledge of your artists, budget, fee range, available dates, technical requirements, etc, and the ability to communicate this information concisely.

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3.) WHAT RESULTS CAN I EXPECT?
Presenters:
You'll meet many new colleagues and peers, and develop a network for future questions and concerns. You'll meet representatives of artists with whom you may work over the years, and have the opportunity to see live performances from some outstanding artists. You'll gain insight from attending various workshops and seminars, and develop a sense of the field of arts presenting.

Exhibitors:
Your goal in this first year should be meeting your colleagues, beginning to establish name recognition for yourself or your artists, and gaining a sense of how the booking process works. This business is very much about building relationships, and that takes time. Also, you will be up against experienced artists and managers who've done this before and already have contacts with presenters. That's a lot of competition, but it is also a gold mine of experience and knowledge for you to draw on. Don't be afraid to introduce yourself and ask questions when they're not otherwise engaged. This is generally a warm, welcoming group of people who'll be very willing to chat with you. Gauge your success by the people you meet and the knowledge you acquire, and look forward to your second year when more people will recognize your name and more presenters will stop by your booth to talk with you.

4.) WHO ATTENDS THE CONFERENCE?
Presenters:
Representatives from more than 260 presenting organizations attended last year's conference in Louisville. PAE presenters come from 22 states on the east coast and Washington, DC. They are from community performing arts series, civic centers, private performing arts centers, festivals, colleges and universities, and more. They are seeking to book artists in all kinds of genres and fee ranges. Most will probably be booking for their 09-10 season, though some may be booking well known artists two or three years in advance, or looking to fill holes in their current season. (A list of presenters registered to date will be available for exhibitors after August 12th for $50. You'll also receive a complimentary list of the presenters when you arrive at the conference.)

Exhibitors:
Thousands of artists in all kinds of genres and fee ranges are represented at the conference by more than 200 booths in the exhibit hall. These range from individual self-managed artists to agents who represent hundreds of artists, and from new artists who are just starting to tour to "name" artists who've been in the business for years. Vendors who have products that cater to the performing arts industry, state arts agencies, service organizations, and others are also represented in the hall. A list of exhibitors registered to date is available on the website at http://www.southarts.org/exhibithall08.

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5.) HOW CAN I MAKE THE MOST OF THE EXHIBIT HALL?
Presenters:

• Do your homework before the conference - If there are artists or agents that you already know you want to talk to, you may want to contact them prior to the conference to set up an appointment. You may also want to contact in advance other presenters in your region with whom you might blockbook an artist.
• Make a list - Check the website before the conference or consult the Resource Directory that you'll receive when you check in at the registration desk for a list of exhibitors. Make a list of the artists you are interested in learning more about before you enter the exhibit hall, and map them out on the diagram in your conference program.
  
• Dream a little - Don't be afraid to look at a higher priced artist if you are a smaller venue. They may need to fill another night along their tour to make it more profitable, and you might be along their tour path. Also, take some time to get acquainted with new art forms, artists or first-time exhibitors at the conference. You might be surprised and find an unexpected treasure for your audience.
• Pace yourself - You can't visit all the booths in a day. Set priorities for your time. You may want to ask the exhibitor to mail promotional materials to you after the conference rather than having to carry them. There are lounges & snack areas scattered throughout the hall if you need to take a break.
• Be organized - Carry lots of business cards, and have them easily accessible. (If you don't have pockets, your name badge makes a good holder for business cards and for your hotel key.) Take good notes. Some presenters attach business cards to a notebook with a small stapler, and write notes next to it.
• Know your needs - Be prepared with a thorough knowledge of your venue's technical information, budget, schedule, etc. Some presenters have packets made up describing their hall and technical capabilities. It's sometimes helpful to have a copy of last year's brochure or a list of events.
• Be honest - Be comfortable cordially saying "No, thank you", if you know that you will never present a particular artist. Saying "maybe" just to be nice can waste time both for yourself and for the artist management. It isn't about rejection, it's about finding a good fit between the artist and your audience.
• Network outside the exhibit hall - Take advantage of opportunities to get to know artists, agents, and other presenters outside the exhibit hall, in a more relaxed setting (like at receptions, meals, or the hotel bar).
• Attend the orientation session - Plan to attend the New Colleagues orientation session on Wednesday evening. It's a great chance to get to know a few faces and begin putting your "game plan" in place.

Exhibitors:

• Do your homework before the conference - Submit your artwork on time for inclusion in the Resource Directory, an information source used by presenters during the conference and throughout the year. If there are presenters that you already know that you want to meet with, you may want to contact them prior to the conference to set up an appointment. Many exhibitors purchase the presenter attendee list when it becomes available in August to send out a pre-conference mailing.
• Practice your message - Presenters have a lot of ground to cover in a short amount of time and may be moving quickly through the hall. Know your information thoroughly, and practice your main message before you come. Try to develop a short paragraph which describes the uniqueness of your artist, the art form, the repertoire, the general technical requirements, the dates you have available, the residency activities available, the fee, etc.
• Have good materials - In addition to a good quality press kit, a one-page attractive, concise handout makes a great marketing tool to give to presenters who don't want to be loaded down with materials. You can always offer to mail the complete information to them after the conference if there is strong interest.
• Listen - This is about finding the right match between the artist and the audience. Spend time listening and taking notes on what the presenter's mission is, who their audience is, how big the hall is, how technically developed the facility is, when the decisions are made, etc. This information can be invaluable for the future. Graciously accept a "No, thank you" if it's not a good match. The presenter's programming may change in the future, they may move to another facility, or they may speak with a colleague who would be a good match for you.
• Design your space - Make it so visitors feel welcome to enter. Offering a place for presenters to sit will give them a chance to rest tired feet and give them the opportunity to peruse your materials. You may want to include audio or visual samples of your work. (You can bring your own equipment or rent through the decorating company. Remember that you'll need to use headphones.) A finishing touch can come from flowers, table coverings, photos, candies, small give-aways, etc.
• Network outside the exhibit hall - Take advantage of opportunities at receptions, meals and workshops to get to know presenters in a more relaxed setting. (Don't make the mistake of trying to sell at these events, though. The presenter will be offended and you can do damage to your reputation. Selling happens only on the exhibit hall floor.)
• Take good notes - If you're lucky enough to speak with lots of people, it's too easy to forget or get confused after the conference. Keep track of your conversations with presenters, what you gave them, what level of interest they expressed, etc. Some exhibitors staple the business card into a notebook and take notes next to it on that page.
• Respect other exhibitors - review the PAE etiquette guidelines and follow them. Showing courtesy to your new colleagues only makes sense.
• Attend the orientation session - Plan to attend the New Colleagues orientation session on Wednesday. It's a great chance to get to know a few faces and begin putting your "game plan" in place.

Good luck! Please let us know if there is any way that we can assist you in making the most of your first PAE!