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Publicity Chief Task List

Last Revised on: September 30, 2006



Welcome to your Task List! The Sudbury Savoyards Task Lists are designed to be used as a guideline for how you can successfully complete your job in the current production. The task list is divided into five sections: In order to keep this task list current and helpful, please edit it as you see fit. You will be asked to turn in your marked-up copy at the Debriefing Meeting. You can also send any changes electronically by clicking here or the link at the top of this page.

General Information



Quick List

Complete? Task Timeframe
SUMC Donation February/October
Prepare Press Release September/October
Reserve Fire Station Signs September/October
Mail Audition Notice to Calendars and Press Contacts September/October
EMail Audition Notices October
Recruit Publicity Crew October
ArtsBoston Listing October
Press release - auditions 1 week after auditions. See Calendar for the exact dates.
Leads Publicity November
CableCast last year's show early January
Mail Press Releases ongoing beginning in January
Manage Poster/Flyer Distribution ongoing beginning in January
Submit crew names for playbill early January
Group/Special Interest Photos early January
Spring Mailing early January
Show Publicity - Electronic 1 month before first Performance.
Press Contacts 1 month before first Performance.
Show Publicity - Press Releases 1 month before first Performance.
Contact Local Reviewers early February
Install Fire Station Signs Should be weekend before 1st performance/Monster Sunday
Remove Fire Station Signs End of reserved time
Attend Debriefing Meeting Date is determined by the Producer
Return Task List Return to the Task List Manager at Debriefing Meeting. See Calendar for the exact date.
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Task Details

SUMC Donation

Prepare and mail a press release on the donation, about a week before it occurs for Sudbury Town Crier. The Church Liaison is responsible for reserving the date with the church. There will be a donation in October/November for the proceeds from the spring show - ideally three weeks before auditions so this can be used to publicize the upcoming production. If there is a summer show, those proceeds are usually donated in January/February to use as a promotion for the spring show.

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Prepare Press Release

Prepare publicity copy, announcing show title and audition dates. There are two formats that can be used for this. We currently use only the postcard format. A future publicity chief may be able to identify which publicity database entries should be sent in each format.
Postcard format: Place a bullet at the top giving our name, the name of the show, whether this is auditions or show, and the dates -- briefly, completely, and prominently. Follow this with one paragraph of more descriptive information.
Press release format: An 8 1/2 x 11 sheet, Sudbury Savoyard letterhead, giving an article title, followed by text similar to what appears on the postcard, but with a bit more detail.
Deliver copy to Database Manager for duplication. Send first class, with permit imprint.

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Reserve Fire Signs

As of 2001, contact Betsey Connelly at the Town Manager's Office now to reserve the fire station signs -- the good weeks go fast. We put up two signs, one at the station on Route 117, and one at the station on Route 20, ideally during the week of the show, as soon as we know when that (probably) will be.

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Mail Audition Notice

Print, address, and mail postcards, announcing show title and audition dates, to calendars and press contacts. Do not use bulk mail -- not only does it take too long, but many calendars and press contacts have a policy of ignoring bulk mail.

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EMail Audition Notices

Submit audition information to the following websites/bulletin boards:


www.SudburySavoyards.org - make sure the Webmaster has a copy of the audition notice for posting on our website.
Send an email to Savgeneral@lists.sudburysavoyards.org
Post in auditions section of netheater411.com
Post in auditions section of concordplayers.org (check website for procedure)
send email to SLOC's email list (ask Brian Harris for assistance [baharris@tiac.net])
Email article to Action Unlimited at articles@actionunlimited.com
Submit notice to NEGASS via website negass.org

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Recruit Publicity Crew

Recruit publicity crew for ongoing labor-intensive publicity activities, such as stuffing envelopes or phone calls.

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ArtsBoston Listing

For a February/March production, we must appear in the January ARTS/Mail, which means arrangements must be completed in November. Call ARTS/Boston today to find out the deadline. If we miss their deadline we miss a great advertising opportunity that we've already paid for! We have to decide how many tickets to allocate for sale through this organization. We sell lots of tickets this way (about 100), but at a significantly reduced price.

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Press release - auditions

Prepare publicity copy, announcing audition results. Prepare copy in such a way that it may be individualized by town.

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Leads Publicity

Prepare a questionaire for leads requesting name, role, address, employer, employer's newsletter, other media (church bulletin, hometown newspaper), local home town, local schools attended, spouse?, children?, other hobbies?, previous Sudbury Savoyard roles?, other previous roles?, vocal or theatrical training?, where?, b/w photo available?
Coordinate with the Playbill Layout Chief. The playbill bios may or may not be the same; frequently playbill bios have a very different character from publicity bios. The form should make the distinction between these two types of bios (if any) clear to the leads, so they know whether another bio will be required.
Be sure that cast members understand that two separate bios may be needed, and if so, when each of them is due. The publicity data is needed right away to allow casting announcements to be sent to local papers. The playbill data is needed by mid-January in order to allow time for typing and proofreading.

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CableCast Last Year's show

Cable access community TV must show any reasonable quality tape a citizen brings in. Show last year's tape in as many local communities as possible. Sudbury Access (Channel 8 on ComCast) Coordinator (as of 1998) is Nathan Cantino (phone number as of 1997 was 978-443-2804). He can provide names of other nearby coordinators.

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Mail Press Releases

Print, address, and mail press releases, announcing ongoing production activities, to press contacts. This particular item exemplifies the "flood them with mail about us" attitude. If the Publicity Chief decides not to send this mailing, at least a small blurb for the church bulletin should be prepared.

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Manage Poster/Flyer Distribution

Manage the distribution of posters and flyers by the cast, crew, orchestra, and others. Follow up to ensure that this form of publicity is exploited effectively. Recruit people, if necessary, to post in large public spaces; libraries, grocery stores, etc.

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Submit crew names for Playbill

Give the list of any publicity crew members to the Playbill Layout Chief for inclusion in the playbill.

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Group/Special Interest Photos

Take a black/white cast photograph for distribution to the newspapers to be run two weeks BEFORE the performance. If possible, these should be in costume, though costumes are very seldom ready two weeks before the performance. Some special interest groups include: Sudbury residents, Methodists, and employees of local companies, other towns with 2+ members (get from the Database Manager) in the cast. Informal groups, gathered around the piano, work better than rows of people in chairs. Light backgrounds work better than the dark curtain of the SUMC stage. Coordinate with the Producer about recruiting a photographer. If photos are to be taken during rehearsals (the best way to ensure the most involvement), coordinate with the Stage Director as to which rehearsal will be the least disruptive.

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Spring Mailing

Mailing must be at the Post Office at least six weeks in advance. At this time, mail flyers to addresses in the following databases: Advertisers, Ad Prospects, Interest, Audience, Members (except those in the current show).
The Database Manager should prepare address labels for all of the above, and must distinguish members in the current production, who should get a notice that the meeting takes place during company "last" supper.
This is a large mailing and a required activity for the Newsletter Editor, the Database Manager and the Publicity Chief. It is very important for this to be done on time. If it is late, First Class Mail will have to be used, at considerable additional expense.

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Show Publicity - Electronic

Submit show information to the following websites/bulletin boards:

SudburySavoyards.org - send mail to the webmaster
Send an email to Savgeneral@lists.sudburysavoyards.org
Post in show section of netheater411.com
Post in bulletins section of concordplayers.org (check website for procedure)
send email to SLOC's email list (ask Brian Harris for assistance [baharris@tiac.net])
Email article to Action Unlimited at articles@actionunlimited.com
Submit notice to NEGASS via website negass.org

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Press Contact Labels

Print one set of mailing labels for press contacts, sorted by town for performance announcements. Check if Database Manager has contact information.

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Show Publicity - Press Releases

Print, address, and mail press releases, announcing dates, cast members, ticket prices, individualized by town, to press contacts.

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Contact Local Reviewers

Make contact with key members of the local press. Offer complimentary tickets per the Board's policy, if any. Any complimentary tickets must have the name of the person receiving the ticket written on the back of the White comp form, so we know who used them.

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Install Fire Station Signs

Recruit people to help early on this - the hoped-for date is Monster Sunday and most cast/crew will need to be at the school starting around 1pm. Don't be late doing this! If there is a sign in the frame, it is OK to remove it and place it along the side of the fire station. Make sure the next group doesn't take our signs down before Saturday! Date will depend on what week we are able to reserve with the town.

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Remove Fire Station Signs

Generally, the town will only let a group reserve the signs for one week. Check on the Sunday following the installation - if no one has removed it to put their own sign up, we can leave it (if there are still up-coming performances). The signs must be picked up during strike if not done before.

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Attend Debriefing Meeting

The Producer is responsible for setting for scheduling the Debriefing session, generally held within a month of the show closing. The meeting is to go over the production, focusing on areas of great success and areas which need significant improvement.

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Return Task List

If not already turned in, return the task list at the Debriefing Meeting.

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Tasks that require your input, but are the responsibility of others

Task Description Timeframe
Publicity Database The Database Manager is responsible for updating the advertiser database and distributing it to Publicity Chief. The list should be received in early January, so the press releases can go out in late January
Get Audition Notice to church The Church Liaison should arrange to print the audition notice in the church newsletter. October
Posters and Flyers The Producer is responsible for getting the flyers and posters ready for distribution. January
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