I won't let this blog get too long-winded so I'll keep this as short as possible. I've broken down the content in steps. Although, I wrote this blog for newbies, I know plenty of promo peeps that need this information, too. If you find yourself double-booking too often lately, or forgetting you were booked for an event but remember last minute, or if you need the staffer to resnd you the event details, this is for you, too.
Here's the advice:
Create a new email account dedicated solely for promo event booking matters. Things get complicated when you intermingle your emails together. You will find out that not all promo companies are created equally. You need an account that is straight forward the deeper you get into the promo industry.
Step 1: Create A New Email Account
I will assume you don't need me to walk you through how to create an email. Once you've created your new email account, continue to Step 2.
Step 2: Create The Following Email Folders
Applied
Bookings
Event Details
The Rockstar Promo Blog
As you begin to apply for events and create logins for different promo companies, create a folder for every company that sends you a notification you intend to keep.
The "Applied" Folder
Any bookings you applied to, I usually BCC myself to the email and then move that email to this folder. This allows me to keep track if I've already submitted for an event or not.
The "Bookings" Folder
This is self-explanitory. Put all of your booking confirmation emails in this folder.
The "Event Details" Folder
When you are booked for an event, either the week of or a few days prior to the event, your staffer or the promo company that booked you will send you an email with complete details with information you will need for the event you were booked for.
The "Rockstar Promo Blog" Folder
Use this folder to save all of our blog notifications for safekeeping.
Here's How It Works & How You Get Booked:
Step 1: Create Log-ins with Respectable Promo Companies & Complete Your Profiles
Once you have completed your profiles, begin submitting for the events you ae interested in through each portal. Make sure you are available to work those events if selected for the booking.
Step 2: Find Event Posts To Apply For
When you see event posts that peeks your interest, simply follow the instructions to submit for consideration.
If you see an event post from a company you've already created a log-in for, go check that log-in to see if the event is listed there because it's better to submit within the portal. Many will tell you to submit both ways because staffers can be bias sometimes, but that's another blog. Nothing for any newbie to worry about.
Here's a resource for you to check out:
BLOG: Where to Find Event Gigs
Step 3: Keep An Eye On Your Email
Promo Companies send event notifications randomly, it's best to respond to the events you desire as quickly as possible if not within 24 hours. It's okay to apply after the 24 hours but your chances of being selected decrease the longer you wait.
You also want to keep an eye on your email because if you are ever selected, you will be sent a booking confirmation that will alert you that you've been selected and that email will tell you how to confirm that you still want to be booked for the event. If you don't respond back to that booking confirmation in a certain amount of time, the staffer will move on to the next person to fill the spot and you will not be added to the team.
Another reason to keep an eye on your emails is because updates are sent and it is vital you stay on top of those updates.
Step 4: Confirm The Booking
The booking confirmation email will have instructions on how to confirm your booking for the event. Make sure to follow those instructions. Many times in the industry, promo-s accidentally double-book for events. To prevent this from happening, put the event on your email calendar. Here's what I do:
Event Title: BOOKED: [Event Title + Total Pay Amount For That Day]
Event Details: Put the address, event manager info, pay rate, and any information you will need once you get to the event. This is important because sometimes your phone magically starts glitching once you get to the event venue which makes pulling up the information from your emails that much harder. When the information is already in your calendar, it's easier to locate. Also, color code the calendar event to rd if you can or any color for booking the event. When you are paid for this event, then go back and turn the red to green to represent that you were paid for the event.
The pro to doing this makes it easier to pinpoint which events you've been paid for and which events you haven't been paid for yet. This also makes it easier for you to see if you are already booked for certain dates when you are looking for more events to apply to. Since email calendars are digital, these calendars are 'searchable.' Let's say you can't remember if you were booked for a certain event, search for the keyword in your calendar search and see the results. NOTE: It is not required for you to track your events this way. You can figure out your own way of keeping track of your events and payments. This is just a suggestion.
Here's More Advice and A Head's Up
If you wait for promo companies to contact you to work their events, you will make little money. If you're fine with that, then you have nothing to worry about. To see gains from your effort, you must be proactive. This means, looking for events to submit for. Those who do this full-time check for events every morning if not every other morning. Part-time people search for events every other day to maybe twice a week. You'll find that some do promo work seasonally. But keep in mind every market is different. Some markets are heavy on demo promo work. Other markets are markets are heavy on expos/convention activations. It depends on where you live and where you are willing to work or travel to in order to work. For most of your bookings, you are an independent contractor so you must be proactive.
If you have any other questions, put them in the comments below.
promo-pros, if you want to add anything about headshots that I left out, put it in the comments.
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