Login
Join ANW

Conference Resources

Conference Tips & FAQ

New to the Arts Northwest Conference? Whether you’re presenting, exhibiting, or both, these tips will help you make the most of your time — from what to bring to how to make real connections in The Hub.

A bustling indoor business expo with professionals networking and engaging at various booths.
What should I expect from this experience?

Your goal should be to meet your colleagues, begin to establish name recognition for your artists (or yourself if self-represented), and exchange information and materials with presenters. There are no guarantees, so come as prepared as you can. Introduce yourself, ask questions when presenters aren’t busy, and take notes.

  • Enough materials to distribute to presenters (audio equipment must be used with headphones)
  • Business cards, a notebook, and anything else that helps you promote your artists and track presenter responses
  • Your website address clearly listed on materials and business cards
  • An up-to-date artist profile page on the Arts Northwest website with working links

Some presenters prefer that you email materials after the conference is over. This adds little cost to you and gives you another opportunity to contact the presenter and make your materials stand out.

  • A business card
  • Description of the artist(s)
  • Photos
  • Press clippings
  • Technical requirements
  • Information on residency or workshop possibilities
  • A listing of previous bookings
  • A roster of artists under your management
  • Plan to display additional brochures and small pieces, since some presenters may not be ready to use the entire kit. Interested presenters will typically call for full details after the conference.

Many artist representatives prefer to let the art form and artists sell themselves through audio or video representation. Presenters have limited time at each booth and may only watch or listen for a minute, so come prepared with your own equipment and headphones.

Practice your main message before you arrive. Develop a short paragraph describing your artist’s uniqueness, the art form, repertoire, technical requirements, available dates, and fees. Spend time listening — note the presenter’s mission, audience, hall size, technical capability, and fee range. That information is invaluable for the future.

  • Try to relax and focus on building relationships for the future
  • Look at other tables for good ideas
  • Do not grab presenters as they come down the aisle
  • Do not interrupt another artist talking to a presenter
  • Do not force materials on a presenter
  • Ask what a presenter is thinking about for their season — budget, space, audience, genre
  • Know your costs so you can be fair to yourself and to presenters
  • Know your market and find your niche
  • Follow up after the conference if a presenter penciled you in for a date
  • Send materials and return calls/emails in a timely fashion
  •  

Attend as many conference activities as possible, including professional development opportunities, workshops, the general membership meeting, and the opening reception. Meal functions and social activities allow time for networking and fun.

 

What should I expect from this experience?
  • Network with new and experienced colleagues in the performing arts
  • Gain insight and knowledge from professional development sessions and other colleagues
  • Meet artists and artist managers/agents and view the work of established and emerging artists and ensembles
  • See live performances of quality artists during the Juried Showcases, sessions showcases, and fivepointO performances
  • Learn about current trends in the field
  • Develop a sense of the field of arts presenting
  • Develop a network for future questions and concerns
  • Learn how to take your next step in developing your season or event
  • A small notebook and stapler are useful for organizing business cards and making notes
  • Don’t forget your business cards!
  • Know about your venue(s)
  • Know about your audience’s tastes
  • Know your budget
  • Know your residency needs or wishes
  • Know your housing options for artists
  • Know your schedule
  • Width, depth, and height of stage flooring
  • Wing space
  • Number of lighting instruments
  • Sound and other available technical equipment (com systems, etc.)
  • Type of stage
  • Dimensions of apron and/or pit (if any)
  • Color of curtains
  • Dance floor
  • Number of legs and borders
  • Number of seats in the hall
  • Number of dressing rooms / green room / showers
  • Loading dock and parking
  • Whether their artist can perform in your space, and how compatible the artist is with your audience (not a guarantee, but a starting point)
  • Fee range
  • Technical rider requirements
  • Possible block booking or routing for the year ahead
  • In short, all of them — you never know what you might find
  • Study the exhibitor list and make a plan in advance; identify “must sees” and visit them first
  • Use remaining time to visit tables of artists who may be future considerations
  • Try to block book (attend the block booking meeting) — it saves everyone money
  • Do not interrupt another presenter and artist while they’re talking

Attending the showcases (both juried and sessions) and fivepointO performances is a crucial part of your educational experience and getting the most out of the booking conference. A panel of Arts Northwest members selects Juried Showcase artists for their quality and suitability for touring in the Northwest.

  • Management has materials, brochures, bios, and repertoire lists for you to take away
  • CDs, tapes, and videos are also likely to be available — don’t take materials that aren’t under consideration, as these aren’t meant for personal collections
  • Ask management for references of presenters similar to you in size or audience type
  • Set priorities for your time
  • Attend social functions, showcases, after-hours showcases, and meal functions
  • Take business cards to all functions
  • Follow up with notes, calls, or emails to those of importance

Who does what at the conference

Presenters

Presenters facilitate performing arts events and/or programming for a venue or community. Representatives attend to learn about and book artists, gain knowledge from professional development sessions, and network with colleagues.

Exhibitors

Self-Managed Artists — Do their own booking and management.
Artist Managers/Agents — Seek performance opportunities for artists and ensembles on their roster.

Associates

Arts Councils — Offer services to the state, region, or locality they represent.
Consultants — Provide consulting services, from website design to fundraising to venue planning.

Conference events, & publications

Juried Showcases

Panel-selected showcases of performing artists, presented each year at a well-equipped theater. Juried Showcase artists are listed in the Program Book and online at artsnw.org.

Spotlight Showcase

A peer panel selects artists for a 12-minute performance in a cabaret-style setting, offering a unique opportunity to experience work up close in a relaxed, social atmosphere.

State Spotlight Showcase

Celebrates artists and ensembles representing their home states across the Northwest, offering a unique platform to connect with regional presenters and expand touring opportunities.

5.0 Showcase

A five-minute, live, in-person showcase open to artists who don’t have a Juried or Sessions Showcase, and to agencies not currently representing a showcasing artist. Sign-up takes place at registration and is first come, first served.

Conference Program

Given to each attendee on-site, the Program Book includes the conference schedule, events, activities, advertisements, maps, and speaker biographies.

Plenary Sessions

Sessions that bring the entire conference together, typically including a keynote luncheon or dinner and an opening reception. Attendees are encouraged to attend all of them for both learning and networking value.

Block Booking Meetings

Two official meetings during the conference, for presenters only, giving them a chance to discuss artists they’re considering for their season. Block booking is often critical to making a tour affordable and viable for everyone involved.

Special categories

Sponsors

Contribute money or in-kind donations to the conference.

Speakers

Lead or co-lead a professional development session.

New Colleagues

New to the field or attending for the first time.

Guest

A colleague, spouse, or partner attending in a non-professional capacity.

Volunteers

Assist with conference activities and events.

Mentors

Share knowledge through the First Timer Mentor program.

Name Tags

Identify who’s who. Presenters, exhibitors, and service reps each wear a different color.

Scroll to Top
Visit Website