Victoria Gilbert and Sullivan Society
DRAFT PUBLICITY MANUAL
Prepared by
Barbara Knoop
Executive Director
September 8, 2011
Contents
Item
E.D. Comments
Graphic Design: posters,
handbills, newsletters,
programs
VGAS Website & Blog
Online, Social Media
Paid Press Publicity
Free Press Publicity
TV, Radio Publicity
Page
Executive Director Comments
Production Publicity
In addition to publicity in newsletters, website and online, I spent a considerable amount of time working with our
well-respected graphic designer, Denise Nicholls on poster and program design, and paid advertisements. My
experience as coordinator for The British Music Hall and The Mikado publicity proved that a fall show needs just as
much publicity effort (if not more) than a major well-known full-stage production.
British Music Hall
Paid Advertising:
 Vic Arts: ad in Langham Theatre program
 Times Colonist Holiday Guide Nov. 23 and Dec. 2
 James Bay Beacon –Dec 2
 Victoria News – The Daily – full page ad Nov. 10; 2 colour ads Nov. 26, Dec 2
Gratis Media Promotion:
 Times Colonist – Banner Article by Adrian Chamberlain
 Black Press – Photo and Article
 CBC Radio – The Island
 Program compiled and published by Sheila Doak
The Mikado
Paid Advertising:
 Vic Arts: 11 ads in theatre and music programs:
Victoria Symphony, VOS, POV, Phoenix Theatre, The Belfry, Pearson College,
Langham Court Theatre
 Victoria Film Festival Program: February
 Times Colonist: 12 ads in March
 Black Press: 7 ads in each edition of Peninsula News Review, Oak Bay News, Saanich News,
Victoria News, Goldstream Gazette February 25 – March 18
 Where and Soar Magazine: 1 paid ad and one article in Mar/April
 Sidney Beacon: February and March
 James Bay Beacon: February and March
Gratis Media Promotion:
 Times Colonist:
o Critics Pick – Adrian Chamberlain
o Win a ticket contest
o Donation to Japan Disaster Fund announcement
 Black Press:
o Photographic coverage at The Volunteer Fair
o Article and photography in all Black Press papers
 Yam Magazine: Article by David Lennam
 A Channel: Taping with Adam Sawatsky, March 15
 CFAX: Eye on the Arts with Adam Sawatsky, March 19
 CBC: Interview with “Bus Driving Nanki-Poo”
Mikado Program:
 Arranged photographers for program photos
 Compiled all bios and photographs, articles etc for the graphic designer
 Organized all paid advertisements in program
 Ensured the programs were in the right place at the right time!
Graphic Designer: Sheila Doak, [email protected] phone: 250.370.7646
Responsible for design of posters, handbills, brochures, programs, newsletters
Sheila’s Theatre Contacts:
Theatre
Telephone
Email
Chemainus Theatre Festival
1-800-565-7738
[email protected]
Intrepid Theatre Company Society
250-383-2663
[email protected]
Kaleidoscope Theatre Productions
250.383.8911
www.kaleidoscope.bc.ca
Langham Court Theatre
250-384-2142
[email protected]
Millenium Players
[email protected]
Nanaimo Theatre Group
250-758-7246
[email protected]
Open Space Contemporary Arts Society
250.383.8833
[email protected]
Pacific Opera Victoria
250.382.1641
[email protected]
Phoenix Theatre-University Of Victoria
250-721-8000
[email protected]
Spectrum Community School Theatre
250-479-8271
[email protected]
St. Luke’s Players
250.884.5484
[email protected]
Theatre BC
250-591-0018
[email protected]
Theatre Inconnu
250.360.0234
[email protected]
Tidemark Theatre
250-287-7465
[email protected]
University Centre Farquhar Auditorium
250-721-8480
[email protected]
Victoria Theatre Guild - Langham Court Theatre
Belfry Theatre
Blue Bridge Theatre
Canadian Pacific Ballet
Sooke Philharmonic
250.384.2142
[email protected]
Sooke Harbour Players
Printing
Fall Show requirements: Depends on the nature of the fall show
Item
Deadline
Quantity
Posters
Handbills
Programs
Brochure
Price (Approx)
Mainstage production requirements: These numbers will vary depending on the historical popularity of the
show
Item
Deadline
Quantity
Price (Approx)
Posters
300
$200
Handbills
1500
$200
Programs
1700
$1400
Programs
Item
Deadline
Action
Responsibility
Deadline
Description
Action
Responsibility
6 months
Posters
Send to webmaster for
publication on website
3 months
10 – 12 months before
show
Press Releases
Audition Notices
Ongoing
Changes
News
Special events
Volunteer opportunities
Photos
Bios
Paid Advertisements
Compiling content
Website and Blog
Publish on blog
Publish on blog
Online, Social Media
Patricia's list of online publicity for the Mikado 2011
British Columbia Travel Guide
http://www.gobc.ca/events/2/event19986?startDa
te=2010-06-19&category=494
Linking Boomers
http://www.linkingboomers.com/index.php?action
=events,create
VancouverIsland.com
http://www.vancouverisland.com/calendar/calend
ar_rightframe.asp?year=2010&month=12&day=3
Culture Vulture
http://culturevulturevictoria.com/victoria-gilbertand-sullivan-society-presents-british-music-hall-2/
Senior Living Magazine
http://www.seniorlivingmag.com/events/list
Harbour Living
http://www.harbourliving.ca/event/victoriagilbert-and-sullivan-society-presents-british-musichall/
Facebook
https://www.facebook.com/event.php?eid=12366
8257681722&ref=ts
My British Columbia Info.com
http://britishcolumbia.mydestinationinfo.com/en/
events/the-mikado-19-march-2011
Tourism Victoria (error?)
http://www.tourismvictoria.com/Error.aspx?aspxe
rrorpath=/members/EventEdit.aspx
Events BC
http://www.eventsbc.com/index.php?com=morein
fo&mid=19715
Victoria Kijiji (awaiting registration)
http://victoria.kijiji.ca/cViewAd?AdId=245818354&MessageId=MSG.VIEW_
AD.AD_DELAYEDMXAdIdMZ245818354MXGuidMZ
12ca3328-9fd0-a20b-27400ba3ffffc20aMXadDelayedMZ24&mpname=ListAd&mpname=Conf-AdCommunity&mpname=ConfAdCommunity&mpname=Conf-AdTotal&mpuid=1700173%3B2%3B245818354%3B57
587797%3B%3B&secev=AQAAASySWpoAAM0AAA
ABACExMmNhMzMyOGJmZS5hMjBiMjcwLjEzYTcuZ
mZmZjgyZWQAAAABAAAAAA6m4%2FIAXOJ6GrSHr
KHnN%2BoAGcDMyZiU%2Ff0*&wmid=245818354
canada-travel.ca
http://www.canada-travel.ca/eventsfestivals?eventID=1393&start=60
bc ferries
http://www.bcferries.com/travel_planning/Comm
unity_Events/Victoria.php
greatervictoria
http://greatervictoria.com/events
http://www.douglasmagazine.com/event-calendar/details/405.html
PAID ADVERTISING
Company
Boulevard Magazine
Black Press:
Peninsula News Review
Contact
Email
Jim Parker –
Sales Manager
[email protected] 250.656.1151
fax 250.656.5526
James Bay Beacon
Newspaper Society
- Also Victoria Film
Festival
Program/Guide
Rosalinde
Compton
[email protected]
250.382.3999
cell 250.884.7046
Monday Magazine
Janet Gairdner
sales manager
Kathy
Butterworth
Margaret Long
Philomena
Hanson
[email protected]
250.382.6188 ext.172
[email protected]
250.652.2870
[email protected]
[email protected]
250.380.5246
250.382.6188
Shelley Westwood
[email protected]
Linda Tesser,
Publisher
[email protected]
250.381.3633
ext 263
250.480.3236
Cell: 778.678.7868
Sidney Beacon
Times.Colonist
Vic Arts:
sets ads up for programs of
many of the performing
groups in town.
VictoriaNews The Daily
WHERE Victoria & SOAR
Magazine
Phone
Fall Show
Paid Advertising for The British Music Hall, 2010
Space
deadline
Nov. 1
Booked
Nov. 11
Booked
Nov 9
Booked
done
Artwork
deadline
Nov 16
sent
Nov. 15
sent
Nov 9
sent
sent
Contact
Details
Cost
Margaret Long • Advertising Sales
Times Colonist
A division of Postmedia Network Inc.
250.380.5246
[email protected]
Pam – Accounts 250.380.5382
3” w x 4.64” h black & white
in the Holiday guide (Nov 23)
and the 2nd run at no charge will be Dec 2.
Art Work to [email protected] by
Nov. 16
$386+ HST
Rosalinde Compton
James Bay Beacon Newspaper Society
7.435 Simcoe St. Victoria BC V8V 4T4
250.382.3999 (cell 250.884.7046)
[email protected]
¼ pg. 5" across × 8.1/8" down
In the Dec 2 edition
$116.90 +
HST
VictoriaNews The Daily
Shelley Westwood 250.381.3633 ext 263
[email protected]
Full Page Nov 10
$100+HST
2 colour ads 10.33" wide x 2.5" in Nov 26
and Dec 1
Langham Court, Odd Couple,
Victoria Symphony #2
POV Rodelinda
$90 + HST
Philomena Hansen
[email protected]
Ad material to [email protected]
Fall Show 2011 Budget
REVENUE
Juan de
Fuca
Cook St. Village Activity Centre
150 sts x 3 performances = 450
450 sts x 75 % = 337
sts
337 sts x $25/st = $8,437
Projected Revenue
Total
Grand Total
EXPENSES
Artistic Director
Music Director
Theatre Rental
Music
Props
Costumes
Advertising
Programs
Tickets
Paid by CC
8,437
8,937
Total
500
500.00
1000.00
100.00
100.00
300.00
1,500.00
300.00
100.00
$4,400
PROJECTED PROFIT
$4,537
plus
$500
$103
211
211
Mainstage Spring Production
Paid Advertising for the Mikado, 2011
Space
deadline
Nov. 3
Booked
Artwork
deadline
Nov. 3
Sent
Nov.11
Booked
Nov 19
Sent
Nov. 17
Booked
Dec 3
Sent
Dec 22
Booked
Dec 28
Dec 22
Booked
Dec 3 &
Jan 7
Booked
Jan 11
Jan 22
Nov.17
Booked
Jan 24?
Space
deadline
Artwork
deadline
Contact
Philomena Hanson, Publisher
Victoria Arts Marketing
PO Box 8629
Victoria, BC V8W 3S2
T 250.382.6188
F 250.381.2662
E [email protected]
Rosalinde Compton
James Bay Beacon Newspaper Society
7.435 Simcoe St. Victoria BC V8V 4T4
250.382.3999 (cell 250.884.7046)
[email protected]
Philomena Hanson, Publisher
Victoria Arts Marketing
PO Box 8629
Victoria, BC V8W 3S2
T 250.382.6188
F 250.381.2662
E [email protected]
Philomena Hanson, Publisher
Victoria Arts Marketing
PO Box 8629
Victoria, BC V8W 3S2
T 250.382.6188
F 250.381.2662
E [email protected]
Philomena Hanson, Publisher
Victoria Arts Marketing
PO Box 8629
Victoria, BC V8W 3S2
T 250.382.6188
F 250.381.2662
E [email protected]
Kathy Butterworth, Sidney Beacon
[email protected]
250.652.2870
Artwork and articles to Luann at
[email protected]
Philomena Hanson, Publisher
Victoria Arts Marketing
PO Box 8629
Victoria, BC V8W 3S2
T 250.382.6188
F 250.381.2662
E [email protected]
Contact
Details
Cost
¼ or ½ page
VOS Wizard of Oz program
Pckge of 11
$1387
Victoria Film Festival Guide –
half page vertical Mikado ad (2 1/2" wide
x 7 1/4" high) Full Colour
Ad material to
[email protected]
Victoria Symphony #4 –
¼ page Colour 2.437" x 3.937"
$650 + HST
Langham Court . Laramie Project
Jan 12 – 29
b/w
Belfry Theatre – The Cryptogram
Jan 25 – Feb 27
b/w
February and March issues
2.5” wide by 5”deep, b/w
95 x 2 + HST
$212.80
Artwork to Luann at
[email protected]
POV La Boheme
¼ page Colour 2 1/4" x 3 7/8"
Details
Cost
Dec 23
Booked
Dec 22
Booked
Dec 22
Booked
Dec 22
Booked
Jan 28
Feb 4
Feb 8
Feb 15
Feb 10
Tbc with
Ros after
Jan 20
Feb 15
Dec 22
Booked
Feb 17
Jan 7
Booked
Feb 18
Space
deadline
Dec 22
Booked
Artwork
deadline
Feb 24
Linda Tesser, Publisher
WHERE Victoria & SOAR Mag.
Direct: (250) 480.3236
Cell: (778) 678.7868
Fax: (250) 480.3233
[email protected]
March/April issue
Philomena Hanson, Publisher
Victoria Arts Marketing
PO Box 8629
Victoria, BC V8W 3S2
T 250.382.6188
F 250.381.2662
E [email protected]
Philomena Hanson, Publisher
Victoria Arts Marketing
PO Box 8629
Victoria, BC V8W 3S2
T 250.382.6188
F 250.381.2662
E [email protected]
Philomena Hanson, Publisher
Victoria Arts Marketing
PO Box 8629
Victoria, BC V8W 3S2
T 250.382.6188
F 250.381.2662
E [email protected]
Rosalinde Compton
James Bay Beacon Newspaper Society
7.435 Simcoe St. Victoria BC V8V 4T4
250.382.3999 (cell 250.884.7046)
[email protected]
http://www.sidneybusiness.com/
Victoria Symphony #5
Philomena Hanson, Publisher
Victoria Arts Marketing
PO Box 8629
Victoria, BC V8W 3S2
T 250.382.6188
F 250.381.2662
E [email protected]
Belfry Spark Festival
March 7 – 20
Black Press:
Jim Parker . Publisher
Peninsula News Review
phone 250.656.1151
fax 250.656.5526
[email protected]
Peninsula News Review, Oak Bay News,
Saanich News, Victoria News,
Goldstream Gazette
Feb 25, March 2, 4, 9, 11, 16 and 18
editions,
2 columns wide (2.8”) by 4” deep, b/w
1/6 page vertical ad: 1.5" wide by 3.655"
deep – Full Colour
Full Colour
th
Phoenix Theatre – 12 Night
Feb 22 – March 3
b/w
Langham Court – Lady in the Van
March 2 – 19
b/w
February and March
1/4 page 5" wide × 8.1/8" deep
$190+HST
b/w
b/w
Contact
Philomena Hanson, Publisher
Victoria Arts Marketing
PO Box 8629
Victoria, BC V8W 3S2
T 250.382.6188
F 250.381.2662
$620 + HST
Details
Pearson College – One World 2011
March 11 and 12
b/w
$2800 + HST
Cost
Dec 22
Booked
Jan 31
booked
Mar 1
March 7
E [email protected]
Philomena Hanson, Publisher
Victoria Arts Marketing
PO Box 8629
Victoria, BC V8W 3S2
T 250.382.6188
F 250.381.2662
E [email protected]
Margaret Long • Advertising Sales
Times Colonist
A division of Postmedia Network Inc.
250.380.5246
[email protected]
Pam – Accounts 250.380.5382
Phoenix Theatre – Inside
March 15 – 26
b/w
March ads in the Go section and Saturday
papers
March 10, 12, 17, 19, 24, 26
$1000+HST
3.09” w x 3.0” wide
I am sure it will be b/w
Total (before HST)
$6,764
Spring Show 2012 Budget
Date: May. 7th, 2011
REVENUE
TICKET SALES
Oak Bay High Mar. 31
465 seats x .75 = 348
348 seats x $26 =
9,048
PROJECTED TOTAL
REVENUE
SHARED EXPENSES
B.H. Theatre Rental
O.B Theatre Rental *
Advertising
Programs
Rehearsal Rental
Rehearsal Food
Total
Oak Bay High Apr 1
465 seats x .75 = 348
348 seats x $26 = $9,048
Mary Winspear Mar.
25
400 seats x .75 = 300
300 seats x $26 =
$7,800
33,696.00
Civic Orchestra
1,000.00
1,000.00
1,750.00
400.00
106.00
75.00
4,331.00
VGAS
1,000.00
1,000.00
1,750.00
400.00
106.00
75.00
4,331.00
Total
Expenses
2,000.00
3,000.00
3,500.00
800.00
212.00
150.00
9,662.00
PROFIT SPLIT WITH
ORCHESTRA
TOTAL REVENUE
TOTAL EXPENSES
TOTAL GROSS
PROFIT
33,696.00
9,662.00
24,034.00
GROSS PROFIT
(SPLIT 50/50)
12,017.00
VGAS PAID
EXPENSES
Rehearsal Space
Audition Space
Audition Accompanist
Honoraria
Rehearsal
Accompanist
Music
Properties
Costumes
Transporting Risers
VGAS NET PROFIT
Mary Winspear Mar.
24
400 seats x .75 = 300
300 seats x $26 =
$7,800
12 x $50
2 x $50
2 x 3 x $25
-600.00
-100.00
-150.00
-1,000.00
12 x 3 x $25
-900.00
-1,250.00
-150.00
0.00
-500.00
7,367.00
2 x $106
FREE PUBLICITY – ARTICLES IN PRESS
Send press releases, posters, articles and photos two - three months before production.
Follow up with phone calls.
Company
Contact
Email
Phone
A Channel & CFAX
Radio
Alixe Wallis
Adam Sawatsky
[email protected]
250.381.2484
Alixe Wallis . writer
[email protected]
250.592.1937
[email protected]
250.382.6188 ext
137
250.382.6188 ext
132
Black Press
Monday Magazine Grant McKenzie . editor
Mary Ellen Green . arts
[email protected]
Courtney Smith –
online event calendar
1 – 2 Week before
[email protected]
http://mondaymag.com/calendar?ca
l_path=/events/add
Janet Gairdner
sales manager
Goldstream News Kevin Laird –
Saanich News editorial director
Victoria News
Oak Bay News Don Descoteau . editor
Peninsula News Laura Lavin
Christine vanReeuwyk
Jim Parker
Vic News – The Daily Shelley Westwood
[email protected]
[email protected]
[email protected]
[email protected]
250.382.6188
ext.172
250.381.3484 or
250. 381.3633 ext
293
250.381.3633, ext.
243
250.656.1151
[email protected] 250. 656.1151 ext.
27
[email protected]
250.656.1151
[email protected]
250.381.3633 ext 263
250. 380.2522
Canadian Pacific Ballet
Luglio Sandoval
communications@canadianpacificba
llet.org
Culture Vulture
Leanne Allen
[email protected]
Coffee News
[email protected]
Boulevard Magazine
[email protected]
Focus on Women
[email protected]
James Bay Beacon
Rosalinde Compton
[email protected]
Music in Victoria
Deryk Barker
[email protected]
Seattle G&S Society
Mike Storie
[email protected]
250.382.3999
Senior Living Magazine
For the event calendar
[email protected]
Bobbie Jo Reid
[email protected]
Sidney Beacon
Kathy Butterworth
[email protected]
250.652.2870
Times Colonist
Adrian Chamberlain main and first contact
[email protected]
250.380.5364
Sarah Petrescu – reporter
[email protected]
250.380.5370
Margaret Long - sales
[email protected]
(250) 380-5246
Grania Litwin – Go
Magazine preview
Grant Wittkamp the Sydney Feature
[email protected]
Where Magazine
[email protected]
[email protected]
Jennifer Blyth
[email protected]
Linda Tesser – sales
[email protected]
VicArts
Philomena Hanson
[email protected]
Victoria News Group
Calendar
Friday edition:
Tuesday of same
week.
[email protected] or
YAM Magazine
(250) 380-5244
Wed. edition:
Thursday noon for
the following week
David Lennam
[email protected]
[email protected]
250. 480.3236
TV/ Radio
Company
A Channel & CFAX
Radio
CBC Radio
Contact
Adam Sawatsky
- Tapes
Peter Hutchinson
Program Manager
On the Island - tapes
Chek News
Email
[email protected]
Phone
250.381.2484
[email protected]
250. 414.4700 or
250. 360.2227
[email protected]
Ocean 98.5
Megan Gariepy
[email protected]
[email protected]
Shaw TV
Muriel McKay
Jim Schneider:
General Manager
David Lennam - . Tapes
Karen Elgersma
[email protected]
Cathy Chiasson
[email protected]
[email protected]
205 475-1059 ext
817413
250.475.1059 ext
7202