Stacey's blog: "Rambles"

People think going on tour and working with musicians is so easy!! This here is a scheduled touring date paper for promotional executives I received before I was to go on tour with some bands from Island/Def Jam records. It's already over with so I thought it would be interesting to post. It's a lot of work! I. Executive Summary a. Business Concept The 2006 COED Media College Caravan will consist of stops at 17 of America’s largest Universities. Each stop will include multiple promotional opportunities spread over a four day event itinerary that will allow COED and its sponsors to become infused within collegiate life. Day one of the four day marketing strategy is the Student Outreach Night and will consist of an exclusive COED Greek and Athlete “Movers and Shakers” party. The Caravan will be in contact with the entire Greek and Athletic Community this night. The purpose will be to extend limited invitations to the following night, The Exclusive Listening Party, therefore creating a buzz among the “IN Crowd”. Day two will include The Exclusive Listening Party featuring an Island/Def Jam recording artist. Both the “Movers and Shakers” party and the listening party will build tremendous momentum for day three’s event, the Large Capacity Event. The University specific theme party with 1,000 students attending (dependent on school size) will also feature appearances by Island/Def Jam recording artists. The culmination of all three night’s momentum will be exploited on day four, The Tailgate, as COED and it’s sponsors set up events at each Universities Saturday Football home games. The essential concept behind The Caravan is to imprint a lasting impression of CO-ED and it’s sponsors on the student’s college experience. This will be achieved through a method of saturation consisting of the all encompassing approach: The Web, Print, and In Person. The Web: The online complement to CO-ED magazine, CO-EDmagazine.com carries fresh daily and weekly content, including all the features associated with CO-ED plus picture galleries, interactive polling and message boards. Carrying everything from the ridiculous to the sublime, the website covers the college experience, A to Z, and features award-winning design for both editorial and advertising content. Print: Smart, engaging and lots of fun, CO-ED entertains as well as informs students by offering a rich mix of features that span everything from the ridiculous to the sublime. Written for the students, and in part by the students, CO-ED comes out four times a year to coincide with the school year and it appears nationally through a distribution network of more than 25,000 outlets. It's an ongoing celebration of this incredibly fun four years of life, capturing the moments that end up in everybody's memory scrapbook. There are indepth profiles of schools; sports, sex advice, college and career pointers and Miss CO-ED! In Person: The Caravan of CO-ED will embark on a 120-campus tour that will reach 2.4 million students. It’s a complete mobile three-ring circus, consisting of branded vehicles, custom sponsored events and parties that are destined to become college folklore. The message that college students will be saturated with through The Caravan will be that CO-ED is the Ultimate College Party, the Ultimate College Experience. This message will be reinforced through some of the most valued college activities, partying and a chance to let loose. Through the excitement and happiness generated from these parties a long lasting memory will be ensured, in turn guaranteeing the same for CO-ED and it’s sponsors. This is the most cost efficient way to advertise for all parties because it is done in the shortest amount of time for the lowest cost, has the highest impact on the audience, and targets the correct audience. b. Objectives Emails Exclusive Listening Party: 150 emails This is 100% of the attendees because they will be required to give them at the door. This is acceptable because it is a free show. Welcome Party: 80 emails This is 20% of the attendees. Large Capacity Event: 400 emails This is 50% of the attendees. Total per University: 630 emails Total per Tour: 10,710 tour Dependable Subscriptions Exclusive Listening Party:150 subscriptions This is 100% of the attendees; they are all given free subscriptions. Large Capacity Event:100 Subscriptions There will be a promotional deal for 100 people to buy subscriptions instead of tickets and they can bring a quest. Total per University: 250 Total per Tour: 4250 Website Traffic COED Magazine: 500 hits per University MCD: 1000 hits per University It is projected that 60% of the 1000 will sign up. College Candy: 250 per University Total hits per University: 1750 Total hits per Tour: 29750 Video Segments P.T. O’Reilly 2-3 per University Caravan 2-3 per University Hairiest Guy 2-3 per University Truth Sessions 10-15 per University Schick and Slide 2-3 per University Sponsor Events 2-3 per University Miss COED Casting 5-10 per University Total segments per University: 25-40 Total segments per Tour: 425-680 II. Mission and Record a. Mission Statement The purpose of The Caravan is to complete the all encompassing approach of reaching the most reclusive target audience in the market: college students. COED Media group has already infiltrated their community through every means of media possible and it is the mission of The Caravan to finalize the relationship by not only connecting with them in person, but creating a lasting personal connection. An intrinsic part of The Caravan’s marketing plan is to make it’s customer happy. The methods in which it plans on accomplishing this are rather simple. Giving the college students exactly what they want; music, fun, and parties. The way in which to make it a lasting memory that allows COED to leave a permanent impression: giving the college students the best music, most fun, and biggest parties of their college experience. Doing it over a multiple day time span allows the word to spread and the chance to truly be integrated in the college community is there. This creates the perfect symbiotic relationship between all those involved: colleges, promoters, sponsors, COED and the customers. Organizational Plan a. Objectives and Milestones Milestones for first cycle of The Caravan 7/7/2006 detailed plan complete for individual street team promotional actions 7/7/2006 Street Teams Completed 7/7/2006 First monthly phone confrence with each College Marketing Representative 7/14/2006 All Street Teams have Promotional Material 8/4/2006 Monthly shipment of promotional materials to College Marketing Representatives 8/7/2006 Monthly Phone Confrence with College Marketing Representative 9/1/2006 Monthly shipment of promotional materials to College Marketing Representatives 9/7/2006 Monthly Phone Confrence with College Marketing Representative 9/15/2006 Weekly Phone Confrence with College Marketing Representatives in preparation for Caravan 9/22/2006 Weekly Phone Confrence with College Marketing Representatives in preparation for Caravan 9/29/2006 Weekly Phone Confrence with College Marketing Representatives in preparation for Caravan 10/2/2006 North Carolina State University: Student Outreach Night Visit and Promote COED and sponsors to all Greek and Athletic Houses Invite students to Exclusive Listening Party Promotional events for COED and Sponsors Come in direct contact with 375-750 students and obtain 20% of their contact information 10/3/2006 North Carolina State University: Exclusive Listening Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event Promotional events for COED and Sponsors 150 New Subscriptions Collect 150 emails 10/3/2006 North Carolina State University: Welcome Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event P.T. O'Rielly Truth Sessions Collect 80 emails 10/4/2006 North Carolina State University: Large Capacity Event Promote COED and Sponsors via event, handouts, flyers Invite students to the Tailgate Party Promotional events for COED and Sponsors Truth Sessions Collect 400 emails 100 New Subscriptions 10/5/2006 North Carolina State University: Tailgate Party Promotional events for COED and Sponsors Come in direct contact with 375-750 students and obtain 20% of their contact information 10/6/2006 Syracuse University: Exclusive Listening Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event Promotional events for COED and Sponsors 150 New Subscriptions Collect 150 emails 10/6/2006 Syracuse: Welcome Party Promote COED and Sponsors via event, handouts, flyers Invite students to Green Party/Tailgate P.T. O'Rielly Truth Sessions Collect 80 emails 10/6/2006 Weekly Phone Confrence with College Marketing Representatives in preparation for Caravan 10/6/2006 Monthly shipment of promotional materials to College Marketing Representatives 10/7/2006 Syracuse University: Green Party/Tailgate Promotional events for COED and Sponsors Come in direct contact with 375-750 students and obtain 20% of their contact information 10/8/2006 Ithaca College: Student Outreach Night Visit and Promote COED and sponsors to all Greek and Athletic Houses Invite students to Exclusive Listening Party Promotional events for COED and Sponsors Come in direct contact with 375-750 students and obtain 20% of their contact information 10/9/2006 Ithaca College: Exclusive Listening Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event Promotional events for COED and Sponsors 150 New Subscriptions Collect 150 emails 10/9/2006 Ithaca College: Welcome Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event P.T. O'Rielly Truth Sessions Collect 80 emails 10/10/2006 Ithaca College: Large Capacity Event Promote COED and Sponsors via event, handouts, flyers Promotional events for COED and Sponsors Truth Sessions Collect 400 emails 100 New Subscriptions 10/11/2006 Penn State University: Student Outreach Night Visit and Promote COED and sponsors to all Greek and Athletic Houses Invite students to Exclusive Listening Party Promotional events for COED and Sponsors Come in direct contact with 375-750 students and obtain 20% of their contact information 10/12/2006 Penn State University: Exclusive Listening Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event Promotional events for COED and Sponsors 150 New Subscriptions Collect 150 emails 10/12/2006 Penn State University: Welcome Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event P.T. O'Rielly Truth Sessions Collect 80 emails 10/13/2006 Penn State University: Large Capacity Event Promote COED and Sponsors via event, handouts, flyers Invite students to the Tailgate Party Promotional events for COED and Sponsors Truth Sessions Collect 400 emails 100 New Subscriptions 10/13/2006 Weekly Phone Confrence with College Marketing Representatives in preparation for Caravan 10/14/2006 Penn State University: Tailgate Party Promotional events for COED and Sponsors Come in direct contact with 375-750 students and obtain 20% of their contact information 10/15/2006 University of Indiana: Student Outreach Night Visit and Promote COED and sponsors to all Greek and Athletic Houses Invite students to Exclusive Listening Party Promotional events for COED and Sponsors Come in direct contact with 375-750 students and obtain 20% of their contact information 10/16/2006 University of Indiana: Exclusive Listening Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event Promotional events for COED and Sponsors 150 New Subscriptions Collect 150 emails 10/16/2006 University of Indiana: Welcome Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event P.T. O'Rielly Truth Sessions Collect 80 emails 10/17/2006 University of Indiana: Large Capacity Event Promote COED and Sponsors via event, handouts, flyers Promotional events for COED and Sponsors Truth Sessions Collect 400 emails 10/18/2006 Notre Dame University: Student Outreach Night Visit and Promote COED and sponsors to all Greek and Athletic Houses Invite students to Exclusive Listening Party Promotional events for COED and Sponsors Come in direct contact with 375-750 students and obtain 20% of their contact information 10/19/2006 Notre Dame University: Exclusive Listening Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event Promotional events for COED and Sponsors 150 New Subscriptions Collect 150 emails 10/19/2006 Notre Dame University: Welcome Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event P.T. O'Rielly Truth Sessions Collect 80 emails 10/20/2006 Notre Dame University: Large Capacity Event Promote COED and Sponsors via event, handouts, flyers Invite students to the Tailgate Party Promotional events for COED and Sponsors Truth Sessions Collect 400 emails 100 New Subscriptions 10/20/2006 Weekly Phone Confrence with College Marketing Representatives in preparation for Caravan 10/21/2006 Notre Dame University: Tailgate Party Promotional events for COED and Sponsors Come in direct contact with 375-750 students and obtain 20% of their contact information 10/22/2006 Marquette University: Student Outreach Night Visit and Promote COED and sponsors to all Greek and Athletic Houses Invite students to Exclusive Listening Party Promotional events for COED and Sponsors Come in direct contact with 375-750 students and obtain 20% of their contact information 10/23/2006 Marquette University: Exclusive Listening Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event Promotional events for COED and Sponsors 150 New Subscriptions Collect 150 emails 10/23/2006 Marquette University: Welcome Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event P.T. O'Rielly Truth Sessions Collect 80 emails 10/24/2006 Marquette University: Large Capacity Event Promote COED and Sponsors via event, handouts, flyers Promotional events for COED and Sponsors Truth Sessions Collect 400 emails 100 New Subscriptions 10/25/2006 Wisconsin University: Student Outreach Night Visit and Promote COED and sponsors to all Greek and Athletic Houses Invite students to Exclusive Listening Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event Promotional events for COED and Sponsors Truth Sessions Come in direct contact with 375-750 students and obtain 20% of their contact information 10/26/2006 Wisconsin University: Exclusive Listening Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event Promotional events for COED and Sponsors 150 New Subscriptions Collect 150 emails 10/26/2006 Wisconsin University: Welcome Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event P.T. O'Rielly Truth Sessions Collect 80 emails 10/27/2006 Wisconsin University: Large Capacity Event Promote COED and Sponsors via event, handouts, flyers Invite students to the Tailgate Party Promotional events for COED and Sponsors Truth Sessions Collect 400 emails 100 New Subscriptions 10/27/2006 Weekly Phone Confrence with College Marketing Representatives in preparation for Caravan 10/28/2006 Wisconsin University: Tailgate Party Promotional events for COED and Sponsors Come in direct contact with 375-750 students and obtain 20% of their contact information 10/29/2006 Louisville University: Student Outreach Night Visit and Promote COED and sponsors to all Greek and Athletic Houses Invite students to Exclusive Listening Party Promotional events for COED and Sponsors Come in direct contact with 375-750 students and obtain 20% of their contact information 10/30/2006 Louisville University: Exclusive Listening Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event Promotional events for COED and Sponsors 150 New Subscriptions Collect 150 emails 10/30/2006 Lousville University: Welcome Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event P.T. O'Rielly Truth Sessions Collect 80 emails 10/31/2006 Louisville University: Large Capacity Event Promote COED and Sponsors via event, handouts, flyers Promotional events for COED and Sponsors Truth Sessions Collect 400 emails 100 New Subscriptions 11/1/2006 Tennessee University: Student Outreach Night Visit and Promote COED and sponsors to all Greek and Athletic Houses Invite students to Exclusive Listening Party Promotional events for COED and Sponsors Come in direct contact with 375-750 students and obtain 20% of their contact information 11/2/2006 Tennessee University: Exclusive Listening Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event Promotional events for COED and Sponsors 150 New Subscriptions Collect 150 emails 11/2/2006 Tennesse University: Welcome Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event P.T. O'Rielly Truth Sessions Collect 80 emails 11/3/2006 Tennessee University: Large Capacity Event Promote COED and Sponsors via event, handouts, flyers Invite students to the Tailgate Party Promotional events for COED and Sponsors Truth Sessions Collect 400 emails 100 New Subscriptions 11/3/2006 Weekly Phone Confrence with College Marketing Representatives in preparation for Caravan 11/3/2006 Monthly shipment of promotional materials to College Marketing Representatives 11/4/2006 Tennessee University: Tailgate Party Promotional events for COED and Sponsors Come in direct contact with 375-750 students and obtain 20% of their contact information 11/5/2006 University of Virginia: Student Outreach Night Visit and Promote COED and sponsors to all Greek and Athletic Houses Invite students to Exclusive Listening Party Promotional events for COED and Sponsors Come in direct contact with 375-750 students and obtain 20% of their contact information 11/6/2006 University of Virginia: Exclusive Listening Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event Promotional events for COED and Sponsors 150 New Subscriptions Collect 150 emails 11/6/2006 University of Virginia: Welcome Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event P.T. O'Rielly Truth Sessions Collect 80 emails 11/7/2006 University of Virginia: Large Capacity Event Promote COED and Sponsors via event, handouts, flyers Promotional events for COED and Sponsors Truth Sessions Collect 400 emails 100 New Subscriptions 11/8/2006 University of Maryland: Student Outreach Night Visit and Promote COED and sponsors to all Greek and Athletic Houses Invite students to Exclusive Listening Party Promotional events for COED and Sponsors Come in direct contact with 375-750 students and obtain 20% of their contact information 11/9/2006 University of Maryland: Exclusive Listening Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event Promotional events for COED and Sponsors 150 New Subscriptions Collect 150 emails 11/9/2006 University of Maryland: Welcome Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event P.T. O'Rielly Truth Sessions Collect 80 emails 11/10/2006 University of Maryland: Large Capacity Event Promote COED and Sponsors via event, handouts, flyers Invite students to the Tailgate Party Promotional events for COED and Sponsors Truth Sessions Collect 400 emails 100 New Subscriptions 11/10/2006 Weekly Phone Confrence with College Marketing Representatives in preparation for Caravan 11/11/2006 University of Maryland: Tailgate Party Promotional events for COED and Sponsors Come in direct contact with 375-750 students and obtain 20% of their contact information 11/12/2006 University of Pittsburg: Student Outreach Night Visit and Promote COED and sponsors to all Greek and Athletic Houses Invite students to Exclusive Listening Party Promotional events for COED and Sponsors Come in direct contact with 375-750 students and obtain 20% of their contact information 11/13/2006 University of Pittsburg: Exclusive Listening Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event Promotional events for COED and Sponsors Truth Sessions 150 New Subscriptions Collect 150 emails 11/14/2006 University of Pittsburg: Welcome Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event P.T. O'Rielly Truth Sessions Collect 80 emails 11/14/2006 University of Pittsburg: Large Capacity Event Promote COED and Sponsors via event, handouts, flyers Promotional events for COED and Sponsors Truth Sessions Collect 400 emails 100 New Subscriptions 11/15/2006 Ohio State: Student Outreach Night Visit and Promote COED and sponsors to all Greek and Athletic Houses Invite students to Exclusive Listening Party Promotional events for COED and Sponsors Come in direct contact with 375-750 students and obtain 20% of their contact information 11/16/2006 Ohio State: Exclusive Listening Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event Promotional events for COED and Sponsors 150 New Subscriptions Collect 150 emails 11/16/2006 Ohio State: Welcome Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event P.T. O'Rielly Truth Sessions Collect 80 emails 11/17/2006 Ohio State: Large Capacity Event Promote COED and Sponsors via event, handouts, flyers Invite students to the Tailgate Party Promotional events for COED and Sponsors Truth Sessions Collect 400 emails 100 New Subscriptions 11/17/2006 Weekly Phone Confrence with College Marketing Representatives in preparation for Caravan 11/18/2006 Ohio State: Tailgate Party Promotional events for COED and Sponsors Come in direct contact with 375-750 students and obtain 20% of their contact information 11/19/2006 University of West Virginia: Student Outreach Night Visit and Promote COED and sponsors to all Greek and Athletic Houses Invite students to Exclusive Listening Party Promotional events for COED and Sponsors Come in direct contact with 375-750 students and obtain 20% of their contact information 11/20/2006 University of West Virginia: Exclusive Listening Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event Promotional events for COED and Sponsors Truth Sessions 150 New Subscriptions Collect 150 emails 11/21/2006 University of West Virginia: Welcome Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event P.T. O'Rielly Truth Sessions Collect 80 emails 11/21/2006 University of West Virginia: Large Capacity Event Promote COED and Sponsors via event, handouts, flyers Promotional events for COED and Sponsors Collect 400 emails 100 New Subscriptions 11/22/2006 Virginia Tech: Student Outreach Night Visit and Promote COED and sponsors to all Greek and Athletic Houses Invite students to Exclusive Listening Party Promotional events for COED and Sponsors Come in direct contact with 375-750 students and obtain 20% of their contact information 11/23/2006 Virginia Tech: Exclusive Listening Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event Promotional events for COED and Sponsors 150 New Subscriptions Collect 150 emails 11/23/2006 Virginia Tech: Welcome Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event P.T. O'Rielly Truth Sessions Collect 80 emails 11/24/2006 Virginia Tech: Large Capacity Event Promote COED and Sponsors via event, handouts, flyers Invite students to the Tailgate Party Promotional events for COED and Sponsors Truth Sessions Collect 400 emails 100 New Subscriptions 11/24/2006 Weekly Phone Confrence with College Marketing Representatives in preparation for Caravan 11/25/2006 Virginia Tech: Tailgate Party Promotional events for COED and Sponsors Come in direct contact with 375-750 students and obtain 20% of their contact information 11/26/2006 Rutgers University: Student Outreach Night Visit and Promote COED and sponsors to all Greek and Athletic Houses Invite students to Exclusive Listening Party Promotional events for COED and Sponsors Come in direct contact with 375-750 students and obtain 20% of their contact information 11/27/2006 Rutgers University: Exclusive Listening Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event Promotional events for COED and Sponsors 150 New Subscriptions Collect 150 emails 11/27/2006 Rutgers University: Welcome Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event P.T. O'Rielly Truth Sessions Collect 80 emails 11/28/2006 Rutgers University: Large Capacity Event Promote COED and Sponsors via event, handouts, flyers Promotional events for COED and Sponsors Truth Sessions Collect 400 emails 100 New Subscriptions 11/29/2006 Philly Schools (Army vrs. Navy): Student Outreach Night Visit and Promote COED and sponsors to all Greek and Athletic Houses Invite students to Exclusive Listening Party Promotional events for COED and Sponsors Come in direct contact with 375-750 students and obtain 20% of their contact information 11/30/2006 Philly Schools (Army vrs. Navy): Exclusive Listening Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event Promotional events for COED and Sponsors 150 New Subscriptions Collect 150 emails 11/30/2006 Philly Schools (Army vrs. Navy: Welcome Party Promote COED and Sponsors via event, handouts, flyers Invite students to Large Capacity Event P.T. O'Rielly Truth Sessions Collect 80 emails 12/1/2006 Philly Schools (Army vrs. Navy): Large Capacity Event Promote COED and Sponsors via event, handouts, flyers Invite students to the Tailgate Party Promotional events for COED and Sponsors Truth Sessions Collect 400 emails 100 New Subscriptions 12/1/2006 Weekly Phone Conference with College Marketing Representatives in preparation for Caravan 12/1/2006 Monthly shipment of promotional materials to College Marketing Representatives 12/2/2006 Philly Schools (Army vrs. Navy): Tailgate Party Promotional events for COED and Sponsors Come in direct contact with 375-750 students and obtain 20% of their contact information Island/Defjam Jon Bell Winter Cantagello