publicity process
for department of dance productions
press releases, posters, programs
College and department publicity deadlines run on a schedule of 6 weeks, 4 weeks, 2 weeks, and 1 week deadlines before a department performance. Please note these in your calendars in the weeks proceeding your show.
The timeline and process is similar to professional dance company practices and newspaper and advertising/publicity deadlines. This is what dance majors need to know after they graduate, in order to present their own shows. Just like with classes and rehearsals in the studios, you are practicing the publicity and presenting process. In order to cultivate an audience, information must be distributed and advertised in a timely manner. If you have any questions, feel free to ask Jane or Misty in the Chair's and Reception Office.
press release and publication process
1. Six weeks before your performance or presentation: press release final draft is due to the college.
Victoria Ellwood is the Publicity Coordinator for the College of the Arts. She has examples of press releases for your reference, if needed. E-mail the final draft of the press release to Victoria and Jane. Victoria formats the final document and releases it to the press. Jane safes the information for any further reference.
Victoria Ellwood
Media Relations Coordinator
Arts Communications, College of the Arts
1871 N. High Street, 407 Mershon Auditorium
614-292-6299
osuarts@osu.edu
Jane Ledford-Adkins
Administrative Manager, Assistant to the Chair
Department of Dance,
1813 N. High Street, Sullivant Hall
614-292-0984
ledford-adkins.1@osu.edu
2. Four weeks before your performance or presentation: poster draft is due to Jane or Misty.
Please submit a physical copy of the poster final draft. Jane proofs all department publicity to make sure the information that is required by the university, college, and department is listed. Misty is Jane's back-up if Jane is out of the office.
3. Two weeks before your performance or presentation: program draft is due to Jane or Misty.
Please submit a physical copy of the program draft. Tech week is very busy, therefore a two week deadline was made for the program draft. Jane and Misty proof the program and make any corrections or additions. The corrected copy is given back and the final version of the program is due one week before the presentation or performance.
4. One week before your performance or presentation: final copy of the program is due to Jane or Misty.
In order to allow enough time for office work-study to copy and fold programs, the final draft of the program must be turned in 1 week before the show. Any substantial delay will require the choreographer(s) or presenter(s) will be responsible for this portion of the performance process.
With these deadlines you will be able to get the performance information released via the College of the Arts, Arts Communications Office press release schedule, posters put up around town 2-4 weeks before the show, and the Reception Office staff can arrange for student office workers to print the programs before opening night.
printing of posters and programs
Here is the department process for getting posters and programs printed.
1. You design the program and poster or have them designed. Include every category listed in the dance production publicity document.
2. Submit the first draft of the poster and programs to Jane by the deadlines listed above. Jane will make corrections/additions/changes and get the copies back to you within 24 hours.
3. Submit the final draft of your poster to Jane by the deadline listed above. When the poster has been approved, then the cost estimate and printing process can begin.
4. Take a copy of the poster to Kinkos or other printer and get a printed estimate for 75 copies. Submit the estimated cost with a payment request form (outside the Chair's Office door) to the Chair's Office for price approval. For Grad Student concerts, performances and showings, the department pays for 75 posters only. Grad Students are responsible for copies beyond that amount or any other kind of reproduction, like postcards. The cost approval is usually turned-around within 24 hours.
5) Pick up the final copy when ready. Arrange with friends and other concert choreographers and dancers for posting them around town and on campus.
6) Submit the final draft of your program to Jane by the deadline listed above. She will arrange for work-study to print the programs -- 300 for each night of your show if in Sullivant Hall Theatre, a different amount set for other performance venues/locations. Jane will also arrange for the box office workers to pick up and distribute to theatre production staff each night of the show (for Sullivant Theatre).
publicity packet files
instruction documents
All of the following documents are in .doc format.
dance production publicity
layout landscape program
layout portrait program
layout triple fold program
osu logos
All of the following documents are in .jpg format.
red outline
solid red
black outline
solid black
red and grey
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