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January 9-13, 2015 - New York Hilton Midtown
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APAP NYC 2015  STARTS IN
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CONTACT US

Conference Hotline:
Conference Team
888.717.APAP (2727)
support@artspresenters.org

Showcasing and Exhibitor Information:
Judy Moore
202.207.3858
jmoore@artspresenters.org

Sponsorship:
Gil Gonzalez
202.207.3846
ggonzalez@artspresenters.org

APAP Membership:
Sue Noseworthy
202.207.3841
snoseworthy@artspresenters.org

APAP Membership:
Mia Di Stefano
202.207.3856
mdistefano@artspresenters.org

Conference, Volunteers:
Megan Redmond
202.212.6870
volunteers@artspresenters.org

Press/Media:
Jenny Thomas
202.207.3857
jthomas@artspresenters.org

Advertising:
Miene Smith
617.706.9092
msmith@madavor.com

APAP|NYC > Showcases

Showcase FAQs

Save the date! APAP|NYC 2015 is January 9-13.
This webpage is about last year's conference and should be used for informational purposes only.

Quick Links: Showcase Management System | Showcase Help Center

The deadline to purchase a showcase listing for inclusion in the printed book was 5 p.m. (EST), Tuesday, November 26, 2013. Showcase listings purchased at this time will appear in online listings and in the APAP|NYC 2014 mobile app.

  1. As a first time attendee should I consider producing a showcase?
  2. Why showcase?
  3. On which day should I schedule a showcase?
  4. How far in advance do I need to start thinking about showcasing?
  5. What factors should I take into consideration before deciding to produce a showcase?
  6. What expenses do I need to consider in planning for a showcase?
  7. If I find an APAP member who is willing to include my work in their showcase, what questions should I ask and what services or expenses should I anticipate?
  8. Do I have to be an exhibitor and have a booth in the APAP|NYC EXPO Hall to produce a showcase?
  9. Where are the showcase locations?
  10. How important is it to showcase in the hotel?
  11. How is showcase space in the Hilton New York Hotel managed?
  12. I am an independent artist or artist company without an agent or manager. Can I use my showcase as an opportunity to try to get the attention of an agent or manager?
  13. What artists may appear in showcases?
  14. How long should the showcase be?
  15. Can I require reservations be made for my showcase so that I know who's coming?
  16. What is a VIP Hospitality Suite and can this space be used for showcasing?
  17. How do I create and manage my showcase listings?
  18. How can I promote my showcase?
  19. Are there ways for me to promote my showcases on-site at APAP|NYC?
  20. How does APAP assist in publicizing a showcase?
  21. APAP|NYC sponsorship and advertising

1. As a first time attendee should I consider producing a showcase?

We suggest that you come to APAP|NYC as a regular attendee at least once to experience all aspects of the conference. It is important to learn the ways that business is done at the conference and how to connect with colleagues in the field. Experience the full conference before you invest the money, time, and effort to produce and promote a showcase. Make time to network, visit the EXPO Hall, participate in plenary and professional development sessions and see showcases. Careful planning is essential to a successful showcase and to achieving your business goals.

2. Why showcase?

You have the potential of reaching an audience of nearly 600 presenting organizations, more than 3,500 presenting professionals and 250 artist companies from around the world at APAP|NYC. Showcases are a top reason for presenting professionals to attend APAP|NYC. It is the most comprehensive opportunity in the year for presenters to experience a wide array of artists, work, genres, forms and formats. Showcases are what make APAP|NYC an exciting, global, live performance celebration throughout New York City and a good way to build your business.

3. On which day should I schedule a showcase?

The most popular dates for showcasing are Saturday and Sunday evenings. The greatest number of conference attendees is in New York on these nights. This also means that there are many other showcases competing for a presenter's time and attention. Many showcases are performed multiples times in order to offer presenters and other conference attendees with as many opportunities as possible to see an artist's work. Many showcase producers try to schedule showcases outside of established EXPO Hall hours.

4. How far in advance do I need to start thinking about showcasing?

In order to maximize the effectiveness and promotion of your showcases, your decision to produce showcases should be made no later than October 1 of the year prior to the January conference. You should think carefully before deciding to invest the time, energy and significant resources required to produce a well-produced, well-promoted and well-attended showcase. You are responsible for making your showcase a success. Many presenters determine which showcases they will attend and who they will meet with at APAP|NYC by early November. You will need to spend time in the summer and fall preparing, scheduling and designing your showcases, as well as marketing them to targeted presenting professionals.

5. What factors should I take into consideration before deciding to produce a showcase?

  • Work that shows a high degree of artistic integrity
  • A budget and plan to cover your expenses
  • A understanding of or good relationships with presenters who are likely to be interested in seeing and presenting your work
  • Managerial and administrative capacity to solicit and follow through on the interests of presenters
  • The type of venue in which your showcase will take place.
  • The work you feel best represents your artistry (if presenting a work-in-progress, make sure the audience understands they are seeing a work that is not yet finished and provide an opportunity to learn about the full realization of the work)
  • Provide audience members with program notes, biography, contact information and an artist statement about the work
  • You are responsible for the expenses and coordination of the venue, sound, lighting, instrument rental, tech crew, musicians, production manager, rehearsals and artists' contracts. You will also manage sound checks, front of house, maintenance, artist and presenter hospitality, promotion, advertising and printing.
  • If you contract with a producer, you are still be responsible for associated costs and follow-up with those who attend your showcase.

6. What expenses do I need to consider in planning for a showcase?

  • Rehearsal salaries and rehearsal space
  • Travel expenses, per diem and ground transportation in New York City
  • Freight for costumes, props, sets or instruments
  • Phone bills, postage, overnight shipping, promotional materials, advertising and catering
  • APAP membership dues, showcase listing fees, and exhibit booth fees (if you are also exhibiting)
  • Space rental, crew and production costs to including staging, flooring, lights, sound, backline and soft goods.
  • Lead follow-up: telephone and email to presenters, printing and distribution of press kits, CDs and DVDs

7. If I find an APAP member who is willing to include my work in their showcase, what questions should I ask and what services or expenses should I anticipate?

  • Obtain a list of services the producer will provide to produce and support your showcase.
  • Confirm your costs and share of showcase expenses such as production or equipment costs, rehearsals, sound checks, insurance, etc.
  • Confirm the details of your showcase schedule, rehearsal times, green room availability, etc.
  • Confirm what assistance, if any, is provided for travel, housing and per diem costs to bring your showcase to New York.
  • Understand and confirm what, if any, marketing and promotions the producer provides before, during and after the showcase.
  • Determine with the showcase produce when and how you will obtain the list of those who attended your showcase.
  • Make sure you have everything in writing and be sure you understand and formalize everything that has been promised to you by the showcase producer responsible for the showcase.

8. Do I have to be an exhibitor and have a booth in the APAP|NYC EXPO Hall to produce a showcase?

No. You are not required to be an exhibitor in the EXPO Hall in order to showcase. You must be registered for APAP|NYC to showcase. Many showcase producers choose to purchase a booth in the EXPO Hall in order to have a location during the conference to promote their artists and showcases. Learn more about exhibiting.

9. Where are the showcase locations?

View a selected list of showcase venues and locations.

10. How important is it to showcase in the hotel?

Showcases are held throughout the city in a variety of theatres, clubs and other venues. Showcases are also produced at the conference headquarters, the Hilton New York Midtown. Presenters travel to many locations throughout the city and outside the hotel to see artists of interest, and most showcases are produced outside the hotel. While the hotel is a convenient location, space is limited, room sizes are limited and higher production costs must be considered.

11. How is showcase space in the Hilton New York Hotel managed?

All showcasing space within the Hilton New York is managed by the hotel. Contact the Hilton early to get on the list of potential showcase producers by sending and email to Robert Baird at robert@bairdartists.com. Hilton and APAP work together to define specific showcase locations in the hotel, security needs, codes of conduct for showcasers and showcase management standards that are part of the contract the hotel will negotiate with you.

12. I am an independent artist or artist company without an agent or manager. Can I use my showcase as an opportunity to try to get the attention of an agent or manager?

Agents, managers and producers have a heavy schedule of meetings, showcases and their own roster of artists to represent during APAP|NYC. You should not plan your time to search for or obtain an agent or manager in the EXPO Hall or during the conference. Exhibiting agents, managers, producers and artists spend considerable time and dollars to exhibit and are specifically there to promote the work and artists they are currently representing. If you have chosen to showcase and have researched appropriate agencies, management companies or producers for your kind of work, invite them and their entire staff to attend the showcase and plan to follow up after the conference.

13. What artists may appear in showcases?

Any artist can appear in a showcase. However, only artists who are APAP members or who are formally affiliated with an APAP member who is registered for APAP|NYC may purchase an official showcase listing. Learn more about APAP membership.

14. How long should the showcase be?

There is no single answer to this question, but it is strongly recommended showcases last not longer than an hour or one set. Conference attendees have the opportunity to see an incredibly large amount of work in the space of four or five days; so, the length of time someone can commit to a showcase is limited. The length of your showcase should be made clear in all your promotions.

15. Can I require reservations be made for my showcase so that I know who's coming?

Yes, but if you require reservations, you MUST list a contact person, phone number or email address in your official showcase listing. In lieu of requiring tickets or reservations, purchase a e-scan badge reader from APAP to capture the names and contact information of attendees at the door.

16. What is a VIP Hospitality Suite and can this space be used for showcasing?

APAP offers conference sponsorship opportunities that include access to VIP Hospitality Suites on the 4th Floor of the Hilton New York. Many sponsors choose to use these rooms for showcasing or welcoming clients. Learn more about APAP|NYC sponsorship and VIP Hospitality Suites.

17. How do I create and manage my showcase listings?

This is done using the online showcase management system. Visit our showcase help center for tutorial videos, instructions and even more FAQs.

18. How can I promote my showcase?

The presenting and touring field places high value on professional relationships that develop over time between presenters, managers, artists, producers, agents and other presenting professionals. Research simliar types of artists and the presenters they have worked with previously and begin to develop a relationship with these presenters in advance of the conference. Complement your research with targeted mailings, telephone calls and individual personalized email contact. Promotion plans may include:

  • Direct mail or targeted invitations to presenters
  • Personalized email announcements (NOT generic e-blasts)
  • Phone calls to presenters with a strong venue and programmatic match
  • Audio and video web content of the artists work
  • Promote your booth location (if exhibiting) with your showcase information

19. Are there ways for me to promote my showcases on-site at APAP|NYC?

If you are an exhibitor, you should have flyers or some promotional material available in your booth. Exhibitors, showcase producers and artists cannot place promotional and advertising materials of any kind in any common area of the hotel or at conference events, workshops and other showcases. No public announcements at any conference activity or showcase can be made about your showcases.

20. How does APAP assist in publicizing a showcase?

APAP publishes all official showcases in the Showcase Listing Book and on the APAP|NYC website in a searchable online showcase directory. Showcase listings are $70 per listing. Please keep in mind that you must be a current APAP member and a registered conference attendee in order to purchase an official APAP|NYC showcase listing.

21. APAP|NYC sponsorship and advertising

Learn more about sponsorship and advertising! There are many opportunities to promote your showcase:

  • Showcase Listing Book advertising
  • Online advertising
  • Tote bag inserts and advertising
  • Conference e-newsletter advertising
  • Inside Arts ad savings for members and sponsors
 
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