New Promoter Packet
If you are promoting a concert for the first time at the Albuquerque Convention Center (ACC), here are a few things you need to know and a few rules that must be followed to ensure that your event will be successful and run smoothly.
Pre-Booking Promoter Checklist
Determine a date, but have a back-up if your first choice is not available
Obtain the performer/band’s concert rider, this will provide valuable information for your Sales/Event manager and help you plan for the hiring of equipment riggers*, stagehands, providing backstage catering**, etc.
Make sure you give yourself at least 60-90 days to promote and market your event.
DO NOT start selling tickets until you have a fully executed contract with the venue.
* Alliance Audio Visual is the exclusive provider of rigging for all events held at the Albuquerque Convention Center
** SAVOR Albuquerque is the exclusive caterer of the Albuquerque Convention Center; however, backstage catering buyouts are available.
Holding your Date & Rental Proposal
Now you’re ready to book. After you have worked with your Sales Manager to secure a date, you will receive a proposal of rental and equipment expenses. Deals at the ACC are structured in the following way:
- Kiva Base Rent of $2,200/per day vs. 10% of the gross sales* (whichever is greater) or
- Exhibit Hall Base Rent of $3,500/per day vs. 10% of the gross sales* (whichever is greater)
* Gross sales- The total amount of money generated from all ticket sales prior to any expenses being paid.
This is also referred to as a percentage deal. You will never pay less than $2,200 or $3,500 in rent, but as your gross sales rise, you owe a percentage of those gross sales in rent. For example, if your show generated $36,000 in gross sales, the rental owed to the ACC would be $3,600 (or 10% of your gross sales). In addition to your proposal, your Sales Manager will also provide you with a copy of our Box Office Addendum.
Executing your Contract
Return your signed contract and 1st deposit to the ACC; typically the first deposit is 50% of your estimated proposal. Your 2nd deposit is due 30-days in advance of your show date. If your date is less than 30-days out, your full deposit payment will be due with your signed contract. This payment must be in the form of cash, cashier’s check or a money order.
Once the ACC has received your signed contract and deposit, the contract will be routed for signature by our General Manager. This will take 1-3 business days. Once the General Manager signs the contract, a fully executed copy will be sent to you for your records. At this time you will also be assigned an Event Manager (EM) who will become your primary point of contact at the ACC. Your EM will assist you with any additional questions and help you plan your event.
The ACC is an open house, so you have a couple of options. You can
- choose your own ticketing company or
- hire the ACC to do ticketing for you. The ACC uses Ticketmaster and there is a $650 fee for this option. The fee includes: set up of the Box Office, ticket stock, ticket printing and ticket sellers (for 4-hours) on the day of the show. The ACC does not have an on-site Box Office except on the day of the show.
If you choose option (A), the ACC can provide you with several different seating/ticketing options (please ask your Sales Manager for these). However, before you can begin selling tickets, you must review the Box Office Addendum (BOA). The BOA outlines the rules and regulations required when utilizing a third-party ticketing agency. Failure to adhere to the BOA rules and regulations may result in the cancelation of your event and the forfeiture of your deposit.
There is also a mandatory $1.50 Facility Fee charged on each ticket sold. The $1.50 per ticket is paid for by the consumer. For example, if you as the promoter wanted to make $20 off each ticket sold, you would list the price at $21.50. The Facility Fee will be tallied and collected at the settlement of your show the day of the event. The Facility Fee amount is determined through a ticket audit that is provided by the ticketing agency. If a ticket audit is not provided by the ticketing agency, the Facility Fee will be determined by a drop count (ticket stub) that is collected at the door. Any ticket that is not listed as “Comp” or “$0.00” will be considered a sold ticket and will be assessed the $1.50 fee. Again the Facility Fee is only for tickets sold and is not charged on complimentary tickets that you distribute to sponsors or guests. The percentage of complimentary tickets cannot exceed 5% of total tickets available without written consent of the ACC.
If you are doing your own ticketing for the event, you will be required to use third party ticket takers the day of the event (more details can be found in the Security section of this packet).
Certificate of Insurance
The ACC requires a Certificate of Insurance (COI) for every event held at the center. The terms and requirements of event Insurance are highlighted in Section 9 of your contract. The COI must contain the following verbiage- “The City of Albuquerque, SMG, its officers, agents and employees” shall be named as additional insureds”. If your date is less than 30-days out, your COI will be due with your signed contract. You will not be able to move in on the day of your show until the ACC has received your COI.
As of November 1, 2011, Landmark will be the exclusive provider of event security at the ACC. Event security staffing will be determined and approved based on several criteria including estimated attendance. As mentioned above, if you are selling your own tickets, ticket takers will be added to the staffing for your event. In some cases, law enforcement, i.e. police or sheriff may be required for your event. This should be discussed with your Sales Manager during the proposal process.
Zia is the exclusive seller of Novelty/Merchandising at the ACC. A merchandising fee equal to twenty-five percent (25%) of gross novelty and merchandising revenue for soft goods and ten percent (10%) on CD’s, less all applicable taxes and fees, generated in connection with the event is payable to the ACC at settlement.
14-days prior to your event, the Event Manager will provide you with a list of additional estimated expenses. These expenses will be a list of any items you added during the process of planning your event. You will need to sign the Estimated Expenses form and return it along with what you owe no later than 7-days prior to your event.
SAVOR... Albuquerque is the exclusive provider of Food & Beverage at the ACC, including backstage catering. The SAVOR... Albuquerque Sales Manager can provide you with an estimate for backstage catering based on the concert rider you provided. If a performer/band has its own caterer, a “buyout” for backstage catering may be arranged.