So You Want To Promote A Show?

Sept. 1, 2008

by Pete Fancher

At least a couple of times during the contest season we are approached by someone that is convinced that they can promote a bodybuilding, fitness and figure event much better than the show that they just attended.

Sometimes this is a lot easier said than done - - it always looks easy from the back row.
There are several steps necessary before even to be considered to promote an NPC sanctioned event in the Central District of Florida, or in any NPC district.

First we need to know your background - - experience in bodybuilding, fitness or figure; promotional experience; knowledge of the sport.

Second - - pick a venue. This is of the utmost importance. A good theater type setting with ample staging, lighting system, sound system, room backstage for a pump-up area, dressing area, rest rooms - - and who will run the lighting and sound system? School or venue personnel? Your staff? Does the lobby area have room for display booths? Who will operate the ticket window? Venue personnel or your staff? Who will take up tickets and usher? Venue personnel or your staff?

The application of tanning products has become a huge problem with a majority of the venues that we use each year with many forbidding the use of any type of “Dream Tan” products being used. Will you have an area set aside specifically for application of tanning products or oiling?

Third - - venue is set. Now pick several dates that may be available during the next competition season that does not fall on the date of a NPC National event, especially the NPC Nationals, and is not in conflict with any other shows - - and is the venue you have chosen available to you on those dates?
Fourth - - level of the event. Where do you wish to draw your competitors from? Will this be a strictly local event, regional, open state-wide? This will determine the amount of the sanction fee that will be paid to the NPC. The sanction fee must be submitted by the end of January.

Once all of this information is gathered it will be submitted to the district chairperson for approval and then you as the possible promoter must attend the state-wide sanction meeting that is usually held on the first Saturday in December to present your information to the other Florida promoters and officials for their approval and a vacant date will be assigned to your event. Hopefully the first date that you have chosen.

All of these hoops have been successfully jumped through and you are now set - - almost.
All flyers and entry forms must be submitted to the District Chair for approval prior to printing or distribution. Any advertising material must also be submitted to the district chair for approval before being distributed. All divisions must be listed, weight and height categories listed correctly, times and location for weigh-in/check-in, prejudging times, evening show time, disclaimer notice must be worded correctly, entry fee listed, hotel information if you are using a host hotel - - should all be on the flyer and entry form.

Do you need a host hotel? If your event is open beyond the immediate area, then it would be a good idea to contract with a local hotel for a block of rooms at a special rate for the competitors. The management of the hotel should be aware of the needs of competitors and a disclaimer should be provided to the hotel giving responsibility of damaged sheets due to tanning products to the competitors. This should be given to each competitor by the hotel staff at check-in.

The judging panel will be set by the district chair or their representative a couple of weeks before the event. The promoter has no influence and does not decide who is going to judge their event. The representative will inform the promoter who is coming to judge and how many nights lodging should be provided for each judge. Each judge will also be paid a set fee that has been pre-set by the officials of the state.

Now we come to the event.
A brief check-list of items - - scale that is accurate should be available at the check-in; competitor numbers that are large and readable; someone to take up the music after the competitors meeting; the lighting needs to be checked; sound system checked; everyone in their assigned places.

Now, the most important person or persons to make the prejudging and the night show run as smoothly as possible. The expeditor or stage manager. Does the expeditor know exactly what they should be doing and how to do it quickly without delays? Will they have competent help? Is the expeditor able to communicate at the evening show with the sound person and the lighting person?

The second most important person is the MC. Do they have experience or is this their first time ever at a show of this nature? Is the MC well prepped? Does the MC have a schedule of how the evening show will run?

Trophy presenters - - do they know how the trophies are set up so they do not have to stand in front of the trophy table searching for the correct trophy while the athletes are standing on stage waiting to be presented their award? And, once they do have the correct trophy in hand, do they know how to place each position on stage correctly?

These are just the highlights - - there are many many small details and things to be done to promote a good event.

Will that first promoted show be overwhelming? Of course it will. But, if details are looked after and the staff is competent, it should all go smoothly. The district chair and all officials are available at any time to answer questions or to direct the promoter in the right direction beforehand to make sure that the event is as successful as possible. We all want the show to be a huge success and all officials will work with each promoter as much as possible to assist them towards that goal.