Timelines and Deadlines
Please note that by being part of the program you are agreeing to participate and follow these key dates and deadlines. Some meetings are mandatory and will require someone from your team to attend, in specific areas including marketing, production, and programming to name a few. These may need to be custimize to fit your particular program.
Additionally, Self Produced partners are required to provide insurance.
Program Timeline:
All dates and/or any times are subject to change at any time.
Tuesday, January 7, 2025 Welcome Session
Programming Meetings
Tuesday, January 7, 2025 Programming Meetings
Wednesday, January 15, 2025 Welcome Dinner
Thursday, January 15, 2025 Production Meetings
Friday, January 16, 2025 Production Meetings
Thursday, January 23, 2025 Marketing Meetings
Friday, January 24, 2025 Marketing Meetings
Thursday, January 30, 2025 P&L & Program Benefits Review
Friday, January 31, 2025 P&L & Program Benefits Review
Saturday, February 1, 2025 Professional Development Session:
Understanding Communication Styles Workshop
Saturday, March 15, 2025 Marketing Orientation
Professional Development Workshop
Week of March 31, 2025 Programming Check-Ins
Saturday, April 5, 2025 Professional Development Session:
Digital Marketing Workshop for Event Producers with Tomas Salcedo
Wednesday, April 30, 2025 Producer Routing Starts
Thursday, April 10, 2025 LAST CALL: All webpage marketing materials
Saturday, April 26, 2025 Professional Development Sessions (Zoom):
Managing Difficult Conversations with Lisa Swain
Thursday, May 1, 2025 Virtual AVA Meet & Greet
Marketing Announcement Check-In
Friday, May 2, 2025 Producing Routing Ends
Tuesday, May 13, 2025 2025 FORD SEASON ANNOUNCEMENT
CYO On-Sale
Announcement Check-In
Saturday, May 14, 2025 Advancing & Production Orientation (TBC)
Professional Development Session:
Stage Managing Workshop
Audio & Lighting Demonstration
Wednesday, May 14, 2025 Advancing & Production Orientation (TBC)
Professional Development Session:
Stage Managing Workshop
Audio & Lighting Demonstration
Thursday, May 15, 2025 Advancing & Production Orientation (TBC)
Friday, May 16, 2025 Single Ticket Pre-Sale (Fan Clubs)
Tuesday, May 20, 2025 Single Ticket ON-SALE
Week of June 9, 2025 Show Sales Check-Ins
June 2025 FordLab Coffee Roundtable (TBC)
July 2025 FordLab Mixer
November 2025 Program Closing
Deadlines:
All dates and/or times are subject to change at any time.
Monday, February 3, 2025 Final Artists & Programming Confirmation
Friday, February 7, 2025 P&L | Deal Memo Out for questions
Completed W9
ACH or Wire Form
New Vendor Form (if you are new to The Ford)
Acknowledgement of Privacy and Security Compliance
Friday, February 14-16, 2025 Final Deal Memo Confirmation Due
Participation Confirmation
Friday, February 21, 2025 Ticket Build/Discount Requests Due
Saturday, March 1, 2025 Event Brief Due (Photo Assets, Event
Copy, Artist Bios, etc.)
Monday, March 17, 2025 Program Intake Survey
Monday, March 31, 2025 Marketing Plan Form Due
Friday, April 10, 2025 LAST CALL: Webpage Content Materials
8 Weeks from show Production Rider Form Due
6 Weeks from show Production Advancing Starts
30 Days from show 30 Day -Out Meeting
Capture notification Due
Certificate of Insurance (Self Produced Only)
Week of show Week-Out Meeting
Week Post-Show Archival Footage Upload
Program Exit Survey
Debrief Meeting
Insurance Requirements - Self Produced Partners Only
Self-Produced Partners are required to obtain Proof of Insurance and Indemnification (also named a Certificate of Liability Insurance) for their events. Your insurance certificate must be submitted no later than thirty (30) days prior your event date. Please give yourself more time if you have questions in regard to your documentation.
Certificate of Insurance – Los Angeles Philharmonic Association
Contractor will name Association, County of Los Angeles, The Ford and the respective elected and appointed directors, officers, employees, agents, representatives and contractors of each of the foregoing entities as additional insureds. Contractor assumes full responsibility for all negligence and damage caused or incurred by Contractor’s agents, employees, representatives, sub contactors and independent contractors.
Company address:
Los Angeles Philharmonic Association (“Association”)
151 S. Grand Ave.
Los Angeles, CA 90012
General Liability
Commercial General Liability (Each Occurrence) $1,000,000.00
Damage to Rented Premises (Each Occurrence) $1,000,000.00
Medical Exp (Any one Person) $5,000.00
Personal & ADV Injury $1,000,000.00
General Aggregate $2,000,000.00
Products – Comp/Op/Agg $2,000,000.00
Automobile Liability
Any Auto, Combined Single Limit $1,000,000.00
Umbrella Liability
Each Occurrence $2,000,000.00
Aggregate $2,000,000.00
Workers Compensation & Employers Liability WC Statutory Limits
E.L. Each Accident $1,000,000.00
E.L. Disease - Each Employee $1,000,000.00 E.L. Disease – Policy Limit $1,000,000.00
Please email your Certificate of Insurance to FordLab@laphil.org with "Secure:" (colon included!) at the very beginning of the subject line to trigger email encryption for protection of sensitive information.
This deliverable is due no later than thirty (30) days prior to your event date.