How to prepare and take advantage of a meeting


How to prepare business meetings when attending a trade fair or market: business meetings.

In a previous capsule we talked about the showcase, and the opportunity it represents to be selected for one of them. This time, we will talk about the other activity we need to prepare for when attending a fair or market: business meetings.


Above all, a meeting is an opportunity to get to know each other and start a relationship, not a business closing, so the subsequent follow-up and the continuation of the relationship in the medium/long term will make the difference and bring us closer to the vision of artistic development.


These professional meetings may have been previously scheduled, especially if they are part of official planning, or they may arise spontaneously in informal interactions between buyers and sellers.


They usually last between 15 and 20 minutes, so it is best to be prepared. How can we prepare ourselves to make the most of these valuable minutes?


Self-reflection: we must know well what are the characteristics of our project and which are the doors we can knock on, in order to prioritize business contacts


Analysis of buyers: one of the tasks that can be very useful is to carry out a prior analysis of buyers to assess whether our product may be of interest because it fits into their programming or because it offers distinctive elements. It is not advisable to waste time in meetings without potential. Time is money!


Appropriate materials: during the meetings, it is essential to present the buyer with all relevant resources, such as videos, audio recordings, etc., that help illustrate the artist’s work, style and live performance. In addition, information should be provided on the possibility that the band or soloist may offer additional activities and specific aspects that may affect the cost of such programming. The following is a practical summary of the materials to be prepared:


  • Business cards of the person in charge of the project. Physical contact is very important, so the person who attends the meetings should be the same person who then follows up.
  • Support for displaying videos and storing audio files: laptop, Ipad, tablet or a good cell phone.
  • Headphones: if they are good and can isolate the buyer from the rest of what is going on around him… all the better!
  • Brief (mental) biography of the artist to tell the background, stories and musical style in short and clear paragraphs.
  • Disk/download card for each meeting: it is important that the buyer can take away something physical.
  • A good video of thelive show , not of the video clip: if he couldn’t see you at the showcase (because he couldn’t go or you weren’t selected) this is the opportunity to show it!
  • Precise data on logistics: team working with the group? How long does it take to assemble? How long disassembly time?
  • Precise data on the contract: cache and additional expenses.
  • Calendar with available dates and tour dates.


Appointment reminder: in addition to serving a practical purpose, sending a reminder gives a professional image and is a manifestation of your interest in the meeting.


Concreteness: it is important to be concise and have very clear parameters. As we said, each meeting can last between 15 and 20 minutes, so it is essential to be clear about your objective and know how to convey it well.


Take care of every aspect of the interaction: do not lose sight of the great opportunity that comes with meeting an international buyer.


Once the market or fair is over, a stage as important as the previous ones begins: the follow-up stage. This is the moment to resume contact with those we met during the event; with those who have shown interest in our product is the right time to start the process of concretion or negotiation to bring the dialogue to a successful conclusion.


It is important to keep those we have contacted informed about the agenda of performances, album or video clip releases, press releases… It is advisable to take advantage of these “excuses” to deepen the contact with precise objectives. Many times, buyers evaluate the growth and development of an artist and then decide whether or not to include him or her in their possible programming.


This fluid and sustained contact over time will allow the next meeting to be more familiar and easier for both parties to express their objectives.

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