The NAPAMA Retreat
San Antonio, Texas | Sunday, May 19 - Tuesday, May 21, 2024
The NAPAMA Retreat is a unique opportunity for performing arts professionals to relax and recharge, learn new skills, and build relationships in a supportive and inspiring environment.
The NAPAMA Retreat is open to anyone in the touring performing arts field, offering agents, managers, artists, students, presenters, producers, vendors, service organizations, and others an opportunity to learn and share information and resources as we move forward together. With a direct focus on the agent-manager-artist side of the business, all will benefit from this unique conversational convergence.
The Retreat will facilitate distinctive ways to provide networking and learning from each other, both professionally and personally. From roundtables to dine-arounds, from speed meets to traditional eats, from sharing stories to sharing our time, we will design this in-person gathering so you have exceptional opportunities to reenergize your passion, reignite your energies, and restore your connections.
Rejuvenate
Develop
Connect
JOIN US in person May 19-21, 2024
The official retreat hotel will be the Hotel Indigo San Antonio Riverwalk. This neighborhood hotel is located on the Northern end of the world-famous River Walk. The Hotel Indigo® San Antonio River Walk offers a convenient location, minutes away from downtown’s main attractions and local business. The Tobin Center (where our sessions will be held) is right across the river and a one-minute walk from the hotel.
The Hotel Indigo has a courtesy hold on 50 rooms and after that it is first come, first serve, pending availability. PLEASE book your hotel rooms early so they don’t sell out to others! The discounted rate of $109 plus tax, is available starting Friday, May 17 through Wednesday, May 22. The hotel has agreed to allow a late check out time of NOON on May 21 and will store bags free of charge.
What past attendees have to say
REGISTRATION FEES
Registration includes appetizers at the opening reception, two breakfasts, and two lunches.
All are welcome to the NAPAMA Retreat, regardless of membership status.
*To access member pricing, first login to the member portal before registering.
Save $75 by registering before April 15!
*To access member pricing, first login to the member portal before registering.
JOIN THE CONVERSATIONS in SAN ANTONIO
Tentative Schedule
The Retreat runs from Sunday, May 19 at 2:00pm CDT to Tuesday, May 21 at 3:30pm CDT. Each day begins with breakfast and includes networking opportunities and free time to explore the city. Please see Professional Development Topic section for more details on each session, panelists, etc…
10:00am-2:00pm Organized excursions in San Antonio (optional)
2:00-4:00pm Welcome & Opening Round Table Session
The retreat will open with a Welcome from the NAPAMA Board and Guest Speaker David Fraher, President Emeritus of Arts Midwest, who will be attending the sessions all 3 days and will lead the Closing Reflections on Tuesday afternoon. After the opening provocation, we will break into roundtable conversations about hot topics with time for sharing back to the room and a larger group conversation. Round Table Topics may include: rising touring costs, green touring methods, international touring, and more!
4:30-6:00pm Happy Hour & Apps at Hotel Indigo
Generously sponsored by: 24/7 Artist Development & CWA Management
6:30-9:30pm Dinner on your own or Optional Excursion to Hopskotch
All sessions on Monday and Tuesday will be held at the Tobin Center
8:00-9:00am Sponsored Continental Breakfast at Tobin Center
Generously sponsored by: Gail Boyd Artist Management
9:00-11:00am PD SESSION: New Ways of Working Together
With budgets tighter than ever and touring costs continuing to rise, how can Agents, Artists, Managers, and Presenters work together to better support each other? And how does each side ask for what they need and collaboratively find a solution that works for everyone? Discussion will center around using more equitable contract language, merchandise fees, deposits and more! The second half of this session will dive into different ways artists can be supported by presenters. Hear stories from the field of how in-kind support, commissioning, and early presenting commitments can further the development of a show /or & its assets, with an eye to increasing its marketability and future touring life.
11:00am-12:00pm TOBIN CENTER Tours
12:00-1:15pm Sponsored Lunch at Tobin Center
Generously sponsored by: Western Arts Alliance & Arts Northwest
1:15-3:30pm PD SESSION: Marketing Essentials
Reaching your audience is difficult no matter what stage of your career you're in. And even worse - the audiences vary from market to market and from genre to genre! We have all found ourselves in situations where the show is getting closer and too many seats are open. But there are plenty of creative ways to boost your last minute ticket sales! Whether you start a targeted social media marketing campaign or come up with something outrageous to get the audiences' attention, there is a way to make it work. During this 2-part session, you will receive hands-on advice from marketing experts and we share success stories from presenters and your NAPAMA community. You will also have the opportunity to present your marketing assets and pitch-materials to the Tobin Center Marketing team and get their unfiltered opinions and advice.
3:30-4:30pm PD SESSION: Sales Strategy Forum
There are many different ways to approach the booking process and ways of working have changed since the Pandemic. As an agent or self-represented artist, how do you make a sale or pitch your work in a way that both feels authentic and communicates effectively? In this interactive forum conversation, colleagues across all levels of experience will share their perspectives on creating deeper relationships with your booking contacts as well as practical strategies and tips that help move the conversations along.
5:30-6:30pm Riverwalk Boat Tour
7:00-9:30pm Organized Dine Arounds
Choose one of our suggested restaurants for a nice meal, casual conversation, and connection with a small group of colleagues (some of whom you may know, others are new friends you just haven’t met yet!) Sign Up in Advance for one of the Dine Around groups here!
All sessions on Monday and Tuesday will be held at the Tobin Center
8:15-9:15am Sponsored Continental breakfast at Tobin Center
Generously sponsored by: Vanguard Management
9:15-10:45am ROUND TABLE SESSION
Start the morning with hot topic round tables and lively conversations with your colleagues. Round Table Topics may include: recruitment and retention for young agents; AI use, CRMs and software options, agent & artist matchmaking, and more!
10:45-11:00am Break
11:00am-12:30pm PD SESSION: Performances in the Time of Censorship/Controversy
From book bans to anti-CRT and anti-drag laws, legislation around the country is becoming more restrictive in ways that has far-reaching impact on the performing arts - we’re seeing “Appropriate” content clauses in offers/contracts with perimeters around Language, Physical Movement, and Costume/Wardrobe; City presenters & school districts requiring script review before confirmation; and more…. How do we stand up for our artists and their artistic autonomy but also work with our presenters to listen to their concerns and push past fear? Hear from colleagues who are trying to work around these obstacles and share ideas around communication, programming and advocacy strategies.
12:30-2:30pm Sponsored Lunch at Tobin Center
Generously sponsored by: Georgia Players Guild & Ann Summer Dossena
2:30-3:30pm “Closing Reflection & Wrap Up Discussion”
3:30-5:30pm Optional activities for those staying another night!
Professional Development Topics
Monday
9-11AM: New Ways of Working Together
With budgets tighter than ever and costs continuing to rise, how can Agents, Artists, Managers, and Presenters work together to better support each other? And how does each side ask for what they need and collaboratively find a solution that works for everyone?
At the beginning of the Covid “pause”, agents and presenters pushed for advancements in contract equity that acknowledges the disproportionate balance of costs that an artist has to cover upfront before an engagement even happens. Some relationships successfully opened conversations and dialogue around potential changes to force majeure clauses, deposit vs first payment structures (and legal implications), and creative deal making, including merch fees… Now that budgets are tightening again, where are we now as a field in this movement and what contract negotiation strategies can be successful going forward?
Panel:
- Sandy Garcia, Director of Booking, Pentacle Dance
- Hilary Caine, Entertainment lawyer
- Cassandra Parker-Nowicki, Executive Director, Carver Community Cultural Center, San Antonio, TX
Even though “cash is king”, what are other ways artists can be supported by presenters? Hear stories from the field of how in-kind, development and commissioning support, creation of resources/assets, and early presenting commitments can further the life of a show, with an eye to increasing its marketability and future touring… How do you find and nurture those partnerships? How do you set mutual, achievable expectations? What considerations should you think of before starting and/or ending the conversation?
Panel:
- Sarah McCarthy, Agency Owner, Creative Producer, Dandelion Artists
- Brian Fahey, Senior Director of Education, Paramount & State Theatres in Austin, TX
1:15-3:30pm: MARKETING ESSENTIALS: THE IMPORTANCE OF CONTROLLING YOUR BRAND
Usually, presenters know their audiences best and artists/agents/managers know the work best, but the goal is the same – to connect with audiences. More and more, agents/artists and venues are working collaboratively to plot out and deliver a marketing plan and assets that work for everyone. How does each side use their expertise and knowledge to connect with audiences?
Panel:
- Christopher Novosad, Vice President of Brand Engagement, Tobin Center, San Antonio, TX
- Josh Benson, Executive Director, Marion Cultural & Civic Center, Marion, IL
An in-depth look at marketing plans, different marketing strategies and what to be mindful of when you advertise your show. Our experts will show how you – as an agent, manager or self-represented artist – can get involved and support presenters in marketing your shows. Whether you start a targeted social media marketing campaign or come up with something outrageous to get the audiences’ attention to fill some last-minute seats, there’s always something that you can do!
Creative add-ons to your show that you can offer your fans. Whether this may be a whiskey-tasting for an Irish act, swing dancing lessons for a jazz band or simply a VIP experience, the possibilities are endless!
How do marketing materials help connect with the presenter’s ticket buyers and community? As an artist/agent, are there differences in the ways or materials we use to market to venues during the booking process compared to how our presenters market to their audiences? Are you actually getting across your message & the experience of the art? Present your marketing assets and pitch-materials to the Tobin Center Marketing team and get their unfiltered opinions and advice.
3:30-4:30pm “THIS IS HOW WE DO IT”’ SALES STRATEGY FORUM
There are many different ways to approach the booking process and ways of working have changed since the Pandemic. As an agent or self represented artist, how do you make a sale or pitch your work in a way that both feels authentic and communicates effectively? In this interactive panel and forum conversation, colleagues across all levels of experience will share their perspectives on creating deeper relationships with your booking contacts as well as practical strategies and tips that help move the conversations along.
Panel:
- Lisa Conlon, Director of Tour Engagements, Paul Taylor Dance Company
- David Wannen, Executive Director, New York Gilbert & Sullivan Players
- Mister Mojo, Mojo and the Bayou Gypsies
- Leah Keith, Founder/Creative Producer/Agent, Rhythm of the Arts
Tuesday
11am-12:30pm PERFORMANCES IN THE TIME OF CENSORSHIP/CONTROVERSY
From book bans to anti-CRT and anti-drag laws, legislation around the country is becoming more restrictive in ways that has far-reaching impact on the performing arts – we’re seeing “Appropriate” content clauses in offers/contracts with perimeters around language, physical movement, and costume/wardrobe; City presenters & school districts requiring script review before confirmation; and more…. How do we stand up for our artists and their artistic autonomy but also work with our presenters to listen to their concerns and push past fear? Hear from colleagues who are trying to work around these obstacles and share ideas around communication, programming and advocacy strategies.
Panel:
- Sara Barasch – Senior Vice President, Booking Manager, IMG Artists
- Dr. Kimberly Stephenson – Director of Education, The Tobin Center
- Gail Boyd – President, Gail Boyd Artists
Join us at the (ROUND)TABLE
Our Sponsors
Thank you to all of our Retreat Sponsors whose generous support makes it possible for us to offer this experience at this price.
Platinum Sponsors
Gold Sponsors
Silver Sponsors
WE NEED YOU TO BE A SPONSOR
On behalf of the entire Board and membership of NAPAMA, we invite those who can to join us as a sponsor of the 2024 NAPAMA Retreat, scheduled May 19-21, 2024, in San Antonio Texas. With sponsorships starting at $250,00, your investment as a Retreat Sponsor supports the future of the NAPAMA organization, helps keep registration fees low helping those who may not otherwise attend, gives us leveraging power that underlines the importance of our convening power, and offers a meaningful and significant gift to our community. Thank you to the members who have already answered the call to sponsor!
Benefits for All Sponsors (Platinum, Gold, Silver) include:
Logo included on all Retreat-centered written communication such as announcements, emails, digital flyers, and the like
Logo with weblink included on all Retreat pages
Logo included with Retreat materials, table signage, and follow up items and communication
A Live Acknowledgement throughout the Retreat
Exclusive Benefits for Platinum Sponsor – SOLD OUT
- First choice of two named activities (see attached listing)
Logo placement on website, postcard, newsletter and one major sponsored-activity as a platinum sponsor
50% percent off ONE registration—A code will be sent to you by January 30, 2024 when registration opens
Live acknowledgement during both of the chosen activities, listed on the schedule, and tagged with your logo online
Opportunity to distribute one sponsor-branded handout or SWAG item to attendees
Exclusive Benefits for Gold Sponsor – SOLD OUT
Choose one of five activities (see attached listing) available on a first-come-first-served (following Platinum Sponsor choice)
Logo placement on website, postcard and one sponsored-activity as a gold sponsor
Additionally acknowledged live during the chosen activity, listed on the schedule, and tagged with your logo online
Opportunity to distribute one sponsor-branded handout or SWAG item to attendees
Benefits will begin to be acknowledged on or after January 30, 2024.
We hope that you will join us as a sponsor of the 2024 NAPAMA Retreat. To sponsor, email Sunny Sumter directly at sunnysumter@dcjazzfest.org, Subject: NAPAMA Retreat, with your pledge level and I will follow up with an invoice and link to renew. Reply by December 29th for early consideration and first choice of naming activities.
For more information, you can contact Tara Bailey, Retreat Chair, at bailiwick.biz@gmail.com.
We hope to welcome you as a sponsor of the 2024 NAPAMA Retreat. Thank you for your consideration.
Retreat Committee,
Kevin Peters, Tara Bailey, Spring Karlo, and Sunny Sumter