APPENDIX D

36 Templates for Running a Better Honky Tonk

Copy, Fill In the Brackets, and Make Them Yours

Here are thirty-six ready-to-use templates pulled from across the book — the press releases, pitches, checklists, worksheets, agreements, and scripts referenced in the chapters, gathered in one place so you can copy, adapt, and put them to work today. They’re written to be filled in: replace anything in [brackets] with your specifics, cut what doesn’t fit, and make them sound like you. A template is a starting point, not a straitjacket — the goal is to save you the blank page, not to make every venue’s materials read the same.

One standing caution: several of these touch legal ground — contracts, releases, consent language, agreements. The versions here are plain-language starting drafts for illustration, not lawyer-drafted legal documents. Before you rely on anything that creates legal rights or obligations (a film-shoot agreement, a model release, an SMS-consent flow, a sponsorship contract), have a qualified attorney review and finalize it for your situation. See Appendix G.

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Press & Media

1. Standard Event Press Release

FOR IMMEDIATE RELEASE. Contact: [name, phone, email]. Headline: [Venue] Presents [Event] on [Date]. [City, TX] — [Venue], [one-line identity — e.g., “the oldest dance hall in [county]”], will host [event] on [date] at [time]. [One sentence on what it is and why it matters.] [Quote from owner.] [Practical details: tickets/cover, age policy, address.] [Boilerplate “About [Venue]” paragraph.] ###

2. Activity-Night Press Release

Same format as #1, built around a recurring activity: lead with the human-interest hook (“Every Thursday, [Venue] gives away [prize] by way of a chicken named [name]”), then the details, then the quote. Activity nights are more pitchable than ordinary shows — lead with the quirk.

3. Media Pitch Email (to a specific reporter)

Subject: [Specific, intriguing hook — not “press release”]. “Hi [reporter] — I read your piece on [their recent story], and thought of you because [specific, genuine connection]. [One or two sentences on the story idea and why it’s interesting to their readers now.] Happy to set up [a visit/photos/an interview]. Either way, thanks for the great work. — [name, venue, number].” Keep it short, personal, and about their readers, not your venue.

4. The One-Page Press Kit / Fact Sheet

• The basics: name, location, year established, owner, capacity, the one-line identity.

• The story: 2–3 short paragraphs on history and what makes the venue distinctive.

• The facts: notable history, any “est” claim, famous acts/moments, signature activities.

• The assets: a link to high-resolution photos and a logo; press clippings (“as featured in”).

• The contact: the designated media contact, phone, email, and social handles.

Promotion & Events

5. Recurring-Promotional-Night Launch Kit

• Define it: the night, the name, the hook, the day/time, the offer (lawful — see Ch. 17).

• Six-week runway: announce (wk 6), build content (wks 5–2), push hard (wk 1), launch, then post recap.

• Channels: on-premise signage, social, email/text, the Google listing, press if newsworthy.

• Measure: track attendance and how people heard; decide to keep, fix, or kill after [4–6] weeks.

6. Eight-Week Event Promotion Timeline

Wk 8: announce + listing live. Wk 6: on-sale + social teaser. Wk 4: press pitch + email #1. Wk 2: paid boost + content push. Wk 1: daily countdown + text reminder. Day-of: “tonight!” post + stage mention of the next one. After: thank-you + recap + photos.

7. Tap-Takeover / Distributor Co-Promotion Proposal

“[Venue] proposes a [brewery/distributor] tap takeover on [date]. We provide: [taps, staff, in-venue promotion, social/email to our [X]-person list]. We ask: [product, swag, co-op promotion, rep appearance, $ support]. Goal: [a great night for both brands and your placement in front of our crowd]. Let’s talk details.”

8. Sponsorship Proposal (for a venue event)

“[Event] reaches [audience size/type]. Sponsorship tiers: [Title — $X]: name in event title, logo on all materials, on-stage mention, social/email features. [Supporting — $X]: logo placement + social mention. [In-kind]: product/services traded for placement. Deliverables and dates: [list]. Contact: [name].”

9. “Claim Your Est” Superlative Worksheet

• Brainstorm: what could you credibly claim to be the -est of? (oldest, largest, smallest, first, only, longest-running, most [X] in [place]).

• Verify: can you actually back it up? Find the evidence — a date, a record, a source.

• Scope it honestly: narrow the claim until it’s true (“oldest dance hall in [county]” beats an indefensible “oldest in Texas”).

• Defend & use it: keep your proof handy; then put the claim in your tagline, listing, press kit, and on the wall.

Activities & Leagues

10. League Sign-Up Sheet

[League name] — [game] — [night], starting [date]. Team name: ______. Captain & phone: ______. Players (name / contact): ______. Fee: [$/team or free]. Format/rules: [link or sheet]. Return to the bar or [contact] by [date].

11. League Standings Sheet

Post it on the wall and online every week — standings are content, and they bring teams back to check their rank and settle scores.

12. Music-Video / Film-Shoot Location Packet

• The pitch sheet: what the space looks like (with photos), square footage, capacity, the “look” (historic/neon/rustic), power, parking, load-in, available dates.

• The terms summary: day rate, hours, what’s included, overtime, deposit, cleaning.

• The listing: submit the space to the Texas Film Commission Location Library (Ch. 9).

13. Film-Shoot Location Agreement (starting points)

• Parties, dates/times, and the specific areas the production may use.

• Fee, deposit, and payment terms; overtime and overage rates.

• Insurance/indemnification (require a certificate of insurance naming you); damage responsibility and restoration.

• Use rights and any venue credit/name use; alcohol and safety rules on site; who supervises.

• Have an attorney finalize this one — it allocates real risk (Ch. 9; Appendix G).

Booking & Operations

14. Artist Booking Confirmation / Performance Agreement (starting points)

• Date, load-in/soundcheck/set times, set length, and the venue/artist contacts.

• Pay: guarantee, door split, or guarantee-vs-percentage; how and when paid.

• What the venue provides (PA, backline, hospitality, lodging) vs. the artist.

• Cancellation/weather terms; recording/streaming rights; merch split if any.

• Marketing obligations (the artist shares the show; assets due by [date]). Attorney review recommended.

15. Advance Sheet (the week-of checklist with the band)

• Confirm times, personnel count, and any guest-list spots.

• Tech: input list/stage plot, backline needs, who’s running sound.

• Hospitality, parking/load-in instructions, settlement method.

• Marketing: confirm the artist has posted and tagged the venue.

16. Pre-Shift Staff Briefing Template

Tonight: [event/band, set times, expected crowd]. Specials/86’d: [list]. Focus: [the one service or safety priority]. Reminders: check IDs, watch for over-service, push the email/text sign-up and the [activity]. Anything going on we should know? Have a great one.

17. Post-Show Documentation Checklist

• Attendance/sales noted; what worked, what didn’t (one line each).

• Photos/video captured and filed; best ones flagged for posting.

• Any incidents documented (time, what, who, witnesses).

• Thank-yous sent (artist, sponsor); next-event date teased.

18. Merchandise Policy (for artists & the venue)

Artists keep [100%] of their merch sales [or a venue split of __% applies]; the venue provides [table/space]; settlement at end of night. Venue merch: [what’s for sale, who staffs it]. Cash/card handling: [process].

Digital, Email & Text

19. Google Business Profile Optimization Checklist

• Claim and verify the listing; lock down ownership.

• Accurate name, address, phone, website, category, attributes; correct and holiday hours.

• A rich, current set of great photos (room, crowd, band, food).

• Turn on and use Posts (events) and Q&A; respond to reviews.

20. Review-Request Card / QR Sign

“Enjoyed tonight? It would mean the world if you’d leave us a review — scan here. Thank you for being part of [Venue].” [QR code linking straight to your Google review page.] Keep it on the bar and the tables; ask sincerely; never condition it on a positive rating (Ch. 30; Appendix A/G).

21. Email Newsletter Template

Subject: [specific + inviting — “This weekend at [Venue]: [band]”]. Open with one warm, human line. The lineup: [this week’s events, dates, times]. One feature: [a story, a spotlight, a photo]. One clear call to action: [come [day], reply, share]. Sign off like a person. Footer: address + unsubscribe (CAN-SPAM).

22. SMS Consent & Opt-In Language

“Text [WORD] to [number] for [Venue] updates — [~X] msgs/month. Msg & data rates may apply. Reply STOP to cancel, HELP for help. Consent isn’t a condition of any purchase.” Keep proof of opt-in. TCPA/Texas rules are strict — use a compliant platform and have counsel review your flow (Ch. 22; Appendix G).

23. Re-Engagement Sequence (win back the lapsed)

• Msg 1 — “We miss you”: a warm hello and what’s new since they last came.

• Msg 2 — the hook: a specific upcoming reason to return ([band/event/activity]).

• Msg 3 — a genuine invitation (and, if lawful and on-brand, a small welcome-back gesture).

• Then let it rest — don’t nag; respect the unsubscribe.

24. Social Media Policy (for staff)

• Who posts on the venue’s accounts; the voice and the do/don’t list.

• Get permission before posting identifiable guests; honor opt-outs (Ch. 21).

• No arguing with critics on the venue’s behalf; route issues to [manager].

• In a crisis, only the designated voice speaks; no personal-account posting about incidents (Appendix B).

Community, Recognition & Re-Use

25. Community-Partnership / Charity-Night Proposal

“[Venue] would love to host a night benefiting [organization] on [date]. We provide [the room, staff, promotion]; [%/structure] of [proceeds/a portion] goes to [cause]. Together we’ll [draw a crowd and do some good]. If you run the raffle/bingo, you’ll handle the charitable-gaming compliance (Ch. 13).”

26. Awards / “Best Of” Nomination Worksheet

• List the local/state “best of” and industry awards you could enter (paper, magazine, tourism, music).

• Note deadlines and what each needs (story, photos, votes).

• Draft your case once; reuse it. Mobilize regulars to vote where it’s a vote.

• Bank every win for the press kit and the “as voted” wall.

27. TMIR / Grant Announcement (when you receive support)

“[Venue] is proud to have received [the Texas Music Incubator Rebate / grant] supporting [what it funds]. It helps us keep [the music / the historic hall / the doors] going for this community. Thank you to [program] for investing in live music in Texas.” Good PR and good stewardship of the relationship (Ch. 31/32).

28. Photo / Video Model Release (starting points)

• Name and signature of the person (parent/guardian if a minor), and the date.

• Permission to use their likeness in the venue’s marketing across media, with/without compensation as stated.

• Scope and any limits; a place for contact info.

• Have an attorney supply the binding version — right-of-publicity law is real (Ch. 21; Appendix G).

Calendar, Crisis & Planning

29. Annual Programming Calendar Worksheet

Map the year: the weekly anchors (open-mic Mon, trivia Tue, etc.), the monthly features, the annual tentpoles (anniversary, seasonal events, holidays), and the external dates to ride (rodeo, festivals, big games, community events). Balance reliable habit with fresh peaks (Ch. 26).

30. Monthly PR / Marketing Plan (one page)

• This month’s events and the one big push.

• Content plan (what to post/email/text and when); who owns it.

• Any paid boost ($ and target); any press pitch.

• Last month’s numbers and the one lesson carried forward.

31. Crisis Holding Statement (master template)

“We’re aware of [the situation] at [Venue]. The safety and wellbeing of our guests and staff is our first concern, we’re [cooperating with authorities / looking into it], and we’ll share more as we can.” Caring, brief, no admission of fault — and call your attorney and insurer first (the full kit is Appendix B).

32. Staff Crisis-Briefing Script

See Appendix B for the full read-to-the-team script: what we know, what we’re doing, route all questions to [the one spokesperson], don’t post personally, tell us what you saw, and take care of yourselves.

Money, Safety & Stewardship

33. PR Budget Worksheet

• Non-negotiables first: licensing, insurance, certifications, maintenance (never cut these).

• Free channels: social, email/text tooling, reviews/listing, community, press — and the hours to run them.

• Modest paid: the email/text tool, occasional photos, aimed event boosts.

• Track ROI and adjust; protect the compounding free assets (Ch. 32).

34. Severe-Weather / Event-Safety Plan

• Triggers and who decides (lightning within [X] miles, heat index, flooding).

• Shelter locations, evacuation routes, and the all-clear process.

• How you’ll communicate (PA script, social/text alert); refund/reschedule policy.

• Contacts: NWS, local emergency management, fire marshal, insurer (Ch. 25; Appendix F/G).

35. Private-Event Inquiry & Booking Sheet

• Contact, date, headcount, event type, hours, and space requested.

• Package/price, deposit, and what’s included; bar arrangement (no illegal BYOB — Ch. 27).

• Signed contract, certificate of insurance if required, and the day-of point person.

• Post-event: thank-you, photos (with permission), and the “come back as a guest” follow-up.

36. Oral-History / Preservation Capture Template

• Who to record first (the oldest regulars and family who remember the early days).

• Prompts: how’d you first come here? a favorite night? what’s changed? what should never change?

• Capture: audio/video with permission; label and back up; note names, dates, and the stories behind the photos.

• Why: you’re preserving the memory before it’s lost — and banking PR gold (Ch. 31).