PART FOUR: IMPORTANT YEARLY DATES

PART FOUR: IMPORTANT YEARLY DATES

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  Record the odometer mileage for all vehicles. Every tax return asks the number of miles you drove in the calendar year.
  
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  Ideally, contribute the maximum to your IRA and your 401(k)-type plans for the new tax year, as well as your dependents’ Educational IRAs.
  
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  If your 16 year old turns 17 this year, change your withholding at work to account for losing the $1,000 Child Tax Credit.
  
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  Do the same if you and your ex-spouse trade off deducting one or more of your dependents and this isn’t your year to claim. Conversely, if this’ll be the year you get to claim your child, you could have your employers withhold a little less and opt for larger paychecks instead of a bigger refund
  

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  Final Estimated Tax Payment due for the previous calendar year. If you’ve paid anyone $600 or more, you owe them a 1099 by Jan 31, and the IRS a 1096 by Feb 28, although if you send it electronically, the 1096 isn’t due until April 1.
  
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  Fines have risen if you fail to file, plus, it may trigger an investigation whether your contractors should be reclassified as employees.
  

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  All W-2s and 1099s should be received. If not, they’re late. Find out why. If you moved in the year, add a week. All investment paperwork should be received from banks and brokerages. Be sure to double-check them against your records: One study showed one in eight 1099s are in error!
  

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  All K-1s should be received. If they’re late, investigate. New advantage:
  
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  K-1s can now be electronically delivered to the taxpayer.
  

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  Deadline for filing taxes or extensions. Deadline for opening IRAs and Coverdells for the previous calendar year. First Estimated Tax Payment due for current year.
  

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  2nd Estimated Tax Payment due.
  

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  3rd Estimated Payment Due.
  

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  Deadline for Automatic Extension Returns. Deadline for contributions to Personal 401(k) accounts and SEP-IRAs if you already extended your taxes.
  

Why? At this point, the arc of your year is pretty clear. It’s time to tote up and see if there are any last-minute advantages you can secure:

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  If you’re on Santa’s “nice” list, ask The Jolly Elf for non-deductible items: clothing, furniture, etc. If it’s deductible, you’re better off buying it yourself.
  
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  Check your medical expense outlays for the year. Will they exceed 10% of your adjusted gross income (7.5% if you’re 65 or older)…? If so, pay every medical bill you have before year’s end, get needed glasses, go to the dentist, etc. If not, wait until January to pay them or incur new expenses.
  
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  Prepay State Taxes (by December 31) if you know you’ll owe or if you already pay state taxes quarterly.
  
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  Prepay property taxes, if your jurisdiction allows it.
  
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  If you itemize, give as much to charity as you can, including non-cash items (furniture, appliances, books, clothing, etc). Be sure to keep good records of your donations. If the donation is charged, it’s deducted the day it goes on the account; if you mail a check, it’s considered deductible the day you mail it.
  
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  As long as you don’t carry a balance and can pay in full, charge deductible items by Dec. 31 on a bank credit card (Visa, Amex, NOT Sears, Target). Carrying a monthly balance rather than paying in full (probably) loses more than the deduction. Charging on a company card (Sears, Target) makes the item deductible when paid off, not when charged.
  
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  If you have investments that have dropped in value, consider harvesting the losses. They can be written off against other income, and you can repurchase the investment after 30 days if you choose. Similarly, if you have losses from prior years, you could sell a gainer without taking the usual tax hit.
  
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  If your employer has a Flexible Spending Account, see if they have amended it to allow exhausting it by March 15. Otherwise, exhaust it by Dec 31. (These are usually employer-sponsored plans for medical expenses or childcare.) Any unused monies remaining at the end are forfeited.
  
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  Pay tuition or student loan payments. Make contributions to your children’s (or your 529 Plan, good for higher education costs) by Dec. 31.
  
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  Ask employers to over-withhold if you are liable for underpayment penalties. Conversely, if you’re SURE you are getting a large refund, you could ask employers to under withhold. It’s like getting part of the refund early.
  
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  You can make tax- free gifts up to $14,000/year/person, so a couple could give a couple up to $56,000/yr. (I recommend giving slightly less, at most.) You can also give up to five years worth, up front, as long as nothing else is given for the following four years. Exceptions to these limits are medical payments, made directly to the provider, and education costs, made directly to the school. It’s called the “Med-Ed” exception.
  
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  If you have a 16 year-old, keep in mind you’ll be losing the Child Tax Credit next year. Be sure to adjust your W-4 through your payroll person at work.
  
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  If you and an ex-spouse trade off deducting your child(ren), either lower your exemptions (if you’re not getting the child in 2014) or raise them, to get a little bigger paycheck.
  

Dean Vivian is a graduate of Webster Conservatory and has been a working actor for 35 years. He joined Actor's Equity in 1981, the American Federation of Television and Radio Artists (AFTRA) in 1983, and the Screen Actors Guild in 1995. He was elected by his peers to represent them to Equity for eight years, and again elected by his peers to represent them on the AFTRA National Board (now in his 18th year) as well as the SAG-AFTRA Joint Board of Directors. Dean was also recently elected as one of the 11 Member-Trustees for the multi-billion dollar AFTRA Health & Retirement Fund. In 1985, he began helping his fellow artists with their taxes and finances, currently with 300 clients. In 2009 he was designated a Subject Matter Expert by the State of Missouri regarding The Arts and Taxes. He's also a recent recipient of a Life Award from KC's AFTRA Local, honoring 25 years of volunteer service. (photo by Larry Levenson) 38 West 69th Terrace Kansas City, MO 64113-2540 aaktor@sbcglobal.net Phone: 816-523-3476 Cell: 816-206-9207 Fax: 816-444-8220

The following material has been culled from several locations on the web, modified by experience, and customized for you. Some of it may be too “product oriented” for your taste, but the basic principles of persuasive communication remain the same whether you are extolling the virtues of a hamburger or your artwork, even though the motivations may differ completely. If you are not yet familiar with the importance of a strong press release to bring people to the event you have worked so hard to create, or to build the kind of reputation that will pave the way to further grants and professional opportunities, then you should find this information useful.

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  What results do I hope to produce from my news release? 
Probably you hope to generate media interest in a new publication or the opening of an exhibit or space, or to promote an event that you have created. Perhaps you also want to build your reputation as an artistic director, artisan or maverick, or to promote your new website that accompanies the publication. Outlining your goals from the start will give you direction when it comes time to write the release.
  
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  What audience will my news release speak to? 
Artists usually have their own viewers and their own agendas on their minds when considering the news release. However journalists will evaluate the news release with the interests of their audience in mind. To be effective, consider the question from the journalist's perspective: What about this will be interesting or entertaining to my readers/listeners/viewers?
  
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  Is there anything unusual or noteworthy about my release? 
Your news release will be more effective if it has a good angle. This means picking one aspect of your work, its creation, or its presentation that you think has the greatest potential to excite people and then structuring the press release to communicate that message first and foremost. If your angle relates to a topic of current interest, such as a trend in art, a major news story, a pressing or overlooked social issue, etc., so much the better.
  
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  In a stack of dozens of news releases, is there something about my news release that would catch the attention of the media? 
Journalists must wade through dozens of news releases on a daily basis. You can help your release to stand out by ensuring that it is well written and presented. However you will also want to make sure that the content of your release is worth notice.
  
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  How will I distribute the release (mail, email, etc.)? 
You will invest a lot of time into crafting a good news release, and it is important to make sure that you have the distribution network to support it. Consider using multiple platforms and tweaking your release for each format. Audio and video can accompany web releases. A visually compelling poster sent by mail might get pinned to a cubicle wall. A social media update might get you noticed by friends of friends whose professional affiliations could benefit you, either immediately or down the road. Don’t blindly repurpose copy for different formats. Rather, put thought into tailoring your message to use each format to its fullest.
  

The content that you include in your release, as well as the way it is written, will play an important role in the success of your news release.

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  Answer the questions: who, what, where, when, and how. Who, where and when should be answered IMMEDIATELY.
  
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  Ensure that your writing is clear, concise, and without jargon.
  
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  Find the most interesting nugget/angle and use it in the lead paragraph. Yes, you need to be straightforward with the facts, but you also need to grab their attention (and news sense) with a strong bite right at the top.
  
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  Write about yourself in the third person, using "he/she" rather than "I", but try to keep an active rather than a passive voice!
  
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  News releases are meant to be informational, not flowery or written like advertisements. Stick to the facts. Avoid exaggeration.
  
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  Always take advantage of the ability to add hyperlinks in your story, but not to the point of visual distraction. When adding links, be sure to select important keywords for optimal search engine optimization (SEO).
  
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  When possible, use quotes from people involved in the story. Quoting a person by name helps readers understand and remember the information more clearly. It also allows characters to display lively personalities, even when the tone of the press release must be subdued.
  

The headline should capture the reader's attention. This may be the one factor that gets the reader to read the rest of the release. The headline (sometimes called the title) of the press release is also the most important search engine optimization factor. Place the most important keywords toward the beginning. The title should not contain more than 75 characters. It should not be written in all-caps and you should not capitalize each word. (Refer to the Associated Press Stylebook at www.apsylebook.com) for more guides, and see the attached example.) Despite the effort to grab attention, be sure to only include facts. Unless the names of people involved in your project will be recognized, use phrases of interest in place of their names. For example, “Spencer Museum hosts South African artist’s first U.S. exhibition.” A news person will respond to this headline regardless of whether he or she knows who Mary Sibande is.

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  Ensure you think about the reader or viewership of the media you send the release to. Write for that audience. A large news or TV outlet is unlikely to be interested unless there is something truly unique about your project.
  
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  Research the media before you send out your release. See what kind of stories they air or publish.
  
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  When you write your release approach your subject as though you are a news reporter, emphasizing the news aspect and the facts.
  
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  When you send your release to a television or radio outlet keep in mind that there are two factors to be considered: sight and sound. You should therefore consider writing a different slant into each news release to appeal to the different kinds of media.
  

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  If you can support the fact that your event is the largest or first, for example, you can use these superlatives in your news release.
  
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  Use quotes to bring personalities to life.
  
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  Look for ways to sell your story: a new angle or detail may help. Human interest aspects can sometimes be used to spark attention.
  

Layout, formatting, and attention to detail are all important components of your release. Journalists are accustomed to a standardized news release format, but you should still make it attractive and easy to read.

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  Use a minimum of one-inch margins on each side of the page, with the body of the text of your release centered on the page.
  
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  Double-space your press release.
  
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  Use only one side of each sheet of paper.
  

Make it short. Brevity is not only allowed, it is encouraged and rewarded. It shows you respect the time of busy editors & reporters. If they require more information, they will ask. When possible, fit the story on one page, with supporting information on separate sheets.

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  (Some of these are “old saws” and are not always adhered to these days…)
  
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  Do not use abbreviations or acronyms when you first refer to someone or something. Instead, spell out the full name – The Center for the Advancement of Transmodern Awareness - and then put C.A.T.A. after it in parentheses. The next time you refer to it you can say C.A.T.A.
  
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  When you use someone's name say: "Ms Jaimie Warren" the first time and then "Ms Warren" in further references. You can omit the title if you like – i.e. “Jaimie Warren” and “Warren”
  
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  Use the names of both the city and the state the first time you refer to a location.
  
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  When you mention a day use the date and year.
  
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  Type 'more' at the bottom of the page when there is more than one.
  
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  Type ### at the end of the news information and add your contact details. Be clear about the distinction between contact information for a follow-up interview and contact information that can be published or broadcast. You do not want your cell phone number printed in the newspaper.
  

You are sending your news release to busy journalists, where courtesy and presentation do make a difference.

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  Keep the release neat and attractive.
  
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  Use good quality paper.
  
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  Print the release on your own letterhead or special news release paper.
  
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  If you send multiple components (cd, press release, and glossy photo, for example), consider investing in a simple, colored folder. Looking at a pile of press releases, the journalist can easily locate yours at a moment’s notice.
  
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  Proofread the release not once, but several times. Reading the release out loud will often help you find the mistakes you've missed; having someone else read over your release is even better.
  

Building a targeted media list is an invaluable tool for most artists. The best way to build your list is to carefully track media publications and shows, websites and blogs, and to identify reporters, bloggers and producers who would be interested in your story. Call the media outlets to get the phone numbers, email addresses and mailing address of the journalists you would like to send your release to, but only after scouring web sites for the information you seek.

You can send the news release directly to the media yourself, and there is nothing wrong with doing so in more than one format. Most journalists pay more attention to their email, but receiving a second message is a good reminder of the story and keeps it on their radar. Bill Woodard, the Spencer Museum’s press release contact, strongly advocates “for making a few follow-up phone calls when you send a release. If, for instance, you know that a particular critic or writer has an interest in the topic of your release, it’s critical to make a personal pitch. Indeed, sometimes it’s good to give them a call in advance of the release and give them the inside “scoop.””

You can also build your own list of media contacts using any of a number of media databases. Most charge either a monthly, annual or per use subscription fee. Or, you can just do research locally and keep a mailing list in your email account address book. Remember to choose your media list carefully and identify editors & reporters who would be most interested in what you have to say. Included with this document you will find some starter names and emails for Kansas City media.

It is best to send your news release early in the day and you will have a better chance of getting your story noticed if your release is not sent on a busy news day. For example, sending a news release on election day would not be good timing. Learn the deadline cycles of the journalists whose coverage you most desire. Start by determining whether a journalist’s stories typically run before events or after they’ve taken place. Then, find out how far in advance that journalist must submit stories. Then, back up at least a week from there to give the journalist time to pitch the story in a meeting and develop it. In general, 3-4 weeks ahead of the event you are promoting is good timing. If you are unsure, call the media outlet for submission guidelines.

Media Contact:

Person Name

Phone Number

Website
FOR IMMEDIATE RELEASE (OR: HOLD FOR RELEASE UNTIL ….. – this may or may not happen)

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  • Never sound as if you are trying to sell the reader something
  
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  • Always sound as if you are trying to inform the reader of something
  
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  • Keep the article written in a professional tone and state facts only
  
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  • Submit an image or logo with your release
  
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  • Avoid excessive use of bolding and uppercase text
  
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  • Always spell-check your release before submitting
  

• Email the story to journalists in your local area (call first)

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  • Include action-items for the readers of the release. For example, if you are describing the release of your new ‘zine, include the URL of a website where it can be purchased
  
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  • Always place a hyperlink on your website to the press release for better search engine optimization and visibility
  

Artist INC’s Pushing the Flywheel normally sends out one html mailing to its full list every week. As an Artist INC Fellow, if you would like to have your public event included in this mailing, we ask you to submit a press release to the program coordinator (Cory@ArtistINCkc.com) at least 2 weeks ahead of your opening/performance etc. This will give us plenty of time to proof and format and get it into a mailing that will maximize publicity for you.

Contact Austin Creative Alliance - npa@austincreativealliance.org, info@austincreativealliance.org, (512) 247-2531

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  Artist INC Live
  
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    www.ArtistINCkc.com
    
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    www.PushingtheFlywheel.com blog with weekly email updates
    
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  City of Austin / Economic Development Department / Cultural Arts Division
  
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    The Cultural Arts Division offers Take it to the Next Level to build the business capacity of the creative sector; provide professional development; highlight current discussions from the field; and grow jobs, wealth and the economic impact of the creative economy.
    

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  City of Austin / Economic Development Department / Music & Entertainment
  
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    Musician Loading/Unloading Zones: The ATX Music Office works in tandem with the Austin Transportation Department to administrate a new permitting system launched in 2013 that provides access for performing musicians to load and unload musical equipment in downtown venues through the use of designated “Musician Loading/Unloading” zones. These zones make the job of handling musical gear both easier and safer for performers while also restoring mobility and freeing up parking for other downtown traffic.
    
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    Music Industry Collaborative (Austin Music Foundation): The Music Industry Collaborative (MIC) is an applicant-based mentoring program run by the Austin Music Foundation, and is offered to music industry entrepreneurs and small businesses. MIC fast tracks the resources that busy music entrepreneurs most urgently need: meaningful dialog with real-life entrepreneur mentors in a structured small group setting that also encourages peer-to-peer assistance. The goal of the program is to provide participants with the tools to build and sustain a profitable and growing business model.
    
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    Leaders in Austin Music (Austin Music Foundation): Leaders in Austin Music is an innovative program run by the Austin Music Foundation that provides a unique opportunity for top-level Austin operators: Austin is one of just two cities in the US to offer selected participants a dedicated program of music industry-specific, best-in-class leadership training.
    
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    House of Songs: The House of Songs initiative pairs Austin songwriters with musicians from partner countries such as Denmark, Sweden, and Canada to work together, co-writing for two-week sessions. The songwriting sessions and showcases are documented on film and promoted as human-interest stories via international and industry press outlets. To date, the House of Songs has served over 100 Austin artists and generated dozens of top 10 hits abroad, resulting in the international export of Austin music, co-writing royalties, and swap touring in new global markets.
    
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    Creative Media Center (Austin Music Foundation): In partnership with the Austin Music Foundation, the ATX Music Office helped to open the Creative Media Center (CMC) in July of 2011. The CMC is a specialized small business resource center targeted to the needs of the entertainment industry, offering public access to digital and educational tools, seminars, webinars and one-on-one training for local artists. In 2013 the CMC served over 2,000 Austin music industry professionals. The success of the CMC has enabled an expansion to a second location at the South Shores District on East Riverside in Austin, which is scheduled to open its doors in early 2014.
    
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  City of Austin/Parks and Recreation Department/ History Arts and Nature Division
  
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    Emerging Teaching Artists Seminars at the Dougherty Arts Center & Teacher Training for Summer Camps and Afterschool Programs: https://www.austintexas.gov/department/dougherty-arts-school
    
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    23rd Street Artists’ Market Licensing Program: http://www.austinartistsmarket.com/selling-at-market/
    
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    Open Studio at the Dougherty Arts School: http://www.austintexas.gov/department/adult-and-senior-arts-classes
    
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    The INSIGHTS series brings artists and curators to the Umlauf Sculpture Garden and Museum to discuss their practice: http://umlaufsculpture.org/program/adult/
    
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    ArtsBlitz at the Umlauf Sculpture Garden and Museum offers Continuing Professional Education (CPE) credits for teachers participating in theatre-based professional development including free curricula for classroom educators: http://umlaufsculpture.org/program/education/outreach/
    
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    Emma S. Barrientos Mexican American Cultural Center has a volunteer gallery docent program with the education department: http://austintexas.gov/page/macc-get-involved
    
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    Elisabeth Ney Museum offers research and archives access for scholars, researchers, and educators: http://www.austintexas.gov/Elizabetney
    
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  City of Austin/Austin Convention Center/Office of Arts & Cultural Resources
  
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    The Office of Arts & Cultural Resources (OACR) facilitates the creation, expression and promotion of African-American Art and Culture identified as lacking in the Austin African-American Quality of Life Initiative (AAQLI) Final Report. OACR works to nurture and preserve the artistic legacy of the African-American Cultural and Heritage District through partnerships, programs and events: www.austinartsandculturalresources.com/default.htm
    
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  The University of Texas at Austin
  
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    Portfolio Program in Arts and Cultural Management and Entrepreneurship: http://www.utexas.edu/lbj/portfolio/arts
    
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    McCombs School of Business in Partnership with the College of Fine Arts - Arts Management Certificate: https://www.mccombs.utexas.edu/ExecED/Executive-Development-Certificates/Arts-Management-Certificate
    
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  The University of Texas Professional Development Center:
  
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    Online Nonprofit Management Certificate Program: http://cie.austin.utexas.edu/pdc//certificate/nonprofit-profession
    
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    Creative Leadership and Innovation Management Certificate: http://cie.austin.utexas.edu/pdc/certificate/leadership-management-innovation/
    
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  Austin Community College
  
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    Center for Community Based and Nonprofit Organizations - Nonprofit Certificate Programs - Promotes the effectiveness of, and engagement of the College within, the nonprofit sector by providing professional and volunteer development learning opportunities, offering consulting and coaching services, serving as an information and referral source for College and community consumers, developing and disseminating resources, and promoting the College within the nonprofit sector. http://nonprofitaustin.org/
    
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  Austin Creative Alliance - http://www.austincreativealliance.org/services/professional-development-and-capacity-building/
  
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    Seminars, Community Building Events, Public Forums: ACA produces educational programming to teach business and entrepreneurial skills to the artistic and creative sectors in two tracks: one covering professional management and economic gain for individual artists and the for-profit sector, and one for nonprofit organizations. ACA also hosts community relationship building events with specialized themes to enhance business knowledge and collaboration within the community, as well as public forums held on topics of interest to the arts community.
    
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    Creative Incubator and Entrepreneurship Training for Emerging Artists and Groups: ACA offers project sponsorship to individuals and organizations that perform artistic and charitable services to the community. The program also offers expert advice and consultation regarding nonprofit best practices, marketing, and raising funds.
    
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  Texas Accountants and Lawyers for the Arts: http://talarts.org/
  
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    Texas Accountants and Lawyers for the Arts (TALA) was formed in 1979 to help meet the legal and accounting needs of artists and arts nonprofits across the State of Texas. TALA’s pro bono legal and accounting services are offered to artists from all creative disciplines, including visual artists, musicians, actors, dancers, film makers and writers. 
    
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    Mid-America Arts Alliance (www.maaa.org)