In-Store and Pop-Up Experience Chart Guidelines

Guidance for Chart Eligible Sales at Fan Experiences (In-Store and Pop-Up)

 

❗️UPDATES AS OF 08/19/22❗️

Pop-Up Fan Experiences

  • The active, recurring traditional music-based Luminate reporting retailer must be a physical location that reports to Luminate.
  • The sales from the pop-up event must be submitted in the sales file submitted by that retailer.
  • Manual submissions of sales files for pop-up events will not be accepted.
  • Digital download cards sold at Pop-up Fan Experiences are not eligible

In-Store Event Pre-Order

  • For the avoidance of doubt, pre-order sales from in-store events or pop-up
    fan experiences in which the event takes place prior to the album's tracking week will not be chart eligible. Luminate will not accept pre-order sales from such pre-order events.

 

In-Store Event Chart Eligibility

Physical album sales take place during an event at a brick-and-mortar retail store, within its interior-wall, physical footprint, which is:

  • A traditional physical store operated by an active, recurring traditional music-based Luminate reporting retailer.
  • May involve an in-person autograph signing, photo opportunity, performance, or some such in-person, artist-related experience.

Physical albums must be distributed on-site on the day of the event, at the event:

  • Physical albums are not to be distributed in advance of the event start time
  • It is the decision of the hosting retailer to make a purchase of a specific product a requirement for access to the in-store event.
  • In-store event specifics and daily programming/activities must be submitted to Luminate for approval by Monday 11:59pm ET of the tracking week, which is 72 hours prior to the end of the tracking week.
  • 72-hour submission for approval of in-stores planned for Friday, Saturday or Sunday is required, i.e. an in-store planned for Friday must be submitted for approval by Tuesday 11:59pm ET of the previous tracking week.
  • Physical album sales are reported as traditional in-store sales by the Luminate-reporting retailer.
  • The active, recurring traditional music-based Luminate reporting retailer must be a physical location that reports to Luminate.
  • The physical album sales submitted must have time-stamped proof of transactions, scrubbed of personal data, from a digital register for the sales to be Chart eligible, beginning April 1, 2022.
  • The sales from the pop-up event must be submitted in the sales file submitted by that retailer.      

❗️Manual submissions of sales files for pop-up events will not be accepted.❗️

 

Clarifications for Chart-eligible Physical Album Sales at In-store Events

  • In-store event physical album sales are attributed to the tracking week in which the in-store takes place.
  • If physical albums are pre-ordered, the customer must acquire the physical album at the store.
  • Any pre-ordered physical album sales will count in the tracking week in which it is retrieved by the customer.
  • Any physical albums not retrieved at the store by the customer will not be chart eligible.
  • Other items signifying proof of purchase (such as a wristband) are allowed to be retrieved prior to the day of the event to allow purchasers access to the event.
  • Distributor must provide the number of physical albums shipped to retailer as well as a shipping receipt in relation to the event, due at the end of the tracking week.
  • Digital download cards sold at Pop-Up Fan Experiences are not eligible.

❗️For the avoidance of doubt, pre-order sales from In-Store events or Pop-Up Fan Experiences that take place prior to the the album's tracking week will not be chart eligible. Luminate will not accept pre-order sales from pre-order events.❗️

 

Pop-Up Fan Experience Chart Eligibility

A pop-up fan experience is an activity or experience at a specific location where the sales of physical albums occur outside of a traditional physical store operated by an active, recurring traditional music-based Luminate reporting retailer.

  • For the avoidance of doubt, pop-up fan experiences are distinct from music festivals or concerts where the main force of value to the consumer is the artist's performance itself.
  • At a pop-up fan experience that enables the sale of physical albums, the sale of those physical albums must be administered by an active, recurring traditional music-based Luminate reporting retailer.
  • Renderings of the pop-up fan experience, location specifics and daily programming/activities must be submitted to Luminate for approval by Monday 11:59pm ET of the tracking week, which is 72 hours prior to the end of the tracking week.
  • Since pop-up fan experiences take place outside the confines of a traditional physical retail space with a point-of-sale register, the recurring traditional music-based Luminate reporting retailer administering the physical album sales must submit time-stamped proof of transactions scrubbed of personal data from a digital register for the sales to be chart eligible, beginning April 1, 2022.

For access to a pop-up fan experience, any in-person artist interaction (including meet-and-greets) occurring outside of a traditional brick-and-mortar retailer store operated by an active, recurring traditional music-based Luminate-reporting retailer (at a pop-up shop, event space, non-traditional goods store, a performance venue, and so on) must not be contingent on the purchase of an album for the customer to access the interaction, and must be submitted for approval by Monday 11:59pm ET of the tracking week, which is 72 hours prior to the end of the tracking week, in advance of the event and promotion/publicity of the event.

❗️If it is unclear whether an album purchase is required to be eligible to take part in the interaction, sales of the album at that event will be ineligible for reporting.❗️

  • 72-hour submission for approval of pop-up fan experiences planned for Friday, Saturday or Sunday is required, i.e. an in-store planned for Friday must be submitted for approval by Tuesday 11:59pm ET of the previous tracking week.

In-Store Event Cancellation or Postponement

Submissions and Approval:

  • If an in-store event is canceled at any time or postponed to a subsequent tracking week at any time, for any reason, any sales associated with the in-store event, either by pre-order or day of, will be ineligible for chart inclusion for any tracking week and be calculated into RTD.
  • A submission for an in-store event or pop-up fan experience is not guaranteed for approval.

For further clarification, please see the submission reference schedule below:

  • Artist Event on Friday: Submission Deadline by Tuesday 11:59pm ET
  • Artist Event on Saturday: Submission Deadline by Wednesday 11:59 pm ET
  • Artist Event on Sunday: Submission Deadline by Thursday 11:59pm ET
  • Artist Event on Monday: Submission Deadline by Friday 11:59pm ET (Please note weekend may delay an approval response in time for in store)
  • Artist Event on Tuesday: Submission Deadline by Saturday 11:59 pm ET
  • Artist Event on Wednesday: Submission Deadline by Sunday 11:59pm ET
  • Artist Event on Thursday: Submission Deadline by Monday 11:59 pm ET

❗️It is recommended you submit well in advance of the 72-hour deadline.❗️

 

Verification Assets

Verification assets are required for any in-store event or pop-up fan experience.

Photos:

  • The merchandise booth/table set up at the venue
  • Fans purchasing the CD, LP, cassette, etc. at the merchandise table
  • The audience during the performance

Videos:

  • The audience during the performance
  • Audience members purchasing the physical album in its format

Promotions:

  • Flyers (physical and/or digital) that display the artist’s name, venue name, date of the performance
  • For pop-up fan experiences, promotional items must include “no purchase necessary” messaging that is clearly visible
  • Links to online event pages for the performance
  • This can include Facebook events, ticket purchase links, venue event calendars, and so on
  • Social post screenshots

❗️For the avoidance of doubt, physical singles, or digital singles, or singles of any kind, that are purchased at or by way of an in-store event are not chart eligible. Digital albums that are purchased by way of an in-store event are not chart eligible.❗️

 

Was this article helpful?

0 out of 0 found this helpful

Have more questions? Submit a request