Booking a Show – From Start to Finish

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I often find the below process comes into play when I have no relationship with a venue. They are new to me, I am new to them, and we are basically starting off a new “partnership”. Here’s a loose step-by-step of what happens. If you’ve got steps you’d like to add to this process, post them in the comments section.

STEP 1: Visit the website and read over their booking procedure. Check their calendar to see what dates are taken or still open. No use emailing or calling a venue to ask questions when they’ve already spelled out the answers online. Don’t ask to play on July 5th when there are already 4 artists billed for that night. Also do your research and make sure this is the right venue for your sound. See COFFEESHOP OR CLUB? PROS AND CONS OF “NIGHTLIFE” BOOKING.

STEP 2: The email. Reach out to a venue and pitch yourself. Tell hem who you are, where you’re from, when you’ll be in town, and ask if they have the suggested date open.  See PERSISTENT, NOT PUSHY.  It might not hurt to let them know how often you come through their town, and other venues you’ve played while in their town.

STEP 3: Once date/time are confirmed, the club will likely ask you to split the show with 1 or 2  local acts. Find locals whose sound will compliment yours and who will help put the word out to their fanbase. In most cases, a venue will not confirm you for a date unless the other bands are also confirmed (this varies from venue to venue).

STEP 4: Assuming that this gig and lineup is set in stone, ask all your day-of-show questions. What is the door policy? What percentage does the club take? What percentage do you take? Do you get a larger cut if you pack the place out. Do you get 0% if the turnout sucks? When do doors open? When is load in? Sound check? When does the show need to be over? Are there artist perks? Free food? Discount on drinks?

STEP 5: Make sure everyone in your band and the other bands know what you know – load in, sound check, door policy…etc. Make sure you are all on board and working to push the show for its ultimate success.

 

  • pandaman

    rider, ticketing, merch?

  • http://jesssides.com Jess Sides

    I just wanted to add something here…

    Most of the places I play, I will not book unless I already know how much money I will be making or what the particulars are. As an artist, if you say YES to a date and then find out how they are going to pay you and what’s in it for you, aren’t you sort of suggesting that you would be cool to play for nothing or even peanuts?

    If you are trying to sustain yourself as a performer, I believe that you should know all of the details, get what you need out of the deal, before solidifying any expectations of the venue. Also, most of the shows that I do are not multiple-band shows. I call the place, talk about myself and give them my info so that they can check me out. Many times, since I have a little practice, they will book me solely on my description of what my show is like. They ask me how much I charge, and I shoot for the most money I’ve ever made and had accepted for a venue. If it’s not in their budget, they will reveal what their maximum budget is or what they are willing to pay you. If it’s less than what you feel comfortable playing for and using your time and energy performing, setting up, advertising, hustling, etc, then don’t take it! You don’t have to be at the mercy of these venues. Don’t sell yourself short. If you have a good show, then you should not be confident that you deserve to get paid.

    I like this order of operations but make sure you aren’t selling yourself short. It seems like step 3 and 4 need to be swapped, in my opinion. Karaoke DJ’s and other entertainers have rates that they charge or else they can’t be hired. That’s how you keep money coming into your business. Just sayin.

  • http://howtorunaband.com Chris “Seth” Jackson

    I love articles like this! I’ve booked shows for my band up and down the West Coast, and here’s a few additional thoughts to what you wrote.

    Research other, similar bands and what they play in that city.

    In your contacts with the club, always include the following:
    * phone number
    * e-mail
    * links to music and website
    * what your draw is in that city
    * a one-sentence summary of your band.
    * Easy to understand music genre (like Rock, Punk, Metal, Hip Hop)

    Follow up with the club after the initial booking. Especially when it gets closer to your show. I’ve had a few clubs go out of business and not send any notice to the bands they booked.

    After booking, follow up with both the club and the bands about promotion. Where to mail fliers and other promo material? I’ve mailed posters and post cards to clubs only to have the material returned.

    Book well in advance of touring. 4 months ahead of time at least for a one to two week tour.

    For small or new bands, try to book directly with the club. Avoid “promoters” or “booking agencies”. They take what little money the show earns and put in their pockets.

    Make sure to list the show in the local papers. Don’t rely on the club.

    Create e-mail templates. One template for initial contact. Another for post-booking.

    Keep it friendly and don’t flake!

    Only book where it’s reasonable to travel. If you need to travel over 6 hours to get to the club, really question if you can make it in time (or can afford the gas money).

    Remember: You’re not selling your music, you’re selling beer and drinks for the bar. Frame your contact accordingly.

    Told ya I like posts like this! More! I’m really digging this blog.

  • http://www.promoteyourmusic.net Music Promotion Chris

    This is great practical advice which you don’t see that often.

    It’s always hard when your going to a venue cold but the steps above will get results if followed daily.

    Nice!

    - chris

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