Finding performers and participators

• How far ahead should you book?

• booking bands/entertainment

  • how you should invite them/what to communicate

  • how to get there & when to show up

  • communicating $ expectations

  • will they be fed, can they crash, etc

• variety – pros and cons, making events multi-media

• how many to book?

• Considerations of popularity – who will draw how many, and other things to think about

• booking appropriate to venue size

•  

 

 

How far ahead should you book?

 

Depending on what kind of event you're putting on, this can vary. You're going to want to provide time for a lot of factors - the time needed to find performers, time for securing the space, and time needed for promoting the event. The ideal amount of time to give yourself is generally between two to three months to begin the process.

 

 

booking bands/entertainment

 

Finding the proper mix of performers is a tricky art. Different people have different philosophies about how this is done, but here's how I usually do it:

Generally there's a touring act or two - this is often why you put on the event in general. Ask them if there's anyone local who they are either friends with or would ideally like to share the event with. When deciding the other performers, you'll want to choose at least one who you know will bring a lot of people out. Often you'll have the ability to choose one final act, and my favorite thing to do with this space is to invite a really exciting but young and/or unheard of performer. This last choice serves a few purposes - you can expose people to something new, you'll open that new performer up to a new group of people they wouldn't have met otherwise, and you'll open up your space to a new audience. Also keep in mind that variety is the spice of life, but people also appreciate consistency and a nice flow. An often exciting and fun thing to do is to make your event multi-media - don't be afraid to have a little film or a slide show or a fun game of freeze-tag or a lock-picking workshop with your hardcore show.

Be aware that you should limit the number of performers to a managable level, both for your own ability to keep track of everything, and also so as not to overload the audience with too much, or drag the night on too long. I personally prefer three bands playing 30 minute sets - a show that lasts for about two hours. But then, I have a short attention span. Also keep in mind that you should book appropriate to the venue size.

 

the order of the event

The order should consider a few things. You'll want a nice flow of events - don't put everyone to sleep before a sloppy punk band, for example. You'll also want to make sure that you don't leave the touring performer to go last, unless you know that everyone will stick around. The most popular act should generally go last, but give priority to the out-of-towners.

 

how you should invite them/what to communicate

Usually what works best is to ask simply and directly - are you availble on this day, at this space, with these other perfomers? As is the running theme of this zine - communicate everything, but that doesn't need to happen during the first email or phone call. Give them the entire low-down as you make final comfirmation. Be sure that you get a real solid comfirmation - make sure that everyone in their band or theater group or whatever is able and willing and can get the day off work. Once they're confirmed, send them an email stating what time to show up, what kind of equipment they should bring, expectations for the space, what the money deal is, matters of food and other ammenities, guest list, directions, what the order of the night is, etc. Get them a flyer for the event as soon as you have one ready.

 

 

 

From Dan:

 

GETTING A LINEUP

 

First things first, the ideal number of bands on a

bill is four, though three and five band bills are

also acceptable.  Six is stretching it, seven is the

absolute maximum, and if you must do a six or seven

band bill, have some of them share equipment.  I hate

to say it, but kids can get impatient if there are too

many bands, and might not even stay for the headliner

if they have to wake up early the next morning. 

 

Most of the time, getting bands is as simple as

contacting them and asking if they want to play your

show.  If the show is going to include touring bands,

get things worked out with them before contacting any

locals.  If you have such a band or bands in mind, the

best thing to do is to let the band know that you’d be

interested in doing a show for them, and that they

should get in touch if they plan on touring in your

area.  Bands will often post near-future touring plans

(and sometimes pleas for help) on their websites or

message boards, which is a good way to find out which

bands are in need of help. 

 

If you’re doing a show for a touring band, you’re

going to want to put at least one drawing local band

on the bill, especially if you don’t think the touring

band would have enough of a draw on their own.

Putting a smaller band on the bill will definitely

make their day, as well as expose kids to

newer/underrated talent and potentially give them

connections for when they want to tour.  When asking

any local bands to play, keep in mind that they’ll

probably need to ask for time off from work or school,

so give them as much notice as you can.

 

Hop-ons: Chances are, you’ll get some band wanting to

hop on the bill, whether they desperately want to play

with the headliner or started booking their tour too

late.  Don’t be afraid to turn bands down, but if the

show you’re doing is during a touring season (pretty

much any school break, especially summer), it might

not hurt to leave an open spot on your bill in case a

band you love emails you asking for a show on the same

day as the one you’re doing.