Bringing an artist to your event (live band, DJ, comedian) can elevate an event from ordinary to unforgettable. Music and entertainment fuel the vibe, elevate energy and create memories for your guests. However, booking an artist does not always mean just submitting an inquiry and signing a contract. From our experience, during the planning stages of events, it is imperative that basic details are not overlooked. This alleviates a lot of client stress and ensures unexpected additional costs are not incurred.
We have compiled a list of three of the most important things to consider when booking an artist or performer for your event.
- Communicate Your Event Needs Clearly
When booking an artist for an event, it is important to fully consider what role you want the performance to play in your event. Do you require background ambience music for a cocktail reception, energetic headlining music to ensure people are on their feet dancing, or simply family entertainment for a community event? By having a properly envisioned event, it becomes easier to narrow down your choices of artists ensuring their style aligns with your audience.
Tip: Before contacting or researching artists, clearly define the purpose for your event, its demographics, and the atmosphere you’re wishing to create. Once you know, it is much easier to narrow down selections and find the perfect fit.
- Understanding Technical Needs
It’s often easy to think the artist will “just show up and play” when in reality, there is very specific equipment, stage configurations and sound systems needed for the performance. If an artist arrives at the venue and the agreed upon technical needs are not set up ahead of time, you may be scrambling at the last minute to source the necessary equipment, only to realize that the venue cannot accommodate the needs of the artist.
Tip: Always ask for a “technical rider” (a document that outlines an artist’s equipment, stage, and sound needs). Discuss this with Headline Booking and we will make sure that everything outlined will be supplied well in advance of the event.
- The Importance of Contracts
Whether it’s a handshake or a vague email chain, it is all too easy for miscommunication related to overall expectations, timing, and payment. A written agreement helps alleviate having any legal disputes concerning length of performance, cancellation policies, event timing and all necessary production and rider requirements.
Tip: Protect both sides with a formal contract that outlines performance times, fees, payment schedules, cancellation policies, and any other obligations (such as travel and accommodation). A solid contract can resolve problems before they start.
Closing Notes
Engaging an artist should be fun and not stressful. You will have the best chance for a low-stress engaging artist experience, mainly by clarifying your needs, taking technical requirements into consideration early and recording everything in a contract. This will give you a low-stress, seamless experience and an unforgettable performance for your guests.
