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Booking-What do I need to know? (US)

Melissa 03 Feb 10 - 06:32 PM
Leadfingers 03 Feb 10 - 07:17 PM
Melissa 03 Feb 10 - 07:21 PM
GUEST,999 03 Feb 10 - 07:22 PM
Bert 04 Feb 10 - 04:10 AM
Melissa 04 Feb 10 - 04:11 AM
Melissa 04 Feb 10 - 04:05 PM
maeve 04 Feb 10 - 04:13 PM
Melissa 04 Feb 10 - 04:15 PM
Melissa 04 Feb 10 - 06:50 PM
GUEST,999 04 Feb 10 - 08:07 PM
Melissa 04 Feb 10 - 08:09 PM
Beer 04 Feb 10 - 08:17 PM
GUEST,999 04 Feb 10 - 08:22 PM
Melissa 04 Feb 10 - 08:23 PM
Melissa 04 Feb 10 - 08:26 PM
GUEST,999 04 Feb 10 - 08:26 PM
Beer 04 Feb 10 - 08:30 PM
Melissa 04 Feb 10 - 08:30 PM
GUEST,999 04 Feb 10 - 08:31 PM
GUEST,999 04 Feb 10 - 08:32 PM
Beer 04 Feb 10 - 08:33 PM
Melissa 04 Feb 10 - 08:38 PM
Leadfingers 04 Feb 10 - 09:06 PM
Beer 04 Feb 10 - 09:06 PM
Melissa 04 Feb 10 - 09:08 PM
Melissa 04 Feb 10 - 09:10 PM
Melissa 04 Feb 10 - 09:12 PM
Maryrrf 04 Feb 10 - 09:42 PM
Melissa 04 Feb 10 - 09:48 PM
Beer 04 Feb 10 - 09:49 PM
DonMeixner 04 Feb 10 - 10:07 PM
Melissa 04 Feb 10 - 10:13 PM
DonMeixner 04 Feb 10 - 10:34 PM
Beer 04 Feb 10 - 10:36 PM
Melissa 04 Feb 10 - 10:44 PM
Maryrrf 04 Feb 10 - 11:02 PM
Melissa 04 Feb 10 - 11:14 PM
Beer 04 Feb 10 - 11:19 PM
Beer 04 Feb 10 - 11:21 PM
Beer 04 Feb 10 - 11:22 PM
Melissa 04 Feb 10 - 11:42 PM
Maryrrf 04 Feb 10 - 11:51 PM
Melissa 04 Feb 10 - 11:56 PM
Beer 05 Feb 10 - 08:02 AM
Maryrrf 05 Feb 10 - 02:42 PM
ClaireBear 05 Feb 10 - 03:01 PM
Melissa 05 Feb 10 - 03:13 PM
Howard Jones 06 Feb 10 - 04:15 PM
Melissa 06 Feb 10 - 04:26 PM
GUEST,crazy little woman 06 Feb 10 - 05:48 PM
Melissa 06 Feb 10 - 06:04 PM
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Subject: Booking-What do I need to know? (US)
From: Melissa
Date: 03 Feb 10 - 06:32 PM

I'm in charge of finding and booking Music, Demonstration, Workshop (or whatever else I might think fits nicely within my project) for a series of small town events.

I am fairly solid on the Common Sense aspects but thought I'd ask here and see if anybody would like to point out things that tend to be overlooked by inexperienced organizers.


Thanks,
Melissa


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Subject: RE: Booking-What do I need to know? (US)
From: Leadfingers
Date: 03 Feb 10 - 07:17 PM

One page per Booking , Columns with headings for what needs to be sent or received , IF there is a Tick , its done , if not DO IT !!
As simple as that


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Subject: RE: Booking-What do I need to know? (US)
From: Melissa
Date: 03 Feb 10 - 07:21 PM

One page of what, Leadfingers?


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Subject: RE: Booking-What do I need to know? (US)
From: GUEST,999
Date: 03 Feb 10 - 07:22 PM

Melissa,

Send a message to Beer (whose name is Adrien).

*************************************************

"Booking-What do I need to know?"

It is very unwise to resist arrest.


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Subject: RE: Booking-What do I need to know? (US)
From: Bert
Date: 04 Feb 10 - 04:10 AM

Where are you?


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Subject: RE: Booking-What do I need to know? (US)
From: Melissa
Date: 04 Feb 10 - 04:11 AM

Missouri


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Subject: RE: Booking-What do I need to know? (US)
From: Melissa
Date: 04 Feb 10 - 04:05 PM

I thought folks would pop in to say things like:
"don't feed your guests pea-salad..it's vile!"
or
"make sure you have transportation available so your guest isn't stranded"

..and I thought I'd end up with a little bit of good input on things I have no way of knowing from folks who DO know.

Is my title boring?
Is the topic bland and uninteresting?


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Subject: RE: Booking-What do I need to know? (US)
From: maeve
Date: 04 Feb 10 - 04:13 PM

Hang in there, Melissa. It's a bit of a challenge to post today. You'll get your pea-salad and helpful advice eventually.

maeve


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Subject: RE: Booking-What do I need to know? (US)
From: Melissa
Date: 04 Feb 10 - 04:15 PM

eck! I hope I don't get pea-salad!
It's vile, you know..


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Subject: RE: Booking-What do I need to know? (US)
From: Melissa
Date: 04 Feb 10 - 06:50 PM

Let me revise my question.


If I was talking to You* about coming to do a show of some sort here, what would you expect from me?

Thanks,
M


*anybody who might open this thread.
I'd be glad of your opinion whether you take gigs or not.


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Subject: RE: Booking-What do I need to know? (US)
From: GUEST,999
Date: 04 Feb 10 - 08:07 PM

I would expect a place to stay and meals. A chair for the stage, two microphones if the venue needed them--one for voice and one for guitar. Split the gate 50/50 if I'm alone. We negotiate if others are on the bill.

If you're paying me thousands, then I'll cover my own travel and expenses. My purpose would be to have some money when I got back home. You haven't explained where "here" is, so that could change a few things.


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Subject: RE: Booking-What do I need to know? (US)
From: Melissa
Date: 04 Feb 10 - 08:09 PM

'here' is Missouri..US


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Subject: RE: Booking-What do I need to know? (US)
From: Beer
Date: 04 Feb 10 - 08:17 PM

If any musician is asking more that what 999 has said, move on as you are only asking for problems.
Beer (adrien)


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Subject: RE: Booking-What do I need to know? (US)
From: GUEST,999
Date: 04 Feb 10 - 08:22 PM

Glad you're here, Adrien.

The gate split can be talked about, also. If I am asked to do a "free-bee" while I'm there, it would depend on the cause, the terms of the original booking and some other stuff.

Beer's always been honest, upfront and no BS. (I don't think he knows how to be otherwise.) He's also one of my best friends.


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Subject: RE: Booking-What do I need to know? (US)
From: Melissa
Date: 04 Feb 10 - 08:23 PM

Thanks, Adrien.
Is there anything (aside from logical things) that I ought to remember to offer OR avoid offering?

I won't have hefty budget (but I do have adequate funds) and I want to make sure the experience is pleasant for our guests..especially since I'll be expecting them to aim toward making their part of the activity as pleasant for us as they can.


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Subject: RE: Booking-What do I need to know? (US)
From: Melissa
Date: 04 Feb 10 - 08:26 PM

We won't have a gate to split..I'll be setting up the shows/demonstrations as part of a country fair type series of activities. The folks who listen won't be paying anything.


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Subject: RE: Booking-What do I need to know? (US)
From: GUEST,999
Date: 04 Feb 10 - 08:26 PM

Before Ad responds, I have also done single-person performances wherein I ask that we split the gate 40/40 and use 20% of the expected take to advertise.


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Subject: RE: Booking-What do I need to know? (US)
From: Beer
Date: 04 Feb 10 - 08:30 PM

Melissa,
if I may guess, is this going to be a coffee house setting? House concerts, church basement, Legion hall? How often and how long?
Adrien


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Subject: RE: Booking-What do I need to know? (US)
From: Melissa
Date: 04 Feb 10 - 08:30 PM

Advertising won't have to come out of my budget..it will be covered as part of advertising the weekend festivities.


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Subject: RE: Booking-What do I need to know? (US)
From: GUEST,999
Date: 04 Feb 10 - 08:31 PM

That's different. You'd likely be needing to find musicians who will be passing through, or live in the area, or have a few days between gigs near where you are.


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Subject: RE: Booking-What do I need to know? (US)
From: GUEST,999
Date: 04 Feb 10 - 08:32 PM

I'm getting confusing here. I'll let you and Ad talk. He's forgot more about bookings than I'll ever know.


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Subject: RE: Booking-What do I need to know? (US)
From: Beer
Date: 04 Feb 10 - 08:33 PM

A little late in responding. So I guess than the concerts are free but there is an admission to the fair?
Ad.


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Subject: RE: Booking-What do I need to know? (US)
From: Melissa
Date: 04 Feb 10 - 08:38 PM

early spring to early/mid winter as work-up to a Smithsonian exhibit my county will be getting in the winter.

My plan is to get each of the towns within my county involved in planning/hosting an activity on a revolving schedule. They will do all the local organizing (with me as support/overlooker) and the project will provide/pay for musicians, demonstrators and whatever else seems like a good addition to the activity.
My intention is to remind these small communities that we're fortunate to have Small Communities and get some positive things rolling for them.

There are ten towns (including townships) within the county. I am calling it a 'monthly' activity..but am hoping it's more often than that.

While weather permits, the setting will be outside..mainstreet stage. Very informal.


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Subject: RE: Booking-What do I need to know? (US)
From: Leadfingers
Date: 04 Feb 10 - 09:06 PM

Melissa - I have run bookings for UK Folk Clubs - I had a loose leaf A4 book , divided the page into columns , Date , artist , Agreed fee / Contract sent / received , accomodation Yes/No , Publicity Received , etc .
Thought that was the sort of thing you were asking ! Sorry about the confusion .

The information you want would seem to be dependant on what the performers wanted rather than the basics of what YOU need to do


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Subject: RE: Booking-What do I need to know? (US)
From: Beer
Date: 04 Feb 10 - 09:06 PM

This certainly is a great undertaking. You no doubt have a committee helping in this. Or are you already a hired hand in the municipality as an activity coordinator(title is an example)? If not than you must be going to have a committee of volunteers? If this is the case than remember the hardest thing to do is fire a volunteer.
Ad.
p.s. 999. I will be communicating with Melissa by p.m.
and thanks for the kind words.


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Subject: RE: Booking-What do I need to know? (US)
From: Melissa
Date: 04 Feb 10 - 09:08 PM

That IS along the lines of thing I'm asking, Leadfingers..I'm interested in all kinds of info from experienced folks!

Part of the info I need is how to mesh what I need with what performers want.

thanks,
M


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Subject: RE: Booking-What do I need to know? (US)
From: Melissa
Date: 04 Feb 10 - 09:10 PM

AD.


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Subject: RE: Booking-What do I need to know? (US)
From: Melissa
Date: 04 Feb 10 - 09:12 PM

Great..nothing like posting before I talk!

I'll be ok working with Volunteers. I do have experience with that and am not shy about firing (or reassigning) when it's appropriate.
My committee groups will be a handful from within each town that participates. They'll be the ones best suited for the task and my best resource for other aspects of the bigger project.


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Subject: RE: Booking-What do I need to know? (US)
From: Maryrrf
Date: 04 Feb 10 - 09:42 PM

Hi Melissa, I tried to respond to your post earlier but Mudcat was acting up. If you're booking "name" artists with managers, etc. they'll tell you what they want in terms of fee, accommodations,sound set up, etc. and will probably send you a contract which you can look over and, if there's anything that isn't acceptable or feasible, you can let them know and negotiate or politely agree that you won't be booking them. For local performers, or touring folks who haven't hit the big time (and there are an amazing number of very talented people who deserve to but haven't) I suspect you'll find it easy enough to work out an arrangement. Start by asking if they're interested in the booking and let them know the location and date, and explain what it is. You can either state the fee upfront or ask them what they require - all is negotiable. Likewise accommodations, meals, etc. Things they'll want to know would be - PA system,(is it provided and what do you have) fee (% or flat), CD sales (do you take a percentage, will you provide a table and a volunteer to staff), how many sets and how long is each set, etc. Some performers like formal contracts, others will just work on the basis of e-mails, but if you do that be sure you spell everything out clearly in writing. Having just had to cancel and reschedule two concerts here because of snow, you might want to mention something about what happens in case a cancellation is necessary. I run a small concert series and we have found most of the people we've booked to be wonderful and easy to work with. We try our best to make their performance a pleasant experience, and they always come through with a good show for our audience.


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Subject: RE: Booking-What do I need to know? (US)
From: Melissa
Date: 04 Feb 10 - 09:48 PM

Thanks, Maryrrf.

Will the process go more smoothly if I have a website to refer them to (so we don't look fly-by-nightish) or does that matter?


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Subject: RE: Booking-What do I need to know? (US)
From: Beer
Date: 04 Feb 10 - 09:49 PM

Excellent Maryrrf. I'm with you on all of what you said. Do you mind sharing with the world where you are located? That is what Country or State
Ad.


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Subject: RE: Booking-What do I need to know? (US)
From: DonMeixner
Date: 04 Feb 10 - 10:07 PM

Hi Melissa,

Thanks for booking Two Feet Short as the main act for your event. We are pretty easy to get along with and we don't require much. Just a few questions.

1. Do you supply the sound system or should we bring ours?
    We need a a minimum of 6 channels in the mixer
    2 Vocal Mics, Shure SWM 58s are fine or their equal.
    3 DI Boxes ( Don has a special one for his banjo)XLR Cables
    please. No 1/4" jacks
    We need a line Out of the Mixer for our ear monitors.
    Our mixer is 400 watts with 2 15" Cabinets and stands
    A 20 amp circuit on a breaker, Dedicated line if possible.
    We can bring this or you can supply something similar as long
    as we have 6 channels and a line out for the monitors.

2. Is this show indoors or out? If out a Sun Shade is a requirement.
    Inside or out A couple of big fans would be nice and a cooler full
    of bottled water would be great.

3. What time is set up? We need about an hour to set up.

4. Is there a place we can sell our CDs or do you have a merchandise
    booth.

5. Make the check out to Jim Fargensnaffle, we have sent the
    contract with his Soc. Sec. number.

6. WE have your contact number and our Cell phones are 555-5555.

If you need help with any of this give us a call.

See you Saturday.

Don Meixner.


Thats about what you'd get from Jim and Melissa. If we were staying over night or needing special attention because of our disabilities we'd have mentioned it in the letter. You should probably ask about special needs, vegieness, or anything required out of the ordinary.

A dose of commonsense will carry you a ways but would you have known about the PA requirements? Do you know the diff between Mics and
XLR or 1/4" cables? Thats the job for sound techs or the band you have hired.

This is pretty easy once you have two under your belt.

Don


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Subject: RE: Booking-What do I need to know? (US)
From: Melissa
Date: 04 Feb 10 - 10:13 PM

Thanks, Don.
I wouldn't have (and still kind of don't) known about the PA stuff. I figured I'd find out what is available in each of the towns (they'll either have Town Equipment..or somebody whose stuff they borrow for street dances) when I'm in up to my elbows.

Thanks for mentioning the special need stuff..I probably would have thought of it but might not have!

Are your Sound requirements about standard?


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Subject: RE: Booking-What do I need to know? (US)
From: DonMeixner
Date: 04 Feb 10 - 10:34 PM

Our PA needs are fairly typical altho' the ear monitors are not. Ear monitors are very expensive but we have our own because I have a 70% total hearing loss. I can't hear floor monitors which are much more common and less expensive. Not every body has ear buds but every one needs monitors so they can hear the sound that goes out front and adjust their play as they need.

Some people may need a special mic for their Saxaclarizimer. If it is that special they should own it them selves. Shure SM 58's for the voice and 57's for the instruments will get you by 98% of the time. There are others that will do the same job and may be more pricey but those mics have been the work horses of the industry for years. Most musicians know their stuff and will help with the sound.
Learn from them. They don't want to sound bad and not be invited back.

Mic stands with booms are nice. I think they are preferred to straight up stands. They are by me.

Special need stuff is more common than it once was. My partner Jim is a bi-lateral amputee and he needs a little help with steps but otherwise you'd think he walks a little funny. He rarely uses a cane. To watch us perform you'd not know we had some issues until you tried to ask me a question or you dropped a speaker on Jim's foot and he didn't notice.

Don


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Subject: RE: Booking-What do I need to know? (US)
From: Beer
Date: 04 Feb 10 - 10:36 PM

May I suggest Meliss that you get a volunteer (or hire a sound man) who loves to do this and knowns the musician needs. As e-mails or calls come in you pass it on to the Tech. person.
Ad.


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Subject: RE: Booking-What do I need to know? (US)
From: Melissa
Date: 04 Feb 10 - 10:44 PM

That's a good idea. Having one person running the sound at all (or at least most) of the shows makes sense for consistency and would give me one person to deal with (and less risk of an unbalanced, noisy waste-of-performer)


I'll use that info as a reference point, Don.

Thanks, guys.


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Subject: RE: Booking-What do I need to know? (US)
From: Maryrrf
Date: 04 Feb 10 - 11:02 PM

Melissa, yes I would definitely suggest a website, and include a page with information for performers. I am located in Richmond, Virginia and run this concert series: http://www.richmondfolkmusic.com . Here's our "performer page": http://www.richmondfolkmusic.com/page9.htm .

Don's questions are about what you will get from most performers,    In our case, we tell them what we have as far as the sound system goes and if that isn't acceptable we ask if they can bring their own.   A sound man is a great help if you can afford it or have access to somebody. If they don't mention their sound requirements, etc. then be sure to ask. When providing accommodations, sometimes I put people up in my house depending on what's going on, and sometimes we use a hotel. I usually ask what their preferences are - some like a hotel near the venue, others are leaving on a plane early in the morning and want something near the airport. Good communication - preferably in writing (email is fine) is the main thing!


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Subject: RE: Booking-What do I need to know? (US)
From: Melissa
Date: 04 Feb 10 - 11:14 PM

Thanks for the link, Maryrrf..I got to hear some good music and was also reminded how much nicer websites are when they're easy to navigate (without a bunch of gadgety junk) It looks like you've got a good arrangement going there!

I'll push on getting our website done soon. Fortunately, that's not part of my duties.

I bet I'll be able to come up with a good soundman.


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Subject: RE: Booking-What do I need to know? (US)
From: Beer
Date: 04 Feb 10 - 11:19 PM

I agree Melissa, good site Maryrrf.
Here is ours at the present. http://sites.google.com/site/cafenamasthe/Home

Here is what we are working on:
http://www.addamusicworks.com/


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Subject: RE: Booking-What do I need to know? (US)
From: Beer
Date: 04 Feb 10 - 11:21 PM



http://www.addamusicworks.com/


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Subject: RE: Booking-What do I need to know? (US)
From: Beer
Date: 04 Feb 10 - 11:22 PM

This should have been the first one.

http://sites.google.com/site/cafenamasthe/Home


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Subject: RE: Booking-What do I need to know? (US)
From: Melissa
Date: 04 Feb 10 - 11:42 PM

Yours is easy to navigate too, Adrien.
Thanks for linking!

Do you folks ask the performers to write up their description themselves?


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Subject: RE: Booking-What do I need to know? (US)
From: Maryrrf
Date: 04 Feb 10 - 11:51 PM

That's a good question! I usually take the description from their websites. Occasionally I'll do a google and cut and paste descriptions from other concerts they've been featured at. A performer should be able to provide you with a good bio and a couple of high resolution pictures - really they might as well just put all that on their website, but unfortunately some do not. Also useful are some quotes from reviews, etc. and I try to post sound samples if possible, or at least direct the potential audience to a site where they can listen.


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Subject: RE: Booking-What do I need to know? (US)
From: Melissa
Date: 04 Feb 10 - 11:56 PM

Where do you pick up the review quotes?


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Subject: RE: Booking-What do I need to know? (US)
From: Beer
Date: 05 Feb 10 - 08:02 AM

I usually ask the musician to send me a short bio. But I reserve the right to edit. And in some cases I certainly have.
Ad.


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Subject: RE: Booking-What do I need to know? (US)
From: Maryrrf
Date: 05 Feb 10 - 02:42 PM

Oh I always edit the bios. If you're lucky they'll include reviews on their website. But a google search will often bring some up. I create a page for each artist in our concert series - and try to include a picture, bio, review snippets and a link to song samples or You Tube clips.


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Subject: RE: Booking-What do I need to know? (US)
From: ClaireBear
Date: 05 Feb 10 - 03:01 PM

One potential wrench in the works for the sort of public performance you are describing is the possibility of having to get liability insurance. With luck, it won't come up for you, but if it does come up has the potential to blow your plans completely out of the water, with the expense being more than anyone can afford for a free event.

I don't know much about this but I have run up against it a few times as part of a morris team that did street performances. Maybe it's not so bad for music... Perhaps someone knowledgeable could speak to the subject?


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Subject: RE: Booking-What do I need to know? (US)
From: Melissa
Date: 05 Feb 10 - 03:13 PM

I hadn't thought much about insurance yet..

The towns will have insurance that covers street activities, but I'll definitely check and make sure we're covered in the townships too (if any of them want to Host)

Thank you


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Subject: RE: Booking-What do I need to know? (US)
From: Howard Jones
Date: 06 Feb 10 - 04:15 PM

A few more things you may need to consider (I'm writing from the UK so they may not all apply to you):

Due you need any licences or permits for the event? The venue may already have these, but check. If not, is it your responsibility or the venue's to get them? Even if the events are being run or paid for by the city or county, don't assume you won't need permits - it could be an entirely different department which issues them.

Music copyright - I assume the event will need a licence from the appropriate Performing Rights Organisation which licences the use of copyright music So far as I can tell, there seem to be three different PROs in the US so you may need licenses from all three. I'm only familiar with the UK situation, so get advice from someone who understands the US setup. However normally the venue will be responsible for getting this.

You should carry out a risk assessment of the venue and sort out any problems before the event starts.

In my experience it is very unwise to assume the venue will have a PA, or that it will be adequate.

You'll need to provide a safe power supply (sometimes a problem at outdoor venues).


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Subject: RE: Booking-What do I need to know? (US)
From: Melissa
Date: 06 Feb 10 - 04:26 PM

I imagine checking copyright guidelines will fall to the other organizer..I'll put it on his list as a reminder.

Towns here have their main blocks set up with outdoor power (enough juice to run a carnival..so definitely enough to run a stage) so that's covered.

Permissions/problem sorting/set-up will fall to the local organizers and PA equipment will not be hard to find.

Thanks, Howard.
M


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Subject: RE: Booking-What do I need to know? (US)
From: GUEST,crazy little woman
Date: 06 Feb 10 - 05:48 PM

Hello to one show-me stater from another.

I'm not experienced in putting on productions, but here's a thought, copied from the Missouri Arts Council website. This is from their page on communication:

"If you have any further questions or need assistance getting started contact Alexis Nugent at the Missouri Arts Council office at toll free (866) 407-4752."


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Subject: RE: Booking-What do I need to know? (US)
From: Melissa
Date: 06 Feb 10 - 06:04 PM

Are you in kc area, crazy little woman?


Now that you mention it, I do have a contact at the Arts Council! Thanks


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