The Art Of Booking An Artist for An Event

A common misconception is that booking an artist is a simple case of getting in touch with them or their management and just dotting the i’s and crossing the t’s. If things were truly as plain sailing as that, then a company like ours might not even be needed! However, there are so many intricacies to this part of event organisation that, once you reach our level of expertise, one might even call it a work of art in itself.

Step 1: Timing

All we’ve got in this world is time, and we know in this industry that this is the best place to start when it comes to artist booking! Right after you’ve figured out the type of artist you’d like to book – a musician (or a group of musicians), fire-jugglers, dancers, or skater hosts – you need to see if they’re actually available on the day of your event. Additionally, if your event is in an outdoor setting, consider a possible change in weather conditions and if any canopies or alternatives are required in case things take a turn for the worse.

Other factors to consider are the equipment they need; will you rent it out and ensure it’s on-site and ready for use once the performers arrive? Or do they include that in their fee at the quotation stage? Always ensure you’re clear in what you’re asking for to avoid any last-minute surprises of the unwanted kind, as these also affect costs, another critical factor in the grand scheme of things.

Step 2: Accommodation & Set-Up

When seeing the word “accommodation”, the first thing that comes to mind is hotel bookings, transfers and transport. While that might be the case sometimes, the term “accommodation” also encapsulates how much you’ll accommodate the performers. For example, will you handle stage set-up, lighting and sound, or is it up to the performer’s team to source that? If it’s in your hands, you’ll want to discuss what they usually use with the artists to ensure the performance is up to standard, for your sake and theirs.

Of course, expect costs to rise when renting certain types of equipment, which is why selecting a venue with quality on-site equipment could help cut costs.

Step 3: It’s All About The Process

Sometimes it might take a bit of negotiation to get the artist you want, and once you’ve settled on fees, dates and times, it’s one thing that’s been checked off your to-do list. However, before embarking on this whole process, it’s also a good idea to keep some options as a backup in case your preferred artist or group of performers are unavailable.

Of course, the alternative to this adventurous approach is to leave it to experts who’ve navigated these treacherous seas countless times before. MYEventPlanner’s endeavours have seen us cross countries, meaning our expertise is not solely tied to local shores. And the multitude of events we’ve coordinated ensures that whatever you’ve got in your mind to light up your event might be in our history, so we’ll be well-placed to guide yours accordingly.

Once you get in touch with us and give us some of the details of what you’re planning, we’ll be able to suggest ideal options not just in terms of artists to book but also locations, suppliers for lighting, sound and video as required, and plenty more. So just give our sales team a shout, and we’ll devise a plan that guarantees your event has the best performance possible when it takes place!