Entertainment Articles >> The Timetable For Booking Talent and Bands

The Timetable For Booking Talent and Bands

Dennis Jarvis - 02/16/2012

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So you want Katy Perry tomorrow at 5pm. Well...that's probably not going to happen unless you're a blood relative of hers and preferably, one she really likes (not Aunt Agnes with the porcelain figurines). The process of booking talent, whether it's bands, celebrities, comedians, politicians, or gymnast for that matter is partially a question of availability and availability becomes greatly increased if we have more time in advance of the event. So let's look at the all-important time-table and how it can make your life significantly easier when booking talent.

Look...if procrastination was bad when writing papers in school or sending birthday cards, it can be downright disastrous when booking talent for an event. Aside from available budget, it's the critical piece in determining who you will be able to find and afford. Chances are that if you really want to book a band, celebrity, or comedian, others are equally interested and time slots are filling up fast.

So let's walk through a standard time-table of how the process works with some guidance on how far in advance you may want to have us get started on your behalf.

First, a quick walk-through of our common process. Usually, we receive emails or form (such as the one above and to the right) with a general request for talent. Typically we will get an email from client and then we will respond to find out basic details such as: what is the date of your event, what type of entertainment do you want, what is the venue or location, what kind of event (concert, private party, etc), what is your budget, are there specific talent that you know that you want? Most people do not know exactly who they want so this is generally a "rough sketch". Our team gets started right away (it is our job, after all). We'll touch base with the requesting party to try and flesh out their needs a little better. It's amazing what we can do with a 10 minute phone call but that's the result of decades of talent sourcing experience. We'll come up with a short list of possibilities that fit their needs/wants within 48 hours (we're fast!!) with some ideas for your event and see if we have the right performer at the right price for you. ' If we agree on the right talent then we would send you a simple agreement and once signed we can book your talent. ' The usual turn around from the first contact until we have your talent confirmed is usually 2-3 weeks to complete the process. '

Most talent these days are represented by a few large talent agencies. We deal with all of them on a regular basis but each deal still requires negotiations where we try to get the best rate for your event. This is critical and eats up most of the time as they don't want to accept less but we're not satisfied till we squeezed the rate down as low as possible. We know we can realistically push for any given talent/time/venue combination after doing this 1000's of times. The agencies still don't go easily so this is a process. It's really what makes us invaluable to you as you would probably pay much more on your own. Once the talent is confirmed, you will receive a contract and can begin to market and plan your event. ' If you are selling tickets to an event open to the public we suggest that you give yourself 3-4 months before the event to properly promote the event. ' This allows you enough time to market the event and sell all of your tickets. Again, we have also operated and managed many of our own events and shows (including stadium seating concerts and festivals to borrow from Spinal Tap) so we have experience on that side as well.

Let's talk a little bit about how far in advance you should start the process. A typical time frame to book a concert is 2-6 months. ' Sometimes you can schedule it in less time but typically 2 months gives you plenty of time to book the act, get your marketing together (make posters, flyers, internet ads, etc). ' You want to have at least 30 days to be on sale with tickets to give yourself enough time to sell them.

If you are a Fine Arts theater you might book your shows 1 year in advance but for most shows, if you have a show in April you want to be looking for talent in January and have the act confirmed by February. Availability of the artists you want is a whole other matter and that's the bridge we provide.