Expert: Kat - 10/23/2009

Question
Our organization is sponsoring a concert and we would like to book a band. This is our first time and we would like to know what information we should request from the band's manager.

Answer
Hi Angel - Excellent question! Here are a few pointers for you. First, surf the Internet for anything and everything about the band that you are looking to book. Find out what reviews there are for the band and not just what they've put up on their web site (which is often either completely made up or just quotes from friends). If they have good reviews and feedback, feel free to move forward, but be wary of bands that don't. Nothing is worse than a late or cancelled show! Especially because contracts are difficult to enforce. If you can't find any reviews or feedback, ask the manager for some or the phone number of a bar/event manager where they have played. If they are worth their salt, they will have this in their arsenal!
So, let's say you've found the band that will have a good mix of tunes for your audience. Great! You MUST get a contract from the manager or have one made up for yourself. It should include the following: the date of the event, the time the band will arrive for a sound check (usually one hour ahead of the show time), the time the band should begin the performance, the agreed upon number of people that the band can put on a guest list (usually one person per band member, but this is completely negotiable), any amenities included (are they coming from out of town? are you putting them up for the night? feeding them? getting them a bottle of water for the show?), a drawing of the stage layout from the band (this will give you an idea of how much room they take up - is it a duo or an eight-piece?), a short bio of the band for publicity (advertising in the local newspaper, etc), merchandising agreement (can they sell their CDs at the show?), an equipment agreement (who's paying for the sound tech? who's bringing the equipment?) and a cancellation clause. This gives you an idea of what to look for in the contract. The band should have one.
In summary, request the following: contacts for feedback about the band and a contract. If you're not sure of the type of music they perform, that's a good question, too. You don't want to have a metal band at the Knitting Club! :) Best of luck!
Kat