Shenandoah SOundcheck

How to: Book A Venue

Leif Stawarz, October 9th, 2023

If you are a local musician who’s just starting out, you might be wondering what steps you need to go through to book a venue and what you should consider. We’ve got your back! 

1 – Compensation 

The first thing to consider, and this might be a bit disappointing, is that you probably won’t start making any money off gigs at first – in fact, you’ll probably have to spend more money than you make just to play. Booking a venue can be expensive and it’s unlikely that you’re going to make that money back if you haven’t established yourself, yet – but that doesn’t mean it isn’t worth it! It’s important to set your expectations at a fair height, but if you care about the music that you’re making and establishing yourself, the exposure and opportunity to play is more important than the money that you make back. 

2 – Venue 

The next thing to consider is what kind of venue is suited for your performance. While it might be tempting to call up every restaurant, bar, and café with a stage in your area to set your net wide, you need to pay attention to what kind of acts they generally hire. If a bar is known for scream-o bands and you pitch your ethereal folk band, you probably won’t mesh well with the crowds they draw or the kind of talent they’re looking for. On the contrary, if a venue is known for hosting a miscellaneous and eclectic array of bands, then that would be great for you! 

3 – Size 

You also want to consider the size of the venue. If you know that you already have quite a few fans (or very dedicated friends), you want to make sure that the venue you choose can hold them. On the other hand, if you know that you don’t have the ability to pull that kind of crowd yet, you might want to consider a smaller venue. Looking out at a mostly empty large room could feel just as bad as not being able to fit everyone that wants to be there. In any case, it’s better to have a sold-out show than to play to an empty crowd.  

4 – Date 

Now you want to consider what date you want the concert to be – this, of course, depends on both venue availability and performer availability. There’s not really any point to performing if your drummer has to work a double that night and can’t make it. When it comes to dates, beggars really can’t be choosers – even if you want a special date, you’ll probably want to take the date that the venue has open and that works for your band members. 

5 – Sales Pitch  

Once you have a venue picked out and a potential date, you want to put together a sales pitch of yourself – this can include music samples, merch examples, your social media links, and any press that has been done on you or your band. You want to sell yourself professionally while still letting your personality shine through – after all, you will be putting on a performance, and they’d probably like to know that they’re hiring someone with charisma.  

6 – Contact the Venue 

Now, you should be ready to actually contact the venue you want to play at. You can either call or e-mail and there are benefits to both. For example, if you call, you will be able to actually talk to someone and possibly have immediate confirmation of whether or not you’re booked, depending on the size of the venue. On the other hand, if you send an e-mail, it is easier to include all of the information on your band, as well as samples of music and other examples of what your band’s all about. If you don’t book the venue, whether it’s due to lack of availability on the venue’s side or a lack of interest in your style, that’s okay! Move on to another one – rinse, repeat, be persistent! If you do book the venue, it’s time to start thinking about a contract.  

7 – Contract  

While most smaller venues don’t tend to worry about a contract, it is smart to ask for one anyway – this way you have written word that you’ll be able to play the venue, how much you’ll pay for it, and any special arrangements you might have with the venue. It is essential that you know how much you are expected to pay for the space, when you should show up on the day of the concert, whether you will get a soundcheck, when the doors open, how much time you have, and what technology resources the venue has for you (so that you’ll know if you need to bring any of your own gear).  

One thing you might want to consider in a contract is whether or not you have a cancellation policy. This protects you from the venue dropping out last minute and also outlines the conditions in which you can cancel the performance (for example, if you are too sick to perform or have a family emergency). Contracts can also lay out liability for equipment and anything specific that the venue wants or needs you to be aware of.  

For more advice about contracts, Dave Ruch and lastminutemusicians provide great advice.  

8 – Play the Venue! 

After you’ve signed a contract (or taken the calculated risk of a handshake agreement), then you’ve done it! You successfully booked a venue and now your band gets to play and, hopefully, get exposed to new people – as well as, of course, getting to do what you love and play music that you’ve put hard work into. Have a blast at your newly booked concert!