How To Book, Organise and Pull Off a Local Gig (Part 2)
By: Ed Townend, Former Promoter/Technical Manager at The Moon Cardiff
We know that not every show is for every venue, so take some time to consider which venue might be the best place for you. Have a look at what kind of events a venue regularly puts on. Many other venues hold diverse genres whereas some stick to only one genre of music.
- DON’T be disheartened if a venue says no. They might be able to give you an idea of what kind of people attend, which could help you when it comes to working out if your show is appropriate.
- DO work out what you’ll be getting from a venue. Everything from what they can offer you (staff, marketing for the event etc) to what the venue is capable of technically. Does it have an in-house sound system and sound engineer as part of the hire, or would you need to sort that yourself?
- DON’T forget that venues cost money to hire! Get all the costs up front before you think about confirming a show. Venues will often charge you for room hire, a sound engineer, box office staff, equipment hire… and it all stacks up. And don’t forget that you might have to pay PRS fees and VAT at some venues too.
- DON’T get stung by unexpected costs! Make sure you get all the info on costings upfront even before you think about what date you might want to book a show. Some venues might have this information available on their website, but others you might need to contact first.
- DO make a checklist of what you need and where possible look at a venue’s capacity, accessibility, equipment, and technical specs. Even their reputation. Finding out if a venue is accessible for wheelchair access is important, and you may want to check for quiet spaces for anyone who may be neurodivergent too as music should be accessible to all.
- DON’T assume every venue can handle your event’s needs. A rock bar might not be equipped to put on a classical pianist and a coffee bar won’t be able to put on a twelve-piece psychedelic jazz outfit. Make sure the venue’s technical and spatial capabilities match your line-up.
- DO consider the size of your expected audience. Be realistic. While everyone dreams of a sell-out crowd, booking a 1,000-capacity venue for a first-time gig is risky, and trying to cram everyone into a tiny venue could overwhelm the space. Look at the sizes of venues your acts have played before and use this as a guide.
- DON’T neglect to ask around for recommendations. Find out from acts, promoters, music fans and people you trust about what venue might be best to work with. They might have glowing reviews or horror stories to share. Ask for specifics: Who did they work with, when did they play, and what made their experience good or bad? Remember, some opinions may be biased, so gather a broad range of feedback.