Gig management process can be overwhelming
Performers are do-it-yourself marketers and promotors. In an artist's early career they benefit from doing shows that are managed by other organizations, artists and venues. Once they gather more independence they begin to book their own branded shows which can be overwhelming and time consuming. This can be a 100-step process with every gig having different requirements. One recommendation is to create a gig sheet template even if it's just you on the show, as it helps you get confidence that the show details have all been covered.
A standard gig sheet will contain the following information:
Venue contact data
Event participants and contact date for each
Participant performance times
Show order (always indicate it is subject to change)
Is parking covered by venue for performers?
Backline...drum kit, guitar amp, bass amp, mic stands, mics, PA, drum mics, monitors
Is backline shared?, and if so list who is bringing what equipment?
Compensation and payment structure
Equipment breakdown requirements
Below is a summary of some of the steps you will need to cover:
Performers in the show
Type of music permitted
Venue summary and background
Negotiate performer compensation
Performance time requirement and type of music requested
Ticket platform (Will venue manage the ticket sales?)
Ticket sale requirements for each artist
Correspondence with venue and performers (send gig sheet)
Shared costs for the show performers
Show flyers: 2-4 weeks before the show
Social media marketing: Facebook, Instagram, Snapchat, TwitterManage PR: press releases, blogs, event site postings, calendar postings
Delegation of marketing tasks (performers, show organizer)
Backline management and stage plot
Equipment rental if needed
Show reorganization due to performer cancellations
Sound system: Is there a PA and if not who is bringing and running sound?
Show budget (performer compensation, sound, equipment needs, tickets, etc.)
Provide show budget to artists at the time of show booking
Compensation disbursement process to artists on the show
Every show will be different and every show will present new challenges. The major areas to cover are show performers, marketing/PR, equipment, ticket management, show budget and show format. Once you get moving you will feel more comfortable with the process and the upfront work becomes less demanding. You can consider starting with smaller shows to get more confidence and provide more time to develop a gig management system.