If you are planning an event that involves live music, you might be wondering how to negotiate with musicians for your next event. Whether you are hiring a band, a solo artist, or a DJ, you want to get the best deal possible without compromising on quality or professionalism. Here are some tips on how to approach the negotiation process and what to consider before signing a contract.
Before you start looking for musicians, you need to have a clear idea of how much you can afford to spend on entertainment. This will help you narrow down your options and avoid wasting time on unrealistic proposals. You also need to factor in other costs, such as equipment rental, sound engineering, travel expenses, and taxes. Be realistic and honest about your budget and don't try to lowball the musicians or expect them to work for free or exposure.
One way to get the most out of your budget especially if flying in musicians, find ways to incorporate them within your entire event agenda. Welcome Reception, Keynote transitions, Final Attendee party, etc. I pulled a drummer in once to a keynote, we mapped a story around it that was relatable to the current state of business and agenda. And I cannot stress enough, do not ask your musicians to bring a backline (unless local and its part of their normal contract), budget for this along with the production of lights, audio equipment rental as well as a qualified sound engineer. And I should not have to say this, but feed them and house them as they are part of your Event Team and your success.
Be upfront with musicians about your budget. Save yourselves and them a lot of time. If you say you don't have a budget that's the difference between a performance by Adele or an Adele impersonator! Musicians inherently want to give a good performance so feeling valued will yield far better results then being coy with your actual budget.
To negotiate with musicians, first understand the market - seeing them live, knowing the show's scale and their performance history. Assess if they fit your budget and event. In conversation, be transparent about the event and their role. Discuss specifics like performance type, duration, equipment, setup time, and date, which influence cost. After initial talks, ask for their rate to begin negotiations. Negotiate in good faith. If they are well over, offer what your budget allows and consider adding non-monetary benefits. Remember, exposure is not compensation! I also believe that if their rate is well under budget, counter to pay a fair wage (using tools like wageforwork.com). This approach ensures mutual respect and fair compensation.
As a theatre producer, springing for a live orchestra for a musical is always something that I have to keep in mind when budgeting for a show. It starts with having an open and honest conversation with the musicians: both sides need to lay all the terms on the table and work through the flexibility by remembering the end goal: bringing the magic of the arts to life.
Todo evento se debe considerar como un proyecto, es por esto que desde un comienzo se debe desarrollar una estrategia y presupuesto. Para este último se debe definir el contenido del evento como los servicios a los asistentes, espacios, escenarios y todos los requerimientos de materiales y servicios que se requieren para el correcto desarrollo de este. Dentro de estos gastos se debe considerar el costo de contratación de una banda. Es importante considerar todo lo relacionado a la producción de un show de música en vivo, como lo son los costos técnicos (escenario, iluminación, audio, backline, pantallas, fx, personal, vallas, etc) y también los costos de hospitalidad para ellos (backstage, catering, transporte, hospedaje).
Once you have a budget range, you can start searching for musicians that fit your event theme, style, and audience. You can use online platforms, referrals, or local directories to find potential candidates. You should also check their reviews, ratings, portfolios, and testimonials to get a sense of their reputation, experience, and performance quality. You can also contact them directly and ask for references, samples, or demos. Doing your research will help you find musicians that match your expectations and needs.
Existen diferentes fuentes para la búsqueda de músicos para un evento. Puedes comenzar contactando a agencias de booking, agencias de management, sellos discográficos o directamente a las bandas. Es importante siempre tener referencias de los shows que hayan realizado antes, idealmente videos o verlos en vivo para dar cuenta de su puesta en escena, cantidad de integrantes, reacción del público y necesidades técnicas. El perfil del artista debe estar alineado a la experiencia que se quiere entregar al público, no siempre es necesario contar con músicos de renombre. Un buen show de un artista emergente en un contexto que haga sentido puede generar una experiencia inolvidable, potenciar la fama del artista y el recuerdo de marca.
When you contact the musicians, you should be clear and concise about your event details, such as the date, time, location, duration, audience size, and type. You should also explain your vision, goals, and preferences for the music, such as the genre, mood, tempo, and volume. You should also ask them about their availability, rates, requirements, and expectations. Communication is key to establish a good rapport and avoid misunderstandings or conflicts later on.
Para la cotización se debe presentar un brief del evento que incluya aspectos básicos como horarios, lugar, transporte, duración y asistencia. Luego debe existir una descripción del evento para dar contexto de lo que se presenta y lo que se quiere lograr. Por último se debe consultar disponibilidad, precio, servicios incluidos e idealmente rider técnico. Con esta información se puede entablar una negociación clara para contratar al artista.
After you have communicated with the musicians, you can start negotiating the terms and conditions of the agreement. You should aim for a win-win situation where both parties are satisfied and respected. You can try to negotiate on the price, but don't be too aggressive or unreasonable. You can also offer some non-monetary benefits, such as promotion, referrals, or future opportunities. You should also be flexible and willing to compromise on some aspects, such as the setlist, the equipment, or the schedule. However, you should also stand your ground on the essentials, such as the quality, the professionalism, and the safety.
Antes de negociar con un músico siempre es bueno tener referencias de precios de otros y los servicios que estos incluyen para poder hacer una oferta razonable. Dentro de lo que se ofrezca a ellos no debe ser solamente dinero, también se debe realizar apoyo en la difusión, en la logística y en la hospitalidad. Muy importante es tener la oportunidad de realizar una prueba de sonido antes del show. Con todo lo anterior te aseguraras que el músico estará concentrado realmente en entregar un buen espectáculo.
The best way to get an uninspired performance from a musician is to over negotiate them. If you see the value in them being at your event, do your best to pay them what they are worth and what they are asking. By doing so you creating the proper working conditions for them to the their absolute best. If you must negotiate try to get value adds versus discounts. Musicians are often willing to throw in something extra rather than give a discount. This also works out for the client as they get more than they expected. Musicians life is a hard one. Respect the amount of time and energy it requires for musicians to hone their craft.
Before you finalize the deal, you should review the contract carefully and make sure it covers all the important points. The contract should include the names and contact information of both parties, the description and scope of the service, the payment terms and methods, the cancellation and refund policies, the liability and insurance clauses, and the dispute resolution procedures. You should also check for any hidden fees, clauses, or exclusions that might affect your rights or obligations. If you have any questions or concerns, you should ask for clarification or amendments before signing.
One very good piece of advice is to have a contingency plan in case of another pandemic or something similar. Not having this caused a whole world of issues with cancellations, people losing deposits, vendors getting burned as well as clients. It wasn't pretty. Beyond a Force Majeur clause you should have a pandemic clause!
After you sign the contract, you should follow up and confirm with the musicians regularly until the event day. You should also update them on any changes or developments that might affect the service, such as the venue, the schedule, or the guest list. You should also provide them with any materials or information they need to prepare and perform, such as the playlist, the layout, or the dress code. You should also confirm their arrival time, their setup time, and their contact person on site. Following up and confirming will help you ensure a smooth and successful collaboration.
There can often be changes in the plans of an event from the time of booking to event itself. Make sure you inform suppliers of these changes as they could be crucial to the success of that particular supplier.
Key word - negotiation skills! negotiation is a two-way process, and it is important to be respectful of the musicians' expertise and value their skills. Good communication, understanding, and flexibility can help to reach a successful agreement for both parties involved.