Letting the artist know what they’re letting themselves in for.

Kim Lowings offers some good, practical suggestions from her steep learning curve when approaching folk venues to book her and The Greenwood.

Here is a follow up from my presentation at Folk 21’s West Midlands region annual meeting on January 28th. This was about communication between folk clubs and their guest artists and ways in which parties can enhance the experience of the guest night for all by reducing any confusion through poor information. Many thanks for the positive and lively discussion about communication between artist and venue.

As we discussed, clubs may find that there are certain points here that aren’t relevant to them but this is a gathering of shared ideas and there may be some points here that could work for you. Some clubs use booking policies on their website or email/post contracts. Perhaps there are some useful ideas to support this method?

From a personal point of view, I started booking for The Greenwood with no knowledge of professional business skills just knowing that I wanted to play some shows. It’s fair enough learning the hard way the things that you needed to find out from promoters or the things that 'it’s okay' to ask but if Folk 21 can lend some support to those starting out or those whose forté isn’t the business side then that can only be a positive!

Telephone conversations, Facebook or face-to-face conversations would benefit from an official follow up and a pre-gig follow up to help prevent human error/double bookings. If you’re not a fan of email then a written letter/posted contract would work too. 

I think this kind of open communication from the very start promotes a stronger working relationship between the venue and the artist/booking agent. It provides the opportunity for discussion and resolution of any issues in a preemptive and positive manner giving both sides the chance to resolve any problems that may need solving and the prevention of any issues that may have otherwise occurred.

At last month’s regional meeting I presented a ‘template’ of information that should ideally be established between club and artist prior to the night of the booking. We developed it further after discussion and it would be useful for Folk 21 to know what examples other artists and/or clubs already use, any that aren’t relevant to you and, most importantly, anything else we could add to it.

Thanks,

Kim

Template suggestions so far:

·     Artist / band full name - correct spelling

·     Confirmation of official booking date

·     Load in time

·     Sound check time

·     Doors open

·     Address of venue - postcode for sat nav

·     Travel directions 

·     Car parking & access

·     Exact location of folk club e.g. upstairs room, function room at the back etc.

·     Emergency contact details

·     Who will be there to meet the guest

·     Name of support artist if / when known or floor spots

·     Confirmation of fee / expenses agreement

·     Confirmation of set length

·     Ticket prices - concessions? 

·     PA provided / required / no PA (flexibility on this)

·     Technical requirements

·     Social media links & website link

·     Any extra info - no food outlets nearby, stairs etc.

·     Flyers / posters required pre-gig?

·     Press kit - bio, photos

·     Are guests allowed?