What is Booking? (Live Music & Events)

Booking is the process of securing an artist or act to perform on a specific date at a venue or event, from checking availability and making an offer to signing a contract. The same word is also used for a venue hire, where a client books a space rather than an artist.

How a show gets booked

Most artist bookings follow these steps:

  1. Find dates: the promoter or venue checks avails and places a hold on a suitable date.
  2. Make an offer: the promoter sends the artist's agent an offer with the date, venue, capacity and fee.
  3. Negotiate: the two sides agree the deal, such as a guarantee, a share of ticket sales or both, plus ticket price and set length.
  4. Contract: the agent issues a contract with the riders attached, and the promoter pays any deposit.
  5. Confirm and announce: the hold becomes a confirmed show, tickets go on sale and the advance begins.

Venues juggling holds, confirmed shows and hire enquiries need one diary everyone trusts, which is why many run bookings through a shared calendar in Crescat.

Booking vs programming

Booking is securing one act for one date. Programming is the wider job of choosing which acts make up a venue's season or a festival's line-up. A programmer decides who to book; the booking process makes it happen.

What a booking offer includes

  • Date, venue and capacity
  • Fee and deal type, such as a flat guarantee or a guarantee plus a share of ticket sales
  • Ticket price and on-sale date
  • Set length, set time and support acts
  • Production, hospitality and accommodation provided
  • Deposit terms and any radius clause limiting nearby shows

Frequently asked questions

How far in advance are shows booked?

Club shows are often booked three to six months ahead. Larger tours are usually booked six to twelve months out, and festival headliners can be confirmed a year or more before the event.

Who books the artists at a venue?

Venues that promote their own shows have a booker or programmer who makes offers to agents, known as in-house promotion. Venues that rent out their space leave the booking to external promoters, who take the date as a hire out.

What is the difference between booking an artist and booking a venue?

Booking an artist secures a performance through their agent. Booking a venue secures the space itself, through a hire agreement with the venue. A promoter putting on a show usually does both.

Related terms