Booking an artist for an event goes beyond just locking in a date and time. A vital part of the process is advancing, a step that ensures both the artist and event organizers are fully aligned on technical requirements, schedules, and other crucial details. In this post, we’ll delve into what advancing is, how it operates, and why it’s essential for pulling off a successful event. What Is Advancing in Artist Booking?
Advancing is the process of coordinating and finalizing all logistical and technical aspects of an artist’s performance at an event. This stage typically follows the initial booking confirmation and involves close communication between the artist, their management, and the event organizers. The purpose of advancing is to ensure that everything is in place for the artist to deliver a flawless performance. Whether you’re booking a DJ, a band, or any other type of performer, advancing is a key element in the planning process.
Key Components of the Advancing Process
The advancing process covers a range of important details, including:
- Technical Requirements: This involves the artist’s equipment needs such as mixers, instruments, amplifiers, SFX (special effects), lighting, and sound systems. Ensuring the venue is equipped with the right setup is crucial for a smooth performance.
- Hospitality and Accommodation: Artists often have specific hospitality riders that include requests for food, drinks, and accommodations. These details are discussed and confirmed during advancing.
- Guestlist Quotas: Artists may have a guestlist quota, allowing them to bring a certain number of guests. This needs to be coordinated with the event organizers.
- Transportation and Logistics: Arrangements for transportation to and from the venue, including flights, ground transport, and parking, are also handled during this phase.
- Schedule and Set Times: Finalizing the event schedule, including the artist’s set time, soundcheck, and any other commitments, ensures everyone is aligned and prepared.
Benefits of a Well-Structured Advancing Process
A well-organized advancing process brings several advantages, such as:
- Avoiding Miscommunications: Clear communication about technical and logistical needs helps prevent any last-minute issues or misunderstandings.
- Ensuring a High-Quality Performance: By meeting the artist’s technical and hospitality requirements, event organizers can ensure the artist performs at their best.
- Enhancing the Overall Event Experience: A smooth advancing process contributes to the event's overall success, creating a better experience for the audience, the artist, and the organizers.
Booking Agent Diederik's Insights:
The advancing process can be a tedious step after the initial booking has been confirmed. For bookers and artist managers, it often involves a lot of time-consuming work, with numerous last-minute changes that need to be addressed. From experience, setting up a meeting with your booker and artist managers can be incredibly helpful in clarifying expectations and establishing clear guidelines for what each party anticipates. Personally, I’ve developed a standard advancing process with a task list tailored to the type of event we’re advancing, and I make sure to communicate this with each specific artist to confirm their needs. Don't forget: The sooner you can confirm the advancing process with the promoter, the higher the chances of success!
That's it!
Advancing is a critical step in the artist booking process, ensuring that all parties are prepared and on the same page for a successful event. By paying close attention to technical requirements, hospitality, scheduling, and logistics, both artists and event organizers can work together to create an unforgettable experience for everyone involved.
