Our committee has a mixed approach to booking. The entire committee collectively decides
who to book in each booking cycle, but the booking coordinator does the actual tasks of
I think more than one person could do the actual booking tasks if they were in full
agreement re. booking philosophy, there had clear channels of communication, the tasks
were divided in a straightforward & logical way, and there were seamless ways to have
shared access to evolving info re. the booking process.
We maintain a spreadsheet with details re. callers/musicians - people who have already
called/played for us and those who've not yet been at our series. We use this for
our collective prioritizing. We also have a googledoc of info that's gathered and
updated mostly by the booking coordinator during the booking process. (Names of
caller/musicians, who's doing sound, press kit info, who's managing the dance,
etc.) This googledoc data is used by the booking coordinator, finance coordinator,
publicity/promo coordinator, dance night managers, and hospitality coordinator.
When thinking about this topic, I went back into the archive for the Puttin' on the
Dance organizers conference in 2011, which was jointly sponsored by CDSS, DEFFA, NEFFA,
Monadnock Folklore Society, & New England Dancing Masters. There are many juicy
things therein, including this:
Working with Callers and Musicians… Booking and Working with the Talent – Lisa Greenleaf
- Session Notes and Lisa’s Presentation Outline. (Also see related CDSS Starter Kits:
Hiring Performers) We
will go over many of the issues related to hiring bands and callers,
from the business side to artistic expectations, and how organizers can
communicate with performers before, during and after the event.
Included will be a chance to hear the performer’s side of the
Every time I re-read things in the POTD archive, I learn (or re-learn!!) something vital.
Fantastic wisdom from the interlacing web of dance organizers!
Good luck on your booking transition in Montpelier.
"Dance, when you're broken open... dance, when you're perfectly free" ~