- The specific venue: What room and how long it will be available
for the exclusive use of the producer. Floor plans and venue
contact names are most helpful.
- The exact day and date of the event so that airfares can be
figured accurately and the producer can determine if the rooms
will be needed for one night or two.
- The size of the audience.
- Some information on the audience: the age ranges, background,
social and economic profile, ethnicity and the geographical
profile of the group.
- The history of similar programs. Where were they held, who
was the entertainment, how was it received, what was the fee.
- What are the expectations as to photo opportunities, involvement
with the guests, customization of the show? But remember: A
star will NOT rewrite the show for you. They will usually include
a few lines about the company and its members, but they cannot
rewrite a rehearsed and formatted show for one night unless
you are willing to pay extra even then -- They might refuse
to do this.
Pricing
Pricing is always negotiable. Prices are quoted by the agent,
but the act will revise if they choose to.
If a rider changes, the cost of the act can also change dramatically.
If the act wants something added on site, the request must be
honored even if not figured into the original budget. Why? you
ask. Because you want them to put on a good show is the only answer.
It is advisable to build in a sizable contingency fee which can
always be refunded. This covers you if there are requests (limos,
flowers, expensive wine) that you have not anticipated.
Where the job takes place greatly influences the cost at proposal
time. A big city has services (i.e. show musicians, technical
services) that are not readily available in some locations and
might have to be hired out of the area.
In many cases, a star's wardrobe and equipment might have to
be air freighted. This can be an enormous expense and can not
always be determined in advance.
Always figure in the cost of an on-site producer and a production
manager to supervise the job and the act. It is a cost-effective
way of insuring a good performance and leaves your staff free
to take care of your clients' needs.
Production Expenses
Production costs vary and remember, they are not included in
initial offers. They can include staging, sound, lights, backline
equipment, air freight, readies, airfares, hotel rooms, meals,
ground transportation, dressing room requirements, and much, much
more.
Low production costs can vary from $1,500 for a single house
microphone and simple stage wash -- to $5,000 for a music act
that needs those things plus simple sound equipment.
Medium production costs can vary from $3,500 for simple sound
and lights to $8,000 for more complex requirements.
High production costs can vary from $8,000 to upwards of $25,000.
Some acts will need full orchestras with complex rehearsals. Others
might need a full stage air freighted to the venue. A performer
like Billy Joel could easily have $50,000 worth of production
costs.
Please understand that these costs are estimates and as the artists'
riders change, these costs change as well.
On Site
Treat the act, their entourage and their requests in the same
way you treat your clients' needs. You want them to perform their
best.
Give them an accurate show schedule. It is not reasonable to
tell them to be in the dressing room, fully made up, dressed,
and ready to perform and then keep them on hold for any length
of time over fifteen minutes while speeches are being made.
Not every star will allow themselves to be announced by one of
the clients. If this is important, it should be considered beforehand.
Volume of music can be a very touchy subject. The act bases their
performance on a certain sound and will not let you or the client
determine the volume of the show. So, before show time, make sure
that the client is aware of this.
If the act requests no flash photos, it is up to the travel staff
to make sure that guests honor this request.
Sound and lighting equipment and tech booths are rarely very
attractive, but they are a necessary evil. You cannot mix sound
if you are not positioned properly. Remember that you will need
space IN THE HOUSE for these.
No act will want to perform to a dance floor unless it is specifically
a party band. Put tables in front of the stage so that the act
has someone to perform to.
Apprise your producer of all elements of the program--if you
have hired a dance band which will be on the same stage, or if
there will be speeches and awards, etc. Even the dinner service
should be considered so that all elements can work as a unit for
a cohesive event.
Book the room for the performance for the entire day if this
is a song and dance act. It takes a full day to set up complex
equipment, rehearse and sound check the act. It can be almost
impossible to fulfill the show unless ample time is allowed for
all needs. Note: sometimes 2 or 3 days of set up is needed.
Once the performer takes the stage, the show is totally out of
the control of anyone except the performer. If downbeat is early,
if the act performs longer than expected, if the guests don't
like the performance...just relax and accept it. There is nothing
anyone can do.
