Checklist for inviting music groups: how municipalities and clubs find their band or choir
A call for music is the description of occasion, frame and what you offer in return, with which cultural offices, clubs and festival committees find the right music group. This checklist leads in eight steps from the right timing to the welcome on the day of the event. All figures are experience values from practice and vary by region and occasion.
- November to February
1. Publish early, because ensembles plan in winter
Wind bands and choirs fix their performances for the year between November and February. Whoever publishes a call in January for June gets the best choice. Three to six months’ lead time is the minimum.
- Step 1
2. Describe occasion and frame
Type of event, date with time, place (indoors or outdoors), expected audience, desired length (rules of thumb: festival tent two to three hours with breaks, stage 45 to 90 minutes, Advent celebration 30 to 60 minutes) and the mood you are looking for.
- Step 2
3. Choose the right line-up
Shooting festival and parade: wind band or marching band. Town festival evening: big band or band. Advent celebration and Christmas market: choir or brass ensemble. Reception and anniversary: string quartet, jazz trio or chamber choir. If unsure, describe the occasion and let line-ups be suggested.
- Step 3
4. State what you provide
Stage with measurements (a wind band of 40 needs eight by six metres as a rule of thumb), power and PA, shade and weather protection, chairs and music stands, changing room, parking for coach or cars, catering for all performers. The clearer the list, the faster the confirmation.
- Step 4
5. Name the model
Expense allowance (travel costs and catering, as a rule of thumb in the low to mid hundreds of euros for a wind band at a festival), hospitality, a fee for semi-professional groups, or collection and split of takings for concert series. With amateur ensembles the hospitality often counts more than the amount.
- Step 5
6. Publish the call and review suggestions
Via the call form, without registration. Usually within two working days suggestions arrive with genre, line-up, region and free dates, picked by hand. Ensembles on tour looking for performances along their route may be among them.
- Step 6
7. Agreement with the ensemble
Fee or expense allowance, running order, set-up and strike times, technical needs, catering, contact person on the day: all directly with the ensemble, in writing in a short agreement. Clarify who reports to the collecting society (the promoter, meaning you).
- On the day
8. Welcome and host
Contact person with phone number, parking signposted, stage ready before arrival, drinks and food for all performers, a room to change. An ensemble that was welcomed well comes back.
Publish a call
Describe occasion, place, date and the music you are looking for. We get back to you with matching ensembles, usually within two working days.
Publish a callFrequently asked questions
What does it cost to book a wind band or a choir?
Many amateur ensembles perform for an expense allowance that covers travel costs and catering, some for hospitality and applause. Semi-professional groups name a fee. You agree fee and running order directly with the ensemble.
How much lead time does a call need?
Three to six months is a good frame. For summer festivals best publish between November and February, because ensembles plan their season then. A short-notice request is still worth it.
What does matching through concertbase cost?
A simple call and the suggestions cost you nothing. There is no obligation to book one of the suggested ensembles. Optional paid services will be added later; the simple call stays free.