About

Jared’s Live Music 5-Step Booking and Event Planning Process

Step 1: Initial Discovery Conversation

The first step of my plan for providing polished and professional event performances is the initial discovery conversation. While this conversation is best suited for a phone call, acceptable formats also include virtual meetings (Zoom, TEAMS, etc.), email, or direct messaging (SMS or other instant messaging platforms). What this conversation looks like is a question and answer session about the needs of the event host. These questions are often related to entertainment, performance needs, and or event expectations. This conversation usually also covers logistical information like date and time of the event, location of the event, exchange of contact information, and any other preliminary details related to the event to determine if Jared’s Live Music is the right fit.

Step 2: Signature of Performance Agreement

The second step of my plan for providing polished and professional event performances is to send a performance agreement to the person or party responsible for making the final decision related to booking my performance. The performance agreement is a contract that outlines scope of work, payment terms, event expectations, and other important information like my cancellation policy. The purpose of this agreement is to protect both myself and my business from any and all potential liability. A 20% deposit of the total cost for my services is required with signature of the agreement to ensure I reserve that date and time.

Step 3: Pre-Event Planning Call

The third step of my plan for providing polished and professional event performances is to connect once again for a pre-event planning call. Preferably this will take place either over the phone or via virtual meeting (Zoom, TEAMS, etc.) but a text, DM, or email conversation is also acceptable. The purpose of this call is to further discuss event expectations and other planning related questions, as well as to confirm any remaining details yet to be determined. This conversation usually covers additional logistical information like dress code and color scheme, any special request songs, location of my setup and power source, and any other remaining details related to the expected timeline of the event.

Agenda for Pre-Event Planning Call:

• Dress code?
• Matching color scheme?
• Special song requests?
• Special dance requests?
• Any toasts being made?
• Any speeches being made?
• Location for performance and equipment setup?
  • 10 feet from power source
  • Indoors?/Outdoors?
  • Covered?
• Special recognitions?
• Any specific transitions?
• Any specific introductions?
• How do you feel about clinking glasses to kiss?
• Any wedding games?
• Any specific wedding activities?

Step 4: Event Takes Place

The fourth step of my plan for providing polished and professional event performances is to perform at the event and successfully fulfill my clients expectations!

Step 5: Post-Event Checklist

The fifth step of my plan for providing polished and professional event performances is to hand-write and deliver a “Thank You” card to the person or party who hired me, where I will ask for reviews online and referrals to other friends, family, and companies. Lastly, I will share any pictures and videos that I captured from the event.

Post-Event Checklist:

• Thank You Card
• Ask for reviews on Google and Facebook
• Ask for referrals to their friends, family, and colleagues
• Send pictures and videos to client
• Become preferred live music vendor of the venue and or event host
• Participate in upcoming vendor expo’s, open houses, and any other related events that the venue or event host is planning.