Author: John Hoyt

Every non-profit organization has a special event that could be a perfect opportunity to hire a band for entertainment or background music purposes. Larger organizations may have many events per year and sometimes, the event coordinator has no idea how to go about hiring a band. They might even opt for a DJ, or even worse, plug an iPod into a PA system.

If the expected event is large enough, in terms of potential attendees, and the venue itself can support it, then by all means, consider a band. A band adds personality as well as entertainment. There is no comparison to canned music when it comes to energy level, a band will win hands-down, every single time!

Let’s assume you know that your charity event is going to be outdoors and there will be 100 plus people… How do you find the right band for this event and more importantly, how do you get them booked?

A google search for “hire a band for greenville charity event” or “book a band in spartanburg sc for chairty event” may turn up a few options, maybe even “Hot As A Pepper” will show up, however, you go calling the first 3 bands that show up.  Do some research on each group first.

• What type of music do these bands play?
• Is the music well suited to your event and crowd?
• Is this a professional band or a “jam band”?
• Does this band perform charity events?

You don’t want to book a country party band into your formal event any more than you want to book a stuffy suit-clad horn band into your outdoor party atmosphere. Find the right band for the event.

Assuming your search turned up a few choices, and you narrowed it down to the bands that fit the occasion, determine if this is going to be a band you can trust to perform in a way that reflects upon your gathering in a positive manner. A “jam band” may be perfect if we’re talking about a street fair, or even if many bands are involved, but if the celebration is a fund raiser and the band is considered an integral part of the day or evening activities, then you probably want to set your sights on a professional band.

Why a professional band? Because they are more likely to plan ahead, show up on time, setup equipment in an orderly manner and even have better equipment and possibly lighting. A audio technician who will help get a proper mix and control the volume will be involved. And they can put on a show, where the songs will flow without long 2 minute pauses (or more) between every song.

A professional band will work with you to insure every detail is covered, such as providing a mic for announcements or awards to be given out.

Now, the downside to a professional band: Professionals generally expect to get paid, because music may be their only or primary source of income, and they have invested much of their life into being the best they can be at their career choice, no different than you. A band’s investment in instruments, sound system and lighting systems may run into the hundreds of thousands, and at the very least, into the tens of thousands.

It is for this reason that some bands refuse to do charity gigs. It’s not that they don’t WANT to help, it is just that it costs so much in time, money and liability to perform one gig.

Let’s say you have need for a band for an awards ceremony for your non-profit organization, where you want to have dancing after the awards for two hours. For a five person band to play two hours, here’s a rough idea of their side of it.

Before gig:

• 1 hour spent organizing the event, getting details with you
• 1 hour arranging songs for the event into set lists
• 1 hour spent discussing clothing and gear with the band

• 1 hour spent loading gear and driving to your event
• 1 hour for setup of sound system and sound check
• 2 hours spent waiting for time to play
• 2 hours playing
• 1 hour waiting to tear down while people disperse
• 1 hours spent tearing down and driving home
• 1 hour spent setting gear back up or storing away

That doesn’t seem like much, only 3 hours planning and 9 hours on the day of the gig. But wait. There are 5 band members.  Which means that there will likely be 50+ man hours involved in a two hour gig, not taking into consideration any assistants which will be used. Add another 4 man hours for a sound or lighting technician.

These numbers are on the high side.  I have seen many 2 hour gigs take only 20 man-hours, but they didn’t require lighting, or excessive PA setups.

Add to this the fact that each member of the band has to get there, meaning they have to meet to load gear, then drive or ride to the location, putting miles on their vehicles and burning gas to do it.  And meals have to be considered because you don’t go all day without eating, and of course fast food costs money.

A band will invest 100 dollars in food, drinks and gas to play your two hour event without a doubt. Even more if they have helpers in attendance or bring family members to help.

Then there is wear and tear on instruments, and the increased risk that a 2,000 dollar guitar can get damaged, or the mixing console, the tools that permit the musician to work. Every time something is moved, it gets scuffed, or it rips a seat in the musicians car.

Most guitarists are changing their strings every few gigs, so there could be an investment for 20 dollars are more just in strings for a few guitars.

Sometimes, a band member has to take off time from their paying job to play a gig, which could cost them 50 dollars or more.

Add this all up and it is easy to see why a band may not want to do your charity event.

Don’t hate them for this. It is not that they are cold-hearted, it may be that they simply can’t afford to play without compensation.

So how do you book a band for your charity event if you have no budget to provide compensation and the band tells you they don’t play for free?  Consider making the offer of 100 dollars per person to cover their costs.

It might not be what they normally play for, but it sure beats the band going into debt to help out a great cause. Remember, when a band or its members go into debt to help your charity cause, they only get a “good feeling” out of it.  They can’t write off the scratch on their PRS guitar on taxes as a charitable contribution.

When striking up the conversation for the first time with the band’s booking agent, explain that you have a charity event that has no money budgeted for entertainment, however, you may be able to make some compensation. That may hold their attention longer. And remember, booking agents are paid a commission, so your offer of free food means nothing to that person.

If you do need a band for your charity or non-profit event here in Spartanburg, Greenville, Anderson or around the Upstate of South Carolina, Hot As A Pepper will work with you to provide the professional level of entertainment that you desire. Give us a call at 864-979-1224 and let’s talk about it.