Want to bring live music to your community but have no clue where to start? You always assume that only big concert halls hire musicians, bands, solo artists or performers? A lot of people imagine them performing only on the big stage. But in reality, they could also bring their music to any events for ordinary people too.
You don't need connections in the music industry. You just need to understand how the business works.
Anyone with a budget and basic planning skills can book performers for a concert. Churches do it. Schools do it. Private groups do it. If there's space for an audience, there's probably been live music there.
Let's walk through exactly how to make it happen.
The Three Things Musicians Need
Musicians need these three things to perform anywhere. A performance fee, transportation, and accommodation. The rest of this guide is just explaining how those three pieces actually work in practice.
Fees For Performers
The pricing when you hire an artist isn't straightforward. There's no standard application with set hourly rates. Instead, fees depend on multiple factors that you and the music community help determine.
Sometimes, clients may tell you their budget upfront. Other times, they may ask for your quote. When that happens, it is advised that you know what's fair for everyone involved.
How Musicians Set Their Fees
Musicians could approach pricing in two main ways: they negotiate directly with clients or work through managers who handle negotiations on their behalf. They typically establish a "standard rate" as their starting point, then adjust based on specific circumstances. Established musicians often work through artist managers or booking agents who negotiate fees on their behalf. These representatives understand market rates and have the expertise to secure better terms for their clients.
A top international guitarist shared his actual rates: $10,000 for two concerts at a venue, $5,000 for a solo recital, $2,500 for a chamber music concert, and $2,500 for a classical guitar society recital.
A less established international artists can charge $950 to $2,500 for solo recitals. Orchestra collaborations could pay around $4,000.
Unknown musicians can start around $200 plus expenses. Established players at international festivals typically earn $750. World-class performers may command $2,000 to $3,000 or more.
What Affects Performance Fees
Several factors determine how much musicians charge for concerts:
1. Experience Level: Veteran performers with years of concerts and recordings can command higher rates than emerging artists. A professional musician with 20 years of touring experience would more than likely charge more than a conservatory graduate taking private lessons from an applied instructor.
2. Location: Musicians in major cities or tourist destinations may cost more than those in rural areas. A New York-based artist charges differently from someone from a small town.
3. Type of Performance: Solo acts will often cost less than ensembles. Here's what you might hire:
- Solo singers (acoustic/vocal)
- Solo instrumentalists (guitarists, pianists, violinists or even bassists!)
- Duos (acoustic or jazz combinations)
- String quartets and chamber groups
- Full orchestras and larger ensembles
4. Performance Length: A 45-minute recital can cost less than a two-hour concert. A background music for corporate events usually costs less than featured performances, where guests expect a full show.
5. Genre Demand: Popular genres like pop or folk might cost more due to higher demand. Classical music has its own pricing structure based on repertoire difficulty and the professional ability required.
Some musicians may provide sound systems, special lighting, or recorded background music. Music production pros might offer additional tracks or mastering engineers for enhanced sound quality. Some may require you to cover the cost of renting sound equipment or specialized instruments they might not bring themselves. These services are usually added on top of the base fee.
Transportation
Musicians spend a lot of time on the road, going wherever the music takes them. They know how to get places, but getting there with their equipment requires planning.
For local musicians (within 100 miles) usually drive themselves. They need vehicles with ample space to fit all their instruments, amplifiers, and accessories securely. Vans and trucks are popular choices due to their spacious interiors and versatility.
For distant musicians, you might buy plane tickets or train tickets. Musicians prefer direct flights when possible. Their instruments may need special handling, which adds cost. Large instruments like double bass, drum kits, or keyboard setups require additional planning and often extra fees for oversized baggage or special transport arrangements.
A Place To Stay
A place to rest or sleep is essential for musicians, and basic lodging is usually all they require.
Hotels work perfectly for most performances. You may book a standard room near your venue. They need clean, quiet, and convenient lodging. Professional tour managers will often advise booking hotels in advance, as hotels book up and rates may shoot up unexpectedly, especially during major events or festivals.
For multi-day residencies, extended stay hotels or short-term rentals work better than traditional hotels. Artists often use platforms like Airbnb, VRBO, or similar services for longer stays, as they provide more space and often kitchen facilities.
Where Musicians Perform
Live musicians can turn even the most unexpected places into a stage. Libraries, for example, host classical concerts on a regular basis, while corporate events often feature live music to elevate the atmosphere. Community centers bring in touring artists to connect with local audiences, and religious venues welcome a wide range of diverse programming. Beyond these, restaurants, cafes, and wineries often bring in live performers, while hotels, art galleries, and even private homes create intimate settings for music. From schools and universities to outdoor festivals and markets, live music finds its way into nearly every corner of community life.
How to Find Musicians
According to a blog from career entertainer Bunny Holmes, some agencies let you browse their talent roster and request specific performers. You see exactly which pianist or string quartet you're hiring. Others work differently. You tell them what you need, and they find the right professional musician from their roster to match your event.
Both approaches work well. The first gives you more control, the second often provides better matches since agents know their artists personally. Either way, that typical 20% agency fee covers equipment, contracts, liability insurance, and specialized staff when needed. Like sound technicians for larger performances or stage managers for complex setups.
Start with these resources:
- Music schools and conservatories - Contact their career services offices
- Professional associations - The American Federation of Musicians has local chapters
- Artist management companies - They represent touring musicians
- Music festivals - Artists who perform locally might tour
- Online platforms - Websites like GigSalad and The Bash connect you with performers
- What to Include in Your Inquiry
Email works best for initial contact. Include these details:
- Your event date and location
- Expected audience size
- Your budget range
- Housing and transportation arrangements
- Your organization's background
Since musicians often get a high volume of inquiries, sending clear and complete details is the best way to get a quick response.
Tips for Clear Agreements
When it comes to hiring a musician, nothing protects both sides better than a written contract. A good contract spells out the important details like the performance fee, when and how payment will be made, what happens in case of cancellation, and any special technical requirements the musician may have.
It should also address liability and include a force majeure clause to cover unexpected events. Many musicians already have their own contract templates, often provided through organizations like the Musicians’ Union, so be sure to read everything carefully before signing. Having these agreements in place ensures that everyone knows what to expect and helps the event run smoothly.
The Benefits Go Beyond Entertainment
The difference between a good event and an unforgettable one? When you hire the right musician, you're not buying a service. You're investing in an experience. Live music creates an atmosphere that recorded music cannot match. You have one shot to make your event special. Professional musicians bring expertise, move people, create memories, and make your gathering unforgettable.
As Xavier Foley explains, professional musicians understand that it's not just about playing the notes perfectly. They communicate feelings to the audience, taking them through a full range of emotions during a performance. The best musicians create complete experiences where audiences leave feeling they've witnessed something truly special.
Looking to book live music for your next event? Xavier Foley brings the unique artistry of the double bass to audiences worldwide through solo recitals featuring just the bass. He also collaborates in performances with piano and performs concertos with orchestra accompaniment. You can see his artistry in action with the Spartanburg Philharmonic and more performances on his YouTube channel.
All business inquiries and concert requests are welcome. Send us a message!