If you are interested in performing at festivals, either RenFaires or JazzFests you will probably need to write a proposal. While I am no expert at writing proposals I thought I would share what I have discovered about writing proposals. Just this week I have been asked for 3 proposals for three separate events. Most of the time I get a form from the promoter and all I have to do is fill in the blanks but that isn’t always the case. The proposal gives you a chance to sell your group to the promoter and hopefully it will turn into a long and productive relationship with the promoter.
I believe for myself as an acoustic artist the proposal should be one page. For larger groups or groups that will use a lot of electronic equipment 2 pages. This is not the time to write a novel. You will need to include certain information, make sure that you cover any points the promoter brought up in the initial contact and give the basic information; the name of your act, the contact person and their contact information as well as your website.
You should start with your contact information in a header block; contacts name, mailing address (if applicable), phone number, email address. Start with a short opening greeting paragraph, review in a friendly manner your initial contact. Then provide a short group or personal biography, including some of the band’s or artist’s musical achievements and previous concerts.
Describe your concert program. Include how many sets you want to play and how long the sets will be. For classical musicians, include which pieces you will be performing, who the composers are, and approximately how long the pieces will last. Attach a sound file with a sample of your music. In some cases, you might describe your ideas for promotion, and mention how you currently promote yourself (Facebook, Twitter, etc.). If you already have promotional materials like posters or photos, you may include them. You might also drop a number regarding how many people you usually average through your social media promotions.
Here is a skeleton outline:
Introduction: Brief introduction to you and/or you group.
Event Description: goal of the event, general time frame Services Provided: This section is particularly important.
The client will need to know – specifically – what services you will be providing for this event. You may want to create sections for each aspect of the event and then list the services provided under each section.
Show your Work: sound clips.
I have found that right now it seems to be important to have video clips of your group performing. These are what serious promoters are asking for from clients. Video clips ar more desired, at this time, than just the audio clip. Times are always changing but if you are making audio clips to send to a promoter it would be better to just go ahead and make a video.
Compensation: $, how much, don’t beat around the bush just let them know what it will cost them to have you perform.
If the fee is negotiable, you might suggest they call you to discuss the details and at that time negotiate at price. You should include information that went into your pricing. You didn’t just pull it out of thin air, it didn’t just spring from your forehead.
Closing: just like a salesman, bring it home sell them on you. Good luck,
Finally make sure your presentation looks clean and professional.