How To Find And Book Hip Hop Artists For Your Event 

If you’re planning an amazing event or party you want your guests to remember forever, having an incredible artist play is essential.

Nothing will get your celebration going like having a top hip-hop artist take to the stage. But how do you go about contacting them and asking if they’re interested?

The answer is surprisingly simple. Artists are usually divided into two categories — managed artists who arrange their shows through their manager or booking agent, and self-managed artists who organize their performances themselves.

Here are two step-by-step guides explaining how to find the hip hop artist you want to play at your event and how to contact them professionally.

For managed artists

If you want to book a fairly successful hip hop artist who has been well-known for some time, they’ve probably got a manager or a booking agent to organize their shows. It’s this person you need to contact to get the artist to play at your event.

Start by looking around the artist’s website for details of their manager or booking agent. This information is usually tucked away in the footer, so scroll all the way down to the bottom. You’re looking for an email address — not a postal address or phone number.

If you can’t find what you’re looking for on their website, it’s likely they arrange their shows through a separate online booking site, such as Booking Agent Info. They provide you with accurate contact information for the official agents, managers and publicists of celebrities throughout the world. 

Search for the hip hop artist you want to play at your event on these websites. If you still can’t find the contact details for their booking agent, it’s possible they book their own shows. Scroll down for more info on how to book self-managed hip hop artists.

When you get an email address for the booking agent of the artist you’re interested in, it’s time to write an email. Tell the booking agent the hip hop artist you want to book and describe your event to them in detail. Finally, ask them for a quote and wait for a reply. Avoid telling them your budget, as you could end up paying more than the artist is worth.

After receiving the booking agent’s response, it’s time to negotiate the fee. The initial offer is almost always higher than it should be, so go back and forth making counter offers until you get to a price you’re happy to pay. You can try to sweeten the deal with added extras, such as free drinks, meals, lodging, etc to help you get the price you want.

When you’ve negotiated the price, write up a contract and send it to the booking agent. Here are some key details you should include in the contract:

• Date and time of performance

• Set length

• Price agreed

• Benefits included, such as transportation, food, drink, lodging, etc

• Clause that protects you if the artist cancels to make sure you get a full refund

• Clause that protects the artist to ensure they get paid if it rains or the event gets cancelled

The final stage is to send an advance. After the contract has been approved and signed, send a detailed advance to the booking agent. Be sure to include general details of the event, along with set times and sound system details. It’s often beneficial to include directions to the event, accommodation information and general logistics to make sure everything goes smoothly.

For self-managed artists

Smaller hip hop artists just starting out tend to manage themselves. To book this level of artist for your event, find their contact details on their website. Alternatively, you can contact them via social media. Tell them the place of your event, time, set length and anything else relevant to find out if they’re available and interested. 

If they respond positively, it’s time to talk about money. You can choose to make them an offer or instead, ask them for a quote. Do whatever you feel most comfortable with.

When the fee has been agreed, send them a contract. Include all the things mentioned above, such as the date and time of performance, set length, price agreed, etc.

Finally, send them an advance listing the details of the event. It’s always better to be as thorough and in-depth as you can. Try to answer all the questions which could arise later. This way, on the day of the event, you won’t be spending a chunk of your time answering questions which could have been covered earlier.

Piece of advice

The more organized you are and the better you treat artists of all levels, the more well-respected and well-known you’ll become in the industry. Everyone likes to feel valued and when booking artists for an event, you’ll have the chance to give people a great experience.

 

Popnable /Popnable Media