The short answer
When you're double-booked, keep the gig you're playing and send a trusted player you've vetted to the other one. Give them every detail and the music, tell the client who's coming if they expect you personally, and get paid for the booking. With a short list of trusted players, a second inquiry for your date becomes extra income instead of a no.
Leaders of full bands can start with the band scheduling guide.
Be honest with the client
If the client booked you by name, tell them you'll be sending a player you trust and why they'll be in good hands. Many clients booked the music, not the person, but it's their call to make. Never surprise them on the day.
Build a short list of players you'd send
- Players who match your level and repertoire.
- Players who present the way you do: on time, dressed right, good with clients.
- Players who'll use your set list and not their own.
Two or three names is enough to start. Here's how to build and rank a roster.
Hand off the gig cleanly
Send the player everything: times, address, parking, dress code, the client's requests, the timeline and the music. See what to send before every gig. If it's short notice, send the request to all your trusted players at once, and the first to accept gets it.
How BookLive helps
- Your own roster. Keep the players you'd send in your place, in the order you'd ask them.
- Seats with deadlines. Ask one player, or send the seat to all of them at once when time is short.
- The music goes with the gig. When a player is staffed, the sheet music and backing tracks load into the Upbeat music-stand app.
- Player pay. Track what you owe them and mark it paid.
Your musicians use BookLive for free. Only the bandleader pays.
Frequently asked questions
Can I send another musician to a gig I booked?
Yes, if your contract allows it and you're honest with the client. Send a player you trust, with all the details and the music.
How much should I pay a musician I send in my place?
Agree on it up front. Many soloists keep a booking fee and pay the player a fair rate for the performance.
How do I avoid turning down gigs when I'm already booked?
Keep a short list of trusted players you can send, so a second inquiry for your date becomes a booking instead of a no.
Staff your next gig in BookLive
The quickest way to see if this works for your band is to staff one real gig. Add your players, rank them, create your next gig and turn on Auto-Fill.
Your musicians never pay.