The short answer
To find a last-minute sub, send one complete request to every approved sub for that instrument at the same time, with a short reply deadline. The first good player to accept gets the gig, and everyone else is told right away that the seat is filled. This is called a shotgun sub request.
It only works if your sub list exists before the emergency. If it doesn't yet, start with building and ranking a roster of sub players.
What to do in the first hour
- Confirm the seat is really open. Get a clear "I can't make it" from the player, so you don't end up with two people.
- Open your sub list for that instrument. Skip anyone who has already blocked out the date.
- Write one complete request. Date, call time, address, dress code, set list, pay and a reply deadline. A sub who has to ask five questions before saying yes is a sub who says no.
- Send it to everyone on the list at once. With days or hours left, asking one person at a time takes too long.
- Take the first yes, then close the request. Tell everyone else the seat is filled, and thank them. That's how they keep saying yes next time.
- Send the confirmed sub everything. Charts, backing tracks, the timeline and who to call on site.
When to shotgun and when to ask in order
With a week or more, ask your subs one at a time, in order, so your favorite player gets first pick. With a few days or less, send a shotgun request. Speed matters more than who you get, as long as everyone on the list is someone you'd hire. The full band scheduling guide explains both methods.
Mistakes that make last-minute subs harder
- Blasting a group text. Three people say yes, two of them never hear they didn't get it, and you look disorganized.
- Leaving out the pay. Good players decide quickly when the number is right there.
- No deadline. "Maybe" is the most expensive answer you can get the night before a gig.
- Forgetting the music. Send charts and tracks with the confirmation, not the morning of.
How BookLive helps
- The Substitute button. One tap sends the open seat to all your available subs at once. The first to accept gets it, and the others are told it's filled.
- Players can sub themselves out. If you allow it, a player who can't make it hands back the seat, and it goes out to your approved subs without you lifting a finger.
- Blackout dates. Subs who already marked the date as busy aren't asked.
- Music goes with the seat. Once a sub is staffed, the set list, sheet music and backing tracks load into the Upbeat music-stand app.
Your musicians use BookLive for free. Only the bandleader pays.
Frequently asked questions
How do I find a sub musician the night before a gig?
Send one complete request to all your approved subs for that instrument at once, with a deadline of an hour or two. Take the first yes, close the request and send the music right away.
How much should I pay a last-minute sub?
At least your normal rate for that chair. Many bandleaders add a little for very short notice, since the sub is rearranging their night for you.
What if no one on my sub list is free?
Ask your confirmed players who they recommend, and ask trusted bandleaders in your area. Then add whoever says yes to your list so you have a deeper bench next time.
Should I tell the client a sub is playing?
If it's a featured role, like a soloist or singer, yes. For a section player, most clients only care that the music is great.
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.