The short answer
To build a sub roster, list every player you'd trust in each chair, then rank them per instrument: your first call, then your subs in the order you'd ask them. Aim for at least two or three names per instrument, and keep notes on what each player does best.
A ranked roster is what lets you find a last-minute sub in minutes instead of hours.
Who to add
- Players you've already worked with and would hire again.
- Players your regulars recommend and vouch for.
- Players you've heard at other gigs or jam sessions.
- Players from local schools and orchestras who are ready for paid work.
How to rank players for each instrument
Rank by who you'd want on the gig, not just who answers fastest. Things to weigh:
- Musicianship and reading. Can they play your book with little rehearsal?
- Knowing your set. Someone who's played with you before is worth a lot.
- Reliability. On time, dressed right, no drama.
- How they are with clients. Weddings and corporate events need people who are easy to be around.
Keep a separate order per instrument. Your second-call violinist may be your first-call violist.
Keep the roster fresh
- Move players up when they do a great job and down when they cancel late.
- Add one new name per instrument every few months so the list never runs dry.
- Remove people who say no every time; they're slowing down every request.
How BookLive helps
- Personnel lists. Keep your regulars and subs in one roster for each act.
- Ranked per instrument. Set the order you want players asked for each instrument.
- Auto-Fill. BookLive works down the list for you when someone says no or misses the deadline.
- Blackout dates. Busy players are skipped automatically, so your roster stays useful. See how to confirm availability.
Your musicians use BookLive for free. Only the bandleader pays.
Frequently asked questions
How many subs should a band have?
At least two or three per instrument. Busy wedding bands and string ensembles often keep four or more for their most-needed chairs.
How do I find good sub musicians?
Ask your regular players who they recommend, listen at local gigs and jam sessions, and reach out to strong students at nearby music schools.
Should I tell subs where they rank?
You don't have to. Just ask in order and be consistent; good subs care more about clear requests and fair pay.
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.