Artist Advance Checklist: 10 Things to Send Your DJs Before Your Event
Posted 5 hours ago
Posted 5 hours ago
An artist advance is the message you send your DJs and performers before the event so everyone shows up with the same information. A good one prevents the most common day-of problems: a DJ arriving during someone else's set, missing gear, a guest list nobody knew about. Send it about a week out, then a short reminder the day before. Here are the 10 things it should cover.
Restate what you already agreed in conversation: the date, the set time, the set length, what they are being paid and when, and how many guest spots they get. Keep it short and ask them to reply to confirm. If anything changed since you first talked, settle it here so nothing comes up at the door.
Include the event name, date, venue address, door time and the link to the event page. Ask them to check the description for anything that sounds off, like the music style or the dress code (Create an Event).
Send the whole lineup with every set time, so each DJ knows who plays before and after them. Add the changeover times and who closes. How to Plan Set Times for Your Party walks through building the run of show.
Tell them when to arrive, which entrance to use, where to park or get dropped off, and who meets them. If there is a soundcheck, give the time and how long it runs. Ask them to arrive at least one set before theirs so the changeover is calm.
List the gear in the booth in plain terms: the decks and mixer setup, how many channels, monitors, and whether there is space for their own controller. Ask what they will bring and what connections they need. Sorting this a week out beats finding out at the changeover that a cable is missing.
Add each performer to the event lineup linked to their artist profile, then reorder the lineup to match set times (Add Performers to an Event Lineup). Linked profiles help their followers discover your event, and ticket buyers may be given the option to follow the artists in the lineup (Get Your Artist Profile Added to Event Lineups). Ask any DJ without a profile to set one up with an image and a short bio (Promote Your Artist Profile).
Make it easy for them to promote: the flyer in square and story sizes, the event link, two or three lines of copy and the dates you want them to post. Artists can post an update to their followers from the artist dashboard, with SMS, email or both turned on (Message Your Fans With Posts and Text Blasts). If you give each DJ their own promo code with a maximum number of uses, you can track how specific groups are buying tickets and which promotions perform best (Create a Promotion Discount Code). See How to Promote Your DJ Set So Your Fans Actually Show Up and How to Use Promo Codes for Your Party.
Say how many guest spots each DJ gets and the deadline for sending names, such as noon on the day of the event. A free ticket option with a small quantity is one way to keep guest spots limited and visible (Create Ticket Options). Run a Faster Door covers guest lists and comps at the door.
Give one phone number for the day, plus a backup, and say who handles what. Make sure your door team knows every performer's name and arrival time. Door staff added as Door Managers can view the guest list and check people in without access to edit the event (Add Co-Hosts to an Event). Put the performer list in your day-of staff briefing.
Tell them if a photographer or videographer will be there and ask if they are fine being filmed during their set. Promise to send them the best shots after the event so they can share them and remind fans to follow their profile (Promote Your Artist Profile). A quick thank-you the next day, with a note on the next date you would like them for, keeps good DJs coming back. See Event Photography Checklist and 10 Things to Do the Day After Your Event.
Ready to put your next lineup together? Create your event on Beatmatch.
