A checklist for musicians performing at events

Preparing for a safe and successful performance

One of the first things to think about is safety — for yourself, your bandmates, and the audience. Preparing well also sets you up for a better performance, helping you feel organised and focused.

Assessing the venue
Before your performance, take time to understand the venue. If you can, visit it in advance or ask for a floor plan. Find out where the stage is, check the load-in areas, and see if there are any potential hazards, like exposed cables or slippery floors. Knowing the space will help you prepare and feel comfortable on the day.

Checking sound and lighting equipment
Make sure the sound and lighting equipment at the venue meets your needs. Check with the event organiser or sound engineer to confirm what’s provided and whether you’ll need to bring any extras. Also, confirm that all equipment is safe and reliable. Faulty equipment can be both a hazard and a headache during your performance.

Communicating with event organisers
Building a good rapport with the event organiser is key. Confirm important details, like your arrival time, set duration, and any requirements you have. Discuss contingency plans too – if there’s a power cut or equipment fails, you’ll want to know the backup options. Clear communication helps everyone stay on the same page and ensures fewer surprises.

Financial planning and budgeting for the event

Performing at events can quickly add up in costs, especially if you’re travelling. Planning your budget in advance will help you avoid unexpected expenses.

Creating a budget for your performance
List out every potential expense: transport, accommodation (if needed), equipment hire, food, and any other essentials. Think about adding a small contingency fund for emergencies, like last-minute equipment rental or repairs.

Exploring cost-saving options
Saving money can be as simple as carpooling with bandmates or renting equipment locally instead of transporting it. If you’re travelling as a group, look into group accommodation rates or try staying with friends or family if you can. Every little saving helps keep more of your gig fee in your pocket.

Negotiating payment terms
Don’t forget to discuss payment terms with the event organiser. Will you be paid upfront, or is it a split payment with some after the show? Also, check if any travel expenses are covered. Knowing exactly when and how much you’ll be paid will help you plan around it and avoid misunderstandings.

Planning for equipment transportation and setup

Transporting your gear safely and getting it set up efficiently is crucial to any performance. A smooth setup allows you to focus on the music, not logistics.

Choosing the right mode of transportation
Consider hiring a van or car with enough space for your instruments, amps, and other equipment. This may be a more cost-effective option than driving multiple vehicles. Make sure you can safely secure all your gear to avoid damage during transport.

Packing and labelling gear efficiently
Use padded cases for all instruments, and label everything clearly with your name and contact information. This makes unpacking and setting up easier and helps if any of your gear gets misplaced.

Arriving early to set up
Arriving at least an hour early gives you time to set up, do a sound check, and resolve any technical issues before the audience arrives. This extra time can be a lifesaver if you’re dealing with unfamiliar equipment or a tricky venue layout.

Ensuring health and safety during the event

Performing can be physically demanding, and it’s easy to overlook your own health and safety in the excitement of a gig. A few small steps can make a big difference.

Protecting your hearing and voice
Long gigs and rehearsals can take a toll on your hearing and voice. Consider using earplugs to protect your hearing and keep your volume levels manageable during practice. For vocalists, warming up and staying hydrated will help you avoid strain.

Being aware of crowd safety
Keep an eye on the crowd and be mindful of anything that could cause an accident. If your setup includes cables on the floor, make sure they’re covered to prevent trips. Also, don’t be afraid to call for security or ask for help if the crowd is getting rowdy. Crowd safety is a shared responsibility between you and the event organiser.

Navigating contracts and legal considerations

Contracts might sound daunting, but they’re there to protect both you and the event organiser. Understanding them will help prevent any issues that could affect your performance.

Reviewing contractual obligations
Read through your contract carefully. Make sure you understand your obligations, such as how long your set is, what time you need to be there, and what’s included in your payment. It’s best to clear up any uncertainties in advance rather than leaving it to chance on the day.

Understanding venue and event rules
Each venue has its own rules, from noise limits to load-in times. Some places have strict policies around alcohol, fire safety, or even what gear you can bring. Knowing these rules helps you avoid issues that could impact your performance.

Planning for cancellations or rescheduling
It’s a good idea to agree on what happens if the event is cancelled or rescheduled. Make sure there’s a clause in your contract outlining what happens in case of bad weather, illness, or other unforeseen events. This helps protect your time and income.

Common challenges faced by musicians at events

Even with careful planning, performing at events comes with its own set of challenges. Being aware of these can help you prepare, adapt, and stay calm if things don’t go perfectly.

Technical difficulties
One of the most common issues is equipment failure, from malfunctioning amps to microphones cutting out mid-performance. To minimise this, always do a thorough sound check and, if possible, bring backup cables, batteries, and adapters. Having a quick fix kit can be a lifesaver for small, fixable issues.

Poor sound quality
Every venue has its unique acoustics, which can sometimes make your music sound quite different from rehearsal. If there’s a sound engineer, work with them to get the best balance. If not, try experimenting with speaker placement and volume settings during the sound check to find the best mix for the space.

Time constraints and schedule changes
Schedules at events can change unexpectedly, and you may find yourself with less time than planned. Be prepared to adjust your setlist if needed, focusing on your strongest songs to make an impact in a shorter set. Flexibility is key when dealing with time changes or delays.

Weather and outdoor conditions
For outdoor events, weather can be a real challenge, especially if conditions are unpredictable. Be prepared with waterproof covers for your equipment and have a plan for managing heat or cold if the event goes on regardless. If there’s any chance of rain, confirm with the organiser whether there will be a covered stage.

Distractions and disruptions
Event settings can come with unexpected distractions, from loud crowd chatter to nearby activities that draw attention away from your performance. Staying focused and keeping your energy up helps maintain the audience’s interest. If disruptions persist, consider addressing the audience briefly to bring their focus back.

Protecting yourself with the right performance insurance

Insurance might not be the most exciting part of performing, but it’s essential for peace of mind. The right coverage will protect you and your gear if anything goes wrong.

Public liability insurance
This covers you if a member of the audience or another person is injured or their property is damaged during your performance. Some venues even require this as a condition for performers, so it’s a good idea to look into it.

Equipment insurance
Your instruments and gear are valuable and transporting them increases the risk of damage or loss. Equipment insurance helps cover the cost of repairs or replacements if anything is damaged, lost, or stolen during an event.

Performance cancellation insurance
Sometimes things happen that make it impossible for you to perform, like illness or an unforeseen family emergency. Performance cancellation insurance can help protect you financially if you’re forced to cancel a gig.

Health and accident insurance
Performing involves some physical risks, so having health and accident insurance is a good safety net. It provides coverage for medical expenses if you get injured or have a health issue before or during the event.

*Disclaimer – This blog has been created as general information and should not be taken as advice. Make sure you have the correct level of insurance for your requirements and always review policy documentation. Information is factually accurate at the time of publishing but may have become out of date.