Process: Booking a Performance

Owner: Events Manager
Last Updated: November 2025
Purpose: To ensure a consistent, professional, and efficient process for identifying, booking, and confirming musicians and performers for Midtown Global Market events.

1. Identify Market’s need for Talent

  • Determine what kind of entertainment fits the event (genre, length, tone, cultural connection, etc.).

  • Confirm date, time, performance location, and budget with Executive Director (if applicable).

2. Research or Select Performers

  • Search previous our existing Performer Database with of MGM performers, genres and prices. Search local talent lists, or community recommendations.

  • Review demos, videos, or references.

  • Make sure performer aligns with MGM’s mission and audience diversity.

3. Initial Outreach

Send a short, professional email or message to the performer that includes:

  • Event name, date, and location

  • Performance time and length

  • Compensation offered

  • Expectations (sound levels, load-in time, etc.) Include size of stage and if production is included.

  • Request for confirmation of interest and availability

Save a standard outreach email template in your shared drive.

4. Confirm Details

Once performer agrees:

  • Confirm set time, load-in/out time, equipment needs, and payment amount.

  • Collect:

    • Full legal name / group name

    • Contact info

    • W-9 form

    • Social media handles, photo, links (for promo)

    • Confirm a ‘no drums’ policy. Other percussion as negotiated.

  • Provide performer with a Performer Agreement Form (digital or printed).

5. Internal Setup

  • Add booking to the Master Events OUTLOOK Calendar.

  • Share performer details with:

    • Executive Director

  • Sound support can be provided - ONLY IF APPROVED in advance.

6. Promotion

  • Provide performer name, photo, and short bio to Marketing team.

  • Approve final promo text.

  • Post on MGM’s social media, website calendar, and internal digital signage.

7. Day-of-Show Checklist

  • Arrive 30 minutes early to greet performer.

  • Ensure sound/equipment setup is ready.

  • Confirm start and end times.

  • Take photos or short video clips for future promotion.

  • Have performer sign any final paperwork if needed.

8. Payment

  • Submit payment request with W-9 and agreement attached to accounting one week prior to the performance.

  • Confirm payment timeline with performer (check or ACH).

9. Post-Event Follow-Up

  • Send a short thank-you email (within 48 hours).

  • Ask for feedback or testimonial.

  • Note how the crowd responded for future reference.

  • Add to “Approved Performer” list if experience was positive.

Performance Agreement