Onboarding with Gathr: Your Booking Fees / In-Person Events

3 Mins read

Whether setting a ticketed or non-ticketed event, a wide range of factors can help determine your booking fee. Your booking fee has everything to do with your own personal needs and goals, and the markets you work in. Start with a number representing what you need to make per week or month, and figure out your rates from there. 

Determine if a fixed or hourly rate makes most sense for what it is you’re offering. 

Do you have band members or collaborators? If so, this is a group decision. Make sure that everyone’s needs are met, and that everyone is on the same page with the pricing structure you’re suggesting.

Ticketed Events vs Non-Ticketed Events
A ticketed event is when the host decides to charge admission for their event. You have the choice to get a % of the gate, get a fixed fee, or get a fee vs or in addition to a % of the gate. 

A non-ticketed event is when the host decides not to charge admission to the event. You will still get your fees covered, but you will not get a % of the gate.

Fee Structures

Fixed Fees
A set amount paid for your work. The fee will not change based on the number of hours, the number of event attendees, and so on. 

Hourly Rate
An hourly amount paid for your work. This will typically be paired with a stipulation regarding minimum hours, or a minimum fee.

As an example, an agreement might look like: 

“$20 an hour, with a minimum 4 hour guarantee” or

“$20 an hour, with a minimum $100 fee”

Minimum Hours
The minimum required hours that must be met in order for you to be booked. This will typically be paired with your hourly rate. 

When setting your minimum hours think about the amount of hours it takes for a booking to make financial sense to you. Factor in time not directly tied to your performance or presentation - travel time, preparation time, etc. 

Minimum Guarantee
An initial up-front fee that is paid to talent irrespective of ticket sales or audience size. This is the minimum required amount talent will set to perform, be part of a seminar, etc.

Share Of Ticket Sales
This applies to ticketed events only. A share of ticket sales means talent will receive a % of “the gate”, which is the box office, or the total amount collected from ticket sales. 

For example, you can charge a minimum guaranteed appearance fee of $500 vs. 50% of the gate -- whichever is higher. 

Or you can charge $500 in addition to a % of the gate. 

Or you can just ask for a straight % of the gate.

An example to consider here is a typical limited theatrical film booking will be $250 minimum guarantee vs 35% of the door, whichever is higher.

Per Person Fee
The per person fee is the amount per person you charge for your services.

As an example, if you are being hired to organize a private dinner for 20 guests with an estimated 10 hours to meet with your client, plan, attend, and complete this event; and your normal hourly rate is $100 per hour, you can estimate your per person fee in the following manner: 

10 hours x $100 per hour = $1,000

$1,000 / 20 guests = $50 per person

Your per person fee in this scenario is $50 per person.

Minimum Attendance
The minimum number of tickets sold or required audience before a performer will confirm a booking.

As an example, if you are a subject expert giving a lecture and your payment structure is centered around a per person fee, what is the minimum number of attendees that would make sense for you to give the lecture?

Additional Features and Fees
Consider your travel fees, food and beverage requirements, and more. This could include lunch, a workbook, physical materials you need for your event, t-shirts, colored pencils, cleaning fees, security fees, an open bar, etc. 

You want to make sure that everything you need for your event is covered. This can be a required or optional fee.

You now have everything you need to get started on your in-person event, but what about virtual events?

Step Four: Your Booking Fees / Virtual Events

Are you curious to learn more about Gathr Talent to see if it is the right fit for you? Get started with Gathr