Booking headline performers is one of the most important—and challenging—parts of producing a successful music festival or major concert event. Securing the right act can boost ticket sales, attract sponsors, and build long-term brand recognition. But landing top-tier talent doesn’t happen overnight. It requires a strategic timeline, well-coordinated logistics, and a solid understanding of the entertainment booking process.
This comprehensive timeline guide will walk you through every step of the journey to help you secure headline performers smoothly and successfully.
Booking Headline Performers Requires Planning
12–18 Months Before the Event: Laying the Foundation
- Define the event’s vision, target audience demographics, target audience psychographics, and desired musical genres.
- Set a talent budget that accounts for artist fees, rider costs, travel, and accommodations.
- Create a target list of headline performers based on your event type, audience, and previous tour histories.
- Begin outreach to talent booking agencies like TSE Entertainment or artist representatives.
- Issue availability requests and gather performance fee ranges.
- Consider tour routing; artists are more likely to book if your event fits geographically and chronologically with their tour schedule.
9–12 Months Before: Entering Negotiations
- Narrow down your top headliner choices based on fees and availability
- Begin negotiating artist fees, hospitality and technical riders.
- Submit formal offers and request holds on potential dates.
- Determine any exclusivity clauses or radius restrictions and negotiate any issues that arise.
- Coordinate with artist representatives, internal teams for marketing needs and announce timelines.
6–9 Months Before: Finalizing the Deal
- Confirm artist availability and sign contracts.
- Issue deposit payments per contract terms.
- Begin advancing the show with the artist’s tour or production manager.
- Collect up-to-date marketing materials (press kits, promo images, bios).
- Coordinate artist involvement in announcements, pre-sale or early marketing efforts.
3–6 Months Before: Preparing for Promotion and Production
- Finalize artist marketing collateral for use in ticket sales campaigns.
- Lock in hotel, flight, and ground transportation accommodations.
- Review and fulfill technical and hospitality riders.
- Launch official announcement of the headliner to drive ticket sales.
- Obtain artist approvals for all promotional content and usage.
1–3 Months Before: Confirming All Logistics
- Conduct regular check-ins with artist reps and tour manager to confirm schedule.
- Finalize backline, stage plot, and production requirements.
- Arrange local crew, runners, and artist liaison staff.
- Schedule soundcheck and performance times.
- Finalize hospitality issues, e.g. catering, green room, local transportation, hotel rooms, etc.
- Prepare credentials, access passes, and site maps for day-of coordination.
Event Week: Showtime
- Welcome artist and provide necessary passes and guides.
- Conduct production meeting with key team members and artist liaison.
- Ensure all technical and hospitality rider items are delivered and set.
- Coordinate arrival, soundcheck, performance, and load-out.
- Execute final payment (if required) per agreement.
Post-Event: Close Out
- Conduct a post-show debrief with your team.
- Complete final payment and reconcile budget.
- Send thank-you notes or gifts to the artist team.
- Collect feedback and begin planning for next year.
- If appropriate, request a testimonial or quote for future promotions.
Bonus Resource: Performer Booking Checklist
A downloadable PDF checklist version of this timeline is available to help you stay on track throughout the entire process. Use this checklist as a printable tool for your internal planning team.
Download the Headliner Booking Checklist PDF
Final Thoughts
Booking headline performers for a music festival or concert is a multi-month process that requires foresight, flexibility, and detailed coordination. Whether you’re producing a small regional festival, a large-scale multi-day event, or a major concert, following a structured booking timeline ensures fewer surprises and a smoother artist booking experience.
Need help booking headline performers for your next festival? TSE Entertainment has five decades of experience securing top talent and managing the full production process.
Contact us today for a free consultation.
