Decide the details of their performance, such as how long you want them to play, if other acts will be performing too, the time the performance will start and other logistical details. If you have special demands, such as specific songs to include, make note of these too.
Establish the payment arrangement, such as a fixed amount – “We will pay you $500” – or based on other factors, such as ticket sales – “You get half of all the money that comes in the door.” Newer, unknown bands are often willing to work for free or for a cut of the door, while more established acts require a “guarantee,” a fixed amount you guarantee to pay them.
Approach performers the proper amount of time before you want to book them. If you’re booking a local college jazz trio, you may be able to book them at a week’s notice, but busier, more well-known acts need notification of a few months at least, increasing the likelihood they’re not already booked somewhere else. To be safe, contact the performer at least two or three months in advance.
Email or phone the performer or their booking agent. Many musicians have websites with a “Contact” page that details who, and how, to contact for booking information.
Answer their questions. Ask if they have any special demands, such as items they must have to perform. Examples include bottled water, a meal and towels.
Sign any contracts they send you, as long as you agree with what the contract says. Mail these contracts back promptly.
Mail any payments that must be given ahead of time. More established artists sometimes require advance payments, which help put them at ease that you’ll keep your side of the deal.
Honor any other parts of the deal, delivering responses and documents promptly. Keep them happy; their performance will be better and they’ll be more likely to work with you again.