Traveling Musician's Guide: How to Book Gigs Independently and Save on Accommodations
Since November 2021, I've been living my dream as a full-time traveling singer-songwriter, independently booking all my shows without an agent or management company. When I started touring in 2021, I was new to performing solo and had never booked gigs for myself.
Despite my doubts, I committed to giving it a year and enjoying the adventure while traveling the country, something I'd always wanted to do. If things didn't work out, I knew I could return to my previous bartending job. But I was determined to make this dream a reality.
I'm happy to report that I'm approaching my third year and have played over 300 shows in 50+ cities across the United States. I've made more money than I used to earn as a bartender while fulfilling my passion.
My friends and fellow musicians frequently ask me who books my gigs. They are often surprised when I tell them I handle all the bookings independently. Realizing my interest in this topic, I've decided to share my Effective Music Booking Strategies.
These gig-booking strategies can benefit you whether you aspire to turn this into a reality or are simply looking for more performance opportunities in your current area.
Where to start?
Is a website necessary for booking gigs?
You'll need a professional-looking website or video of yourself playing live to send to a potential venue.
I made mine on Squarespace, which was easy, considering I sometimes have trouble working the television.
Where to stay as a traveling musician?
Think about where you want to go and your travel budget. Do you have a friend or relative you can stay with while you're in the area? Do you have hotel points or a discount you can use? Are you comfortable staying at a campground to save money? Or, can you work the cost of a hotel and gas into your pay rate?
Worrying about where you’ll stay for an out-of-town gig can be stressful, and I avoid situations like that at all costs.
If I can't stay with friends or family while playing gigs out of town, I rely on discounted lodging accommodations to keep my travel expenses as low as possible. I like to have my own space in my downtime, so I usually try to secure my accommodations when I travel; it all depends on how close and comfortable I am with the person/situation.
DISCOUNT LODING RECOMMENDATIONS FOR TRAVELING MUSICIANS.
We've already discussed asking friends or family for accommodations. You can post about it on Facebook if you're comfortable with it.
I have advertised living room shows this way without directly asking for a place to stay. Typically, if someone is hosting you for a living room concert or backyard show, they will provide accommodations, which you would need to discuss before booking.
Hotel Deals and Points
I am fortunate to have a family member who works for Hilton. They allow me to be under their friend and family program, providing significant hotel savings. Additionally, I signed up for Hilton's free Hilton Honors program, which earns me points on stays that I can use for free nights on future stays.
If you are comfortable, ask your Facebook friends or friends on other social media platforms if they know anyone who can help you save on travel expenses for your next tour.
Name Your Price on Priceline Hotels
I will be honest: it has been years since I last used this platform, but I have fellow musician friends who do, and it helps them save.
Tour Sleeper
I just heard about Tour Sleeper, and recently signed up.
This is directly from their website explaining our the program works:
Artists could use help finding places to stay that are safe and inexpensive near the venue on their tour. And music fans want to support artists on tour.
TourSleeper helps artists connect with local music fans who can offer to host touring artists in their homes or apartments close to the venue.
TourSleeper is a service that provides a marketplace for artists and fans to connect.
Artists can promote their tour and list lodging needs in various cities along their tour route.
Music fans can support artists by sending a lodging invitation to make their home, apartment, or extra room(s) available for one or more nights.
The artist chooses which place to stay from one or more fan invitation submissions.
When the artist accepts a fan's invitation to stay in their home or apartment, the fan can select to purchase special artist merchandise that the artist will deliver to the host upon the artist's arrival.
Thousand Trails Cabin Pass:
The Thousand Trails Cabin Pass has been a game-changer for me. I pay $1600 for the year and can stay for up to 7 nights all over the U.S. in cabins and tiny homes. You can stay all year long with limited restrictions. The only caveat is that you can only book up to 60 days in advance, and I usually book my gigs six months or more in advance.
I stayed in the Florida Keys 9 times in 2022, which covered more than the initial cost of the membership. They also offer payment plans at no extra charge, which makes it even easier. This has only been avaiblable for the last 2 years so most people don’t know about it yet.
Click here to read more about the Cabin Pass Thousand Trails Cabin Pass-honest review and complaints
Staying at Campgrounds
Campgrounds are the most inexpensive way to stay and can usually be booked in advance. My favorite booking platform is Recreation.gov. It's easy to use, and you can book directly from the app or website. If you have an RV, camper van, tent, or even sleeping in your car, you can stay all over the United States for as little as $10 a night. Most campgrounds have bathhouses with showers and electricity allowing you to freshen up before your show.
What I love the most about this campground booking platform is you can book six months or more in advance, and if you cancel before the deadline, which is usually the day before, you will get all but $10 of your money back.
Harvest Host For RVers and Camper Vans
Harvest Hosts is a membership program that provides access to a network of wineries, farms, breweries, museums, and other unique attractions that invite self-contained RVers to visit and stay overnight. For a yearly membership fee, Harvest Hosts' members are invited to stay at thousands of exciting locations around North America and experience new opportunities to explore and enjoy the RVing lifestyle.
In my first year of touring, I played at over 15 different Harvest Host locations across the U.S. I was already a member since we had been RVers, and it dawned on me that most of these places had live music. On the app, I could search for breweries and wineries and directly click on the websites and Facebook pages provided by the site. This made it easy to determine whether they had live music.
I would send my customary greeting via Facebook asking for the point of contact for music bookings, then say I heard about them through my Harvest Host Membership. If booked, I would then get into details about staying on the property.
The membership is under $100 for the year, and there's no limit to how many times you can stay, so it's an excellent deal if you have an RV or camper and can boondock.
HipCamp
HipCamp is another handy app for finding tent camping, RV parks, cabins, treehouses, and glamping sites. The app is easy to use, but the prices are much higher than government campgrounds.
Other Discount RV campground memberships I recommend
Passport America-read my review of the program.
How to find and book music gigs?
As a full-time singer-songwriter who loves to perform at smaller, intimate venues such as coffee shops, wineries, and breweries,
I have developed a systematic approach to finding and booking music gigs while traveling. By dedicating time to researching potential venues within a reasonable distance from my lodging, using a road-trip planning app called Roadtrippers, and reaching out to venues via Facebook and email,
I've been able to efficiently fill up my schedule with performances during my travels. This approach has allowed me to maximize my time on the road and connect with attentive listeners who appreciate acoustic music.
In 2018, I sold almost all my belongings and purchased an RV to travel around the United States while playing music. However, you don't need to go to that extreme; I also travel alone, often by car, and use the same booking strategies.
After finding a place to stay, I look for suitable venues that are typically no more than an hour away from my accommodations. Although it may sound like a lot of work, it really isn't. I usually spend an hour or two a few times a week researching venues and reaching out to them, following up as necessary.
Once my lodging is sorted out, I start looking for potential places to perform. Before becoming a traveling musician, I discovered a helpful road-trip planning app. It ended up being incredibly useful for both leisure travel and streamlining my bookings.
The app is called Roadtrippers - a convenient navigation tool that does it all. It calculates fuel expenses, locates accommodation and dining options, suggests places to explore, and more. (They also have a web version)
The great thing about the Roadtrippers platform is that the venues usually include a direct link to their website, Facebook, and sometimes even an email address. I always click on their Facebook link first because it's the easiest way to see if the venue has live music.
I then check to make sure I would be a good fit or even want to play there. I usually click on the events to see if they are currently booking musicians.
Next, I send the venue a short message saying I am a full-time singer-songwriter coming to the area on a specific date, and I'm reaching out to get the point of contact for music bookings. I keep it short and sweet and always provide a link to my website at the end.
Important:
Facebook limits the number of private messages you can send in a day. If I reach the limit, I typically note the venues I couldn't get in a spreadsheet and continue emailing. The next day, I went back and quickly sent a Facebook message if I hadn't still needed to hear back from the email I had sent.
I return to the post section, where they usually have an email. Most places use a different email for music bookings, so I always message them and ask for the point of contact.
I love that I’m able to customize my search on Roadtrippers and link directly to Facebook, it really saves a lot of time.
In this example, I found a week in Kansas City at a Hampton under $300. I entered the address, selected restaurants and filtered those to wineries, breweries, and distilleries. The app highlights only those in my area map, and I get to work.
If you’re interested in joining Roadtrippers, Save $5 on your new membership with my code BTR5QTP
Finding Potential Gigs on Google and Facebook
Once I've exhausted all of my resources on Roadtrippers, I go to a Google search for live music in the area I want to travel to and repeat the messaging process on Facebook and email.
I also find musicians similar to my style on the site Bandsintown and Facebook, see where they are playing in the area, and contact those venues as well.
stay organized with google sheets
It is essential to keep track of your correspondence with the potential venue.
Your time is important, as is the venue's, and it just makes you look unprofessional if you have already communicated with someone and unnecessarily reached out to them again.
I like to use Google Sheets to keep track of the venues I’ve reached out to so I can properly follow-up with them at a later time.
Once, I contacted a venue that had already booked me, introducing myself again because I needed to update my spreadsheet after getting booked. That was super embarrassing, and I had to pretend that it was by accident. So, I suggest making a spreadsheet or some way to keep track of your inquiries and correspondences.
Use a Professional Email Address that represents your Art/Brand
Another way to organize your music booking information is to create a new professional email separate from your personal email. I suggest doing this anyway, especially if you have an email address unrelated to your band or brand.
Example: Hotgurl24@email.com ->Not Best Practice
Using a personal email unrelated to your music can be confusing and isn’t the most professional approach.
example: caitlinrushingmusic@email or caitlinrushingbookings@email ->Alligns with my band/brand
I have a booking company email I also use called WildChildBookings because I also help book a few artists' friends, and I want to keep their gigs separate from mine.
Example Email for Booking Gigs
When constructing an email to look for gigs as a musician, it is essential to keep it professional, concise, and engaging.
Start by addressing the recipient with a polite greeting and introducing yourself and your musical act.
Provide relevant details such as the type of performance you offer, your experience, and any accolades or recognition you've received.
Clearly state your availability and flexibility for the potential gig dates.
Include links to your website, social media profiles, or videos showcasing your live performances to give the recipient a preview of your talent.
Finally, thank them for their time and consideration.
The email format I have been using since the beginning is as follows:
Hi there,
I'm a full-time performer based out of Florida.
I will be in your area November 6th-28th-2025.
I play covers and original music- no tracks, guitar, and vocals. My sound weaves a combination of country, Americana, and Southern soul. Depending on the venue, I also play all original singer-songwriter showcases and special events.
You can click on my website to see all my tour dates/music/media.
A little more about me:
Caitlin Rushing- an Orlando-based Nashville recording artist and songwriter! Her song "Hold On You" earned 2nd place in the ISC (International Songwriting Competition). Rushing recently opened for Easton Corbin, joined by Craig Cambell, Jeffery Steele, and LoCash.
She is best known for her natural musical and lyrical glamour, exhibiting her delicate, upbeat take on shaping folk and country-inspired pop songs. In 2023 Caitlin played 128 shows in 43 different cities.
Thank you for your time!
Caitlin Rushing
*** 867-5309
I update my achievements and accomplishments as I receive them, but my email format generally remains unchanged.
I only include one clickable link to the first page of my website. On this page, you can find my tour dates, see that I'm actively performing, and see where I'm performing. At the top of the page, I have my site index, where you can access my live performances, music streaming, and bio.
I include a clear and professional photo of myself, which will help the potential venue put a face to my bio and brand.
Questions to ask before confirming a gig
It is essential to ask the appropriate questions before committing to a gig and establishing your terms. This involves clearly defining not only your expectations but also understanding the venue's expectations. These factors are paramount in the pursuit of success as a musician.
Important questions to ask before confirming a music gig.
How and when will they pay?
This one is so important: I like to get paid on site after each show, especially if its somewhere I've necer played before.
Will they require a W9?
As a self-employed musician, you will need to file a Schedule C (Form 1040) to report your income and expenses from your gigs and performances.
In addition, some venues may require you to provide a W-9 form, especially if they are paying you more than a certain amount. The W-9 form provides the venue with your taxpayer identification number and other essential information for tax reporting purposes. It's essential to be prepared to provide this form when requested by a venue where you'll be performing. If you're unsure about how to handle your tax situation as a self-employed musician, it's best to consult with a tax professional who can provide guidance tailored to your specific circumstances.
Will you be playing outside? What happens if it rains?
Unfortunately, I had to learn the hard way and missed a scheduled gig because there was no backup plan for rainy weather.
I experienced situation where the venue canceled my show because of rain and wouldn't let me move inside because of a private party. Having a contract or clear communication would have been beneficial.
I didn't play and wasn't compensated in any way because I didn't find out this information beforehand and didn't establish my performance terms.
It's essential to ask about contingency plans and decide if you're comfortable with the risk of cancellation due to bad weather.
Loading in and Where to Park
Loading in for a gig is integral to the live performance process. It involves transporting and setting up all the necessary equipment and instruments at the venue. Setting up efficiently and effectively is crucial to ensure that the soundcheck and performance run smoothly.
It's important to plan the loading process well in advance, considering factors such as parking, accessibility, and any specific venue rules or guidelines. Make sure to ask the venue if there's anything you need to know about load in. Efficient loading in not only sets the stage for a great performance but also helps create a positive and professional impression on the venue staff and audience.
Be Professional!
Follow Up Before Your Gig
Life can get busy for both you and the venue owner, which is why I always make sure to reach out at least a week before my performance to confirm the details.
For gigs that are booked out a year or six months in advance, I like to send a couple of emails expressing my excitement about playing there just to stay in touch. Mistakes, like double bookings, closures, and many other issues, can happen, so checking in before the performance is essential.
If you do you what love, you’ll never work a day in your life!
Living the life of a traveling musician has been an enriching experience.
By independently booking all my shows and strategically managing my travel expenses through various accommodation options, I've successfully pursued my passion while maintaining financial stability.
The insights and strategies I've shared today will hopefully inspire and guide aspiring musicians toward their successful journeys.
Remember, with determination, resourcefulness, and a love for what you do, you can turn your dreams into a reality.
Keep creating, performing, and embracing the adventure of the road ahead!