One of the most frustrating parts of booking live entertainment is getting a vague non-answer when you ask “how much does it cost?” The truth is, a booking agent usually can’t give you a real number until they know the details of your event. The fee for the same artist can vary significantly depending on the context.
Here’s exactly what to have ready before you reach out — so the conversation moves fast and you get an accurate quote on the first call.
Your Event Date and Location
This is the first filter. An artist’s availability on your specific date determines whether the conversation continues at all. Location matters too — an artist based in Miami will have a different fee structure for a local event versus a performance in Las Vegas or Puerto Rico, where travel, hotel, and per diems get added to the quote.
Type of Event
Corporate events, private parties, public concerts, and festivals are priced differently. A private birthday party for 100 guests has different expectations than a corporate gala for 500. Some artists also have different rates for ticketed public shows versus private appearances, because a public show generates ongoing promotion value for them.
Tell the agent: Is this corporate or private? Is it ticketed? What is the occasion?
Expected Audience Size
Artists and their agents use audience size as a proxy for production requirements and overall event scale. A show for 150 people at a venue with a house PA system is a different conversation than a performance for 1,000 guests at an outdoor venue where you need to provide full sound and lighting production.
Performance Requirements
Are you asking for a full live band set? A DJ set? A 20-minute VIP appearance? A meet-and-greet before the show? Each of these is priced differently. Be specific about what you actually need, not just “a performance.” If you’re not sure, the agent can help you figure out what format makes the most sense for your event.
Your Budget Range
This is the one most clients hesitate on, but it’s the most useful piece of information you can give. You don’t have to lead with a specific number — a range works fine. “We’re thinking somewhere between $X and $Y” lets the agent instantly tell you whether that’s realistic for the artist you have in mind, or point you toward someone else who fits your budget better.
Withholding the budget doesn’t protect you — it just slows down the process and sometimes leads to wasted time on both sides.
Venue Details
The type of venue matters for rider compliance and production logistics. A hotel ballroom, an outdoor amphitheater, a rooftop terrace, and a private estate all have different stage setups, power requirements, and load-in situations. If you already have a venue booked, share the name and your contact there — riders often go directly between the production manager and the venue.
Putting It All Together
When you reach out to AER Management with your date, event type, expected guest count, performance format, budget range, and venue — we can usually come back to you with a solid quote within 24 hours. Without those details, any number we give you is a guess.
Use our booking form here — it asks for exactly the information we need, so the first call is a real conversation instead of a data-gathering exercise.
Have your event details ready? Send them to AER Management and we’ll get back to you with availability and pricing within 24 hours.