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Event information scattered across emails, WhatsApp, Notes and desktop files
Every gig under control
Event management for bands and musicians
Every BandCalendar event is a full operational record: client, commercial overview, services and programme, lineups and notifications, documents, Finances, to-dos, setlists, logistics, food and accommodation, notes and history.
In this page
- Services and programme, Finances and commercial overview
- Lineups, documents, setlists and logistics connected
- Food and accommodation, notes and operational history
Common friction
What this solves
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Difficulty communicating timings, addresses and instructions to all musicians before the day
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Contracts, setlists, Finances and technical documents hard to find at the last minute
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No place to check at a glance whether the event is confirmed, paid and complete
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Past event history hard to review when renegotiating prices or reproposing a service
Definition
What is an event record for bands and musicians?
An event record for bands and musicians brings together client, services and programme, lineups, documents, Finances, setlists, logistics, hospitality and history. In BandCalendar it is the operational centre of the booking, not just a calendar appointment.
Workflow
How it works in BandCalendar
1
Create the event record
Enter name, type, date, venue, client and read the commercial overview (quotes, contracts, collections).
2
Define services and programme
Create or import services, order activities and separators without mixing order and times.
3
Connect lineup, music and documents
Assign personnel, collaborator notifications, setlists and operational files with controlled visibility.
4
Organise logistics and hospitality
Vehicles, equipment, timings, food and accommodation (hidden for streaming-only events).
5
Close Finances and history
Collections, customer refunds, costs, fees and corrections stay in Finances; history keeps the actions.
Connected features
The operational pieces stay connected
Commercial overview on the overview tab
Services and programme (including import from a quote)
Lineups, notifications and team members
Documents with collaborator visibility
Finances tab: revenue, collections, refunds, costs, fees
Setlists and music requests
Vehicle/equipment logistics
Food and accommodation, notes and history
Event time zone, map with pin and distances from your base
Email to the client from the event, with the conversation linked to the date
See it happen
An event from creation to sharing
- 1Create the event
- 2Link lineup and setlist
- 3Equipment, van and lodging
- 4Agreed amount and deposit
- 5Generate the link for the musicians
- 6The musicians see it all on their phone
Product screenshots
See the feature in the real app
Try the workflow
Start from Event management
Use the free plan to reproduce this workflow with your real clients, events, documents and collaborators.
Start by setting up
- Create the event record
- Define services and programme
- Connect lineup, music and documents
Internal links
Continue exploring
Event calendar
An operational calendar for musicians and bands that connects sales pipeline, clients, gigs, rehearsals, tasks, reminders, lineups, documents, Excel export and personal Google Calendar and Apple Calendar/iCloud sync.
Quotes and contracts
Create professional quotes and contracts for music services from separate content and layout templates, with rich text editing, preview-consistent PDFs, services and expense reimbursements, online quote acceptance, public links and click-to-accept simple electronic signature without a client account.
Setlists and repertoires
Organize repertoires, song catalog, keys, notes, total duration, event setlists, song requests from the audience or client, exports and public shares in a workflow connected to events.
Collaborators and lineups
Manage the band's real lineup: core musicians, substitutes, extra collaborators, roles, instruments, lineups, projects, linked events, payments, documents and different team permissions.
Fees and Finances
Track event money on two clear layers: client collections and customer refunds (commercial documents and the Finances tab), and collaborator fees with advances, line items, withholding and expense reimbursements. Summaries by period, event or musician.
Documents and media
Organize PDFs, riders, contracts, quotes, images, audio, video, versions and public links in a cloud archive connected to clients, events, collaborators, lineups and projects, with contextual upload dialogs, PWA offline and controlled collaborator visibility on the event.
Entertainment agencies
BandCalendar helps entertainment agencies, live-entertainment companies and organizations coordinating many performers manage numerous lineups and projects, clients, events, documents and finances through a multi-user team with granular permissions.
Client CRM
Client directory with a Kanban sales pipeline, custom categories, additional contacts, statistics and import from CSV or Excel. Each client page gathers the events, quotes, contracts, documents and emails of that client, with email and WhatsApp actions in context.
Emails and client mailbox
Write to clients from an event, a quote, a contract or the client page and find every email, with the replies, in the conversation of that client. The team mailbox has an inbox, unread messages and search; you can send to several clients at once, schedule a send and connect your own mailbox to write from your address.
Tasks, rehearsals and reminders
The To-do area brings together Kanban tasks, rehearsals and reminders: priorities, due dates, assignees, checklists, comments and recurrences, linked to clients, events, projects and lineups. Rehearsals have place, times and participants; to pick the date there is the WhatsApp availability poll.
FAQ
Questions before starting
Can I manage both confirmed events and pending requests?
Yes. Each event has a configurable status: you can distinguish requests, confirmations, events in preparation, completed or cancelled.
Can I link an event to a quote and a contract?
Yes. From the event detail you associate quotes and contracts and read the commercial overview on the overview tab.
What are Services and programme?
It is the tab where you manage included services and the day programme (activities, separators, import from a quote) without mixing order and times.
Where do I see collections and fees for the event?
In the Finances tab: agreed revenue, collections, customer refunds, costs and fees stay distinct; the global Fees section deep-dives into cachets.
Can I upload technical documents directly to the event?
Yes. You can link operational files and choose which ones collaborators see on the restricted public page.
How do I review past events?
From the events list filter by period, type or status. The detail keeps history, Finances, lineup, setlist and documents.
Can I mark the exact place on the map?
Yes. The address is converted into coordinates for the map and distances; if it is not found you place the pin by hand, use GPS or paste the coordinates.
Keep exploring before you start
Compare related workflows, then open the free plan when you are ready to test it on a real booking.