How to book members on a first come first serve basis

Before you continue, in your event settings, make sure you have the Display other members option turned off. This will prevent your artists being able to see who else has been assigned to the event.

Booking members can be done in a few different ways, and each user usually finds their own unique approach that works best for them based off their previous process. We openly encourage our users to find a method that suits them well and communicate the process clearly with their members.

The most effective and commonly used approach to first come first serve bookings on Band Pencil is:

  1. Assign all the members/artists you're interested in booking to the event.
  2. If you need time to collect more event information, make the event not visible to the members/artists so they can't see the event and response.
  3. When you're ready, make the event visible and send them an email simultaneously, offering them the gig and stating that it will be first come, first served and you will be emailed if selected to confirm the booking.
  4. Use Band Pencil to track the responses and see who replied first. Alternatively, you can wait for email notifications when someone updates their availability.
  5. Once you have identified the first respondent, send them an email to confirm the booking
  6. Finally, remove all other members from the gig to avoid any confusions and, optionally, but recommended, email everyone else to say they have not been booked.

To streamline this process, you can create different member groups and assign a group to an event instead of individually assigning each member. This can help you save time and effort in managing your gigs on Band Pencil.


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