BookerPal Tutorial for
Talent Buyers

Visit BookerPal and click Sign Up.

Fill in your details (name, email, password) and verify your email.

Log in to your new account.

Click Create Event from your dashboard.

Fill in the event details:

• Event Name, Date, Time, Location
• Description (what artists should know)
• Application Deadline (when you'll stop accepting applications)
• Event Type (e.g., concert, festival, open mic)

During Event Creation: Create an Organization Skeleton

If you don't already have an organization, you'll be prompted to create one.

Enter your Organization Name and a brief description.

This organization will be used for future events, so choose a name that represents your venue or brand.

Specify what types of projects you're looking for:

• Audio (bands, solo artists)
• Audio/Video (performers with visuals)
• Photography (for event coverage)
• DJs, etc.

You can select multiple types if needed.

For each event you configure, the Application Instructions and Event Agreement fields are shown on the application window when a project applies to that category. Application Instructions tell applicants what to include (e.g., complete your project with Bio and Links), and the Event Agreement contains the terms and conditions they must accept.

Below is how the application window looks when a project applies to the Audio category:

Click Upload Picture and select a 19:6 aspect ratio image (e.g., 1920x1080 pixels).

This image will be displayed on your event page and in artist searches.

Once all details are filled, click Save as Draft.

This allows you to review and edit before publishing.

Go to My Organizations from your dashboard.

Select your organization and click Edit.

Add a 19:6 picture for your organization (e.g., venue photo or logo).

Update any additional details (social media links, contact info, etc.).

Return to your Draft Events and select the event you created.

Review all details, then click Publish.

Your event is now live and visible to artists!

Copy the event URL and share it with artists via:

• Social media
• Email
• Direct invites (see below)

Artists can now apply to your event.

You'll receive notifications when artists apply.

Go to Admin Applications in your event dashboard.

For each application, choose:

• Approve (send a confirmation email)
• Reject (optional: include a message)

Approved artists will appear in your lineup.

Option 1: Browse the Projects Roster (Find Artists).

• Filter by genre, location, or project type.
• Click Invite to Apply next to any artist/project.

Option 2: Invite artists directly by email.

• Enter their email address and send an invite.

Once your lineup is finalized, click Send Calendar Invite.

This will email all organizers and approved artists with:

• Event details
• Date, time, and location
• Any additional instructions (load-in times, tech riders, etc.)

Automatic calendar updates: You’ll also receive a calendar invite update the morning after you publish an event (around 8am in the event’s timezone). If you accept one or more applications, a calendar update is sent the next morning to organisers and project members.

Note: Use the Duplicate Event feature to quickly create similar events in the future.

When your lineup is full, change the status from Published to Closed to stop accepting applications.

BookerPal lets event organisers and projects (artists/bands) communicate in-app. All messages are between one organisation and one project. Conversations can be linked to a specific event (e.g. about an application) or general (e.g. general enquiry).

Who can message whom?

• Event organiser → project: From the event’s Applications page, click Message next to a project. You can only start a conversation about an event if that project has applied to that event. Organisation owners and admins can start these threads; members can reply in existing threads.
• Project → event organiser: From your project’s Applications (on your project page), click Message organiser on an application to talk to that organisation about that event. Any project member can start or reply.
• Organisation → project (general): From Find Artists or a project’s profile, organisation owners and admins can start a general conversation with a project (not tied to an event).
• Project → organisation (general): From an organisation or event page, project members can start a general conversation with the organisation.

How do I message a project? Go to your event’s Applications page, find the project in the list, and click Message. If a conversation for that event already exists, it will open; otherwise a new one is created when you send the first message.

Who receives the email? When someone sends a message, all members of both the organisation and the project in that conversation receive an email with the full message and a link to reply on BookerPal. Replies are only possible on the website (no reply-by-email).

Inbox: Use the Messages icon in the header (when logged in) to open your inbox. You’ll see all conversations where you’re a member of the organisation or the project. You can filter by organisation, event, or project and search for specific conversations.

Privacy and safety: Don’t share sensitive personal or payment details (e.g. passwords, card numbers) in messages. Message content is stored and processed to provide the service. For more, see our Privacy Policy.