The problem
Before confirming a date, a band leader has to check 6 players and find deps for anyone who can't make it, then send each the address, timings, dress code and set list. Doing that by WhatsApp and phone takes about 40 minutes a gig. With 8 gigs a month that's over 5 hours, and a dep who turns up without the right charts makes for a long night.
What the AI does
BandHelper is a band management app. Its Plus plan adds event scheduling with availability requests and reminders, so the leader asks the band and deps about a date and sees who's free. It sends standard gig invitations and confirmations, keeps gig details in one place and distributes set lists to bandmates. Its site says it gives deps the charts and recordings they need for a gig; file sharing is listed on Pro for bands, which also adds income and expense tracking so members can see their earnings.
A worked example
A 6-piece function band in Leeds plays about 8 gigs a month and uses deps on about half of them. The leader moves availability checks, gig details and set lists from WhatsApp into BandHelper.
Before
About 40 minutes per gig checking availability, finding deps and sending details: 8 × 40 = 320 minutes, over 5 hours a month
After
About 10 minutes per gig to send the request, confirm and publish the set list: 80 minutes a month
What it's worth
About $133£100€119A$192C$188 a month saved, against about $9£7€8A$13C$13 to $12£9€11A$17C$17 for BandHelper. That's 4 hours (320 minus 80 minutes) at an assumed $33£25€30A$48C$47 an hour. For 6 to 20 members, Plus is $9 (about $9£7€8A$13C$13) a month and Pro, which adds file sharing and earnings tracking, $12 (about $12£9€11A$17C$17); check whether your regular deps count towards your band size.
How to set it up
- Start the free trial on the website and add every member and your regular deps.
- Load your repertoire and build set lists for your usual packages.
- For each inquiry, send an availability request for the date before you confirm with the client.
- Once booked, send the gig invitation with address, timings, dress code, parking and set list.
- Share charts and recordings with any dep a week before the gig, on a plan that includes file sharing.
What goes wrong
- It only works if everyone answers in the app. Agree as a band that availability goes through BandHelper, not WhatsApp.
- Prices in the iPhone and Android apps may be higher than on the website, so subscribe on the website.
- Charts and recordings may be copyright arrangements. Share them only within the band and with deps for the gig.
- File sharing is listed on Pro for bands, not Plus; check which you need before choosing.