Band Selection Guidelines for SA Live Music Club Gigs

1.  Calls for Registrations to play at SA Live Music Club gigs are published on the Club’s website and emailed to members. Registration is an expression of interest or application only. No band is confirmed to play at any gig until notified by a member of the Events Management Unit.

2.  Registrations are accepted up to the specified closing date. After the closing date, EMU collates, records and reviews registrations.

3.  To be eligible for consideration for a gig, a band must comply with SA Live Music Club requirements that all band members are paid-up full Members and each membership is valid up to and including the date of the proposed gig. Any band member whose club membership has expired will be given an opportunity to renew his/her membership.

4.  A band that does not comply with any of the above criteria is not eligible to play at a SA Live Music Club gig and its registration is withdrawn from further consideration.

5.  If the number of eligible band registrations for a gig is less than or equal to the number of available band slots, then those bands will be selected for that gig.

6.  If the number of eligible registrations is greater than the number of available band slots, EMU will apply the following selection process in order to ensure that all bands have equitable opportunities to perform over time:

6.1  Registrations will be ranked in order of which band played when. The band that played longest ago is listed first at the top as no 1, and the remaining bands in chronological order to the band that played most recently listed last at the bottom.

6.2  Available slots will be offered to bands in that rank order until all slots are filled.

6.3  If two bands last played on the same date (i.e. they are ranked equally in the list) then EMU will use a count-back method to decide which band takes precedence; EMU will count how many times each of those bands has played at club gigs over previous months and give preference to the one that has played the fewest times. (Please see worked example in the Appendix to illustrate how this works in practice.)

6.4  In the event that there are insufficient eligible registrations to fill all available band slots at an event, EMU is authorised to invite eligible Club bands to fill such slots or to invite eligible Club members to form a one-off band for that purpose in order to meet the Club’s commitments and the promoter’s and venue’s requirements and expectations.

6.5  Any casual vacant slots created by the subsequent withdrawal of a selected band before the gig will be offered firstly to any remaining registrations in the ranked list as provided for in item 6.1 and then as provided for in item 6.4.

7.  EMU will use its best endeavours to accommodate any special requirements stated in a band’s Registration, such as preferred time slot, within the constraints of the event’s and promoter’s requirements.

Special Arrangements for Promoter Sponsored Events

From time to time at certain specific events, the promoters choose the bands they wish to perform at their event, not the Club or Events Management Unit.

At those gigs, the SA Live Music Club’s role is to facilitate registrations and assist with the event programming, as follows:

  • EMU calls for and collects registrations for the event and forwards eligible registrations to the Promoter.
  • The Promoter makes band selections at its discretion.
  • The Promoter consults with EMU on the programming of the selected bands.

An event where the Promoter makes the choice of bands will be clearly identified as such in the call for registrations.

Events Management Unit
Updated Sept 2020

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Appendix – Example of Selection Process in Practice

For the Saturday Session on 19 Sept 2020, EMU received six registrations for four performance slots. EMU ranked them in order of who played when, thus:

1. Stonehenge   Last played Club Cool in Nov of previous year (i.e the longest ago)
2. Poorleans      Last Played Club Cool 15 March
3. Off the Rails Last played Sat Session 18 Jul
4. Flashback     Last Played Sat Session 18 Jul
5= Jetty Boys   Last played Sat Session 15 Aug (i.e the most recent event) equal with:
5= Crossfire     Last played Sat Session 15 Aug (i.e the most recent event).

There were four available slots so the first four were selected.

However, if one of the selected bands withdrew (or there were 5 available slots) EMU would need to decide between Jetty Boys and Crossfire, both of whom played most recently at the same session on 15 Aug and were ranked equally in the list.

Applying step 6.3, over the past 6 months Jetty Boys played 3 times (Sat sessions on 15 Aug & 18 Jul plus Club Cool on 16 Feb) and Crossfire played once (Sat session on 15 Aug).

Thus Crossfire played the fewest times and would have been selected for the vacant spot.

In the unlikely event that both bands had played the same number of times over the past six months, even if at different gigs, EMU would keep on counting back to include the past 7, 8, 9 months and so on, until it found the next occurrence where one of the bands played in order to identify the band that had played the fewest times and select it for the vacant spot.

Ian Short
Vice-President
Sept 2020