Short answer. For a public institution to book artists for a free festival, it needs an approved budget allocation, a defined procurement process and an intermediary who submits formal offers to managements. International managements also ask whether public funds or government participation are involved in the event.
1. Budget first
Without a budget allocation there is no serious offer. The budget must cover the fee, crew logistics, riders and tax withholdings.
2. Choose the procurement model
Direct award or tender, depending on the amount and regulations. In Costa Rica, many of these processes go through SICOP. Set timelines early: artists do not wait for long processes.
3. Compliance from the offer
- Declaration of government participation or public funds.
- 15% income tax withholding for non-resident artists.
- Clear, auditable budgets with identified suppliers.
4. Offer model
At free festivals the usual model is a flat fee, sometimes with expenses on top. Compare the offer models for booking artists.
5. Integrated production
The artist joins the festival's overall production: schedules, stage changeovers, shared backline and security.
Our experience. Our team has more than 20 years on major stages: Cervecería Costa Rica shows, Festival Imperial and Fiestas de Palmares. We have provided logistics, technical production and booking for festivals such as FIA, and we are the general producer of Chepe Rock. More on festival booking.
FAQ
Can you submit offers for a tender process?
Yes, with the artist's and the intermediary's documentation.
How far ahead should we start?
For international artists, 6 to 12 months.
