[Dixielandjazz] Event Planners - Was The Grass is always greener

[Steve Barbone]

Sometimes event planners work on a cost plus basis.

e.g. In 2002, we played the Du Pont Corporation's 200the Anniversary event
on 25 acres of Winterthur's Grounds. in Delaware. A 1000 acre Estate Du Pont
donated to the State of Delaware. There were 6 bands and 22,000 attendees.
(Cost for ice cream alone was $800,000, I saw the invoice)

We were to play 5 sets in the Jazz Area. from Noon to 5 PM. We negotiated a
good deal for it with the Event planner, via email, who was from the mid
west, 800 miles away. We had been recommended by some Du Pont Board members
who were fans of ours and BTW owned a piece of Dixieland Band, The 2007
Kentucky Derby winner's granddaddy.

A week before the gig, they told us we had to arrive by 9 AM because of the
logistical nightmare of getting everything there with the caterers, bands,
Hot Air Balloons, Race Cars, Kids Rides, Various corporate displays, etc.,
etc., etc. We had previously been contracted to arrive at 11 AM.

When they told us about the 9 AM the very first thing the event GM said was
"We realize this is extra time for you guys and will add $3000 to your fee."
Just like that. $250 an hour each (6 guys) for sitting around eating and
relaxing was a pretty nice deal.

In later conversation, with the planning staff, I learned that they were on
a cost plus basis. They submitted copies of all invoices to DuPont and got a
percentage over that, as long as they stayed within the overall budget,
which they did.

I don't know what the total budget was, but they wined and dined 22,000
employees & families. No doubt it was in the multi millions. The music fees
had to be in excess of $150,000, but still, much less than the ice cream.

The event went smooth as silk and whatever the planner made was well worth
it to Du Pont Corporation. I guess there are instances where the situation
is much different than the usual. Like some of us think a Mercedes is really
big time and then some guy goes by in that brand new Bugatti, costing $1.4
million dollars. Why? Because he/she can.

Cheers,
Steve Barbone