How to Book a Show at Cains Ballroom

Cains Ballroom, located in the heart of Tulsa, Oklahoma, is more than just a historic venue—it’s a cultural landmark that has hosted legendary acts since 1925. From country icons and rock pioneers to underground indie bands and rising hip-hop artists, Cains Ballroom has earned a reputation as one of the most respected mid-sized live music venues in the United States. For artists, promoters, and booking agents, securing a show at Cains Ballroom is a significant milestone that can elevate visibility, expand fanbases, and open doors to national tours. However, the process of booking a show here is not as simple as submitting a request—it requires strategy, preparation, and an understanding of the venue’s unique operational culture. This comprehensive guide walks you through every step of the process, from initial outreach to post-show evaluation, ensuring you approach Cains Ballroom with professionalism, clarity, and a realistic chance of success.

Step-by-Step Guide

Booking a show at Cains Ballroom is a multi-stage process that demands patience, research, and attention to detail. Below is a detailed breakdown of each phase, designed to help you navigate the system effectively.

Research the Venue and Its Audience

Before you make any contact, invest time in understanding Cains Ballroom’s identity. Visit their official website and social media channels. Study the types of artists they’ve hosted over the past 12–24 months. Note the genres, ticket price ranges, and audience demographics. Cains has a strong affinity for roots-oriented music—country, Americana, blues, rock, and punk—but also embraces experimental and emerging acts that bring energy and authenticity. Avoid submitting generic proposals for pop or EDM acts if your target audience doesn’t align with the venue’s historical booking patterns. The more your act fits their established brand, the higher your chances of consideration.

Build a Professional Artist Profile

Cains Ballroom receives hundreds of booking inquiries each month. To stand out, you must present yourself as a serious, professional act. Your profile should include:

• A high-quality press kit (PDF or web link)
• A professional bio (150–250 words)
• Links to streaming platforms (Spotify, Apple Music, YouTube)
• High-resolution photos (band shots, live performance images)
• A list of past venues and tour dates (include capacity and attendance if available)
• Press clippings or reviews from reputable outlets
• A link to your booking page or contact email

Do not send Word documents, unorganized folders, or social media links alone. Curate your materials into a clean, branded digital press kit hosted on a personal website or platforms like Bandcamp, Sonicbids, or even a simple WordPress page. This signals that you’re serious and organized.

Identify the Right Point of Contact

Cains Ballroom does not use a public submission portal. Booking decisions are handled internally by the venue’s booking team, typically led by the venue manager and booking coordinator. The best way to reach them is via email. The official booking email is often listed on their website under “Contact” or “Book a Show.” If not, search for recent press releases or industry directories like Pollstar or Live Nation’s venue network. Avoid calling the venue directly—phone inquiries are rarely accepted for booking requests.

When emailing, use a clear subject line: “Booking Inquiry: [Your Band Name] – [Date Range] – Tulsa, OK.” Avoid vague subjects like “Hello” or “Interested in playing.”

Send a Targeted Booking Email

Your email should be concise, professional, and tailored. Here’s a recommended structure:

1. Opening: Introduce yourself and your act. Mention how long you’ve been performing and any notable achievements.
2. Why Cains? Explain why you want to play at Cains specifically. Reference a past show you admired or the venue’s legacy. This shows you’ve done your homework.
3. Availability: Provide 3–5 potential dates over the next 3–6 months. Be flexible. Avoid demanding specific dates without context.
4. Supporting Materials: Include a link to your press kit. Do not attach large files.
5. Call to Action: Politely ask if they’re accepting bookings for your genre and timeframe.

Example:

“Hi Cains Team,

I’m Alex Rivera, lead singer of The Dust & The Drive, a roots-rock band from Austin, TX. We’ve been touring nationally for four years and have played venues like The Continental Club, The Bluebird, and The Sinclair. We’re planning a Midwest run this fall and would be honored to play Cains Ballroom. We’ve long admired the venue’s commitment to authentic live music—especially your recent booking of The Lone Bellow and Cody Jinks.

We’re available on the following dates: September 14, October 5, October 19, November 2, and November 16. Our average attendance is 300–500, and we have a strong regional following in Oklahoma and Texas.

Our full press kit, including tour history, media coverage, and audio samples, is available here: [link].

Would you be open to considering us for a booking this fall? We’d welcome the opportunity to discuss further.

Best regards,

Alex Rivera

The Dust & The Drive

[Website] | [Booking Email]”

Follow Up Strategically

If you don’t receive a response within 10–14 days, send one polite follow-up email. Do not send more than two total. A common mistake is to bombard the team with messages, which can damage your credibility. In your follow-up, briefly restate your interest and mention any new developments—e.g., a recent feature, sold-out show, or new single release. This adds value to your request and reminds them you’re active and growing.

Prepare for a Booking Conversation

If your email gets a response, expect a phone call or Zoom meeting. Be ready to discuss:

• Your set length (typically 45–60 minutes for opening acts, 75–90 for headliners)
• Technical requirements (backline, sound, lighting, stage plot)
• Travel logistics (do you need accommodation? Are you driving or flying?)
• Marketing plans (how will you promote the show? Do you have a local following in Tulsa?)
• Revenue expectations (Cains typically uses a door split model, not flat fees)

Do not over-promise. Be honest about your draw. If you’ve never played Tulsa before, acknowledge that—but explain your strategy to build local buzz (e.g., partnering with local radio, social media ads targeting the metro area).

Understand the Financial Model

Cains Ballroom operates primarily on a door split system. This means revenue is divided between the artist and the venue after expenses (staff, security, sound, marketing). There is rarely a guaranteed guarantee (guarantee) unless you’re an established national act. For emerging artists, expect a 70/30 or 65/35 split in favor of the artist, depending on ticket sales and production costs. The venue typically covers all production expenses, including sound, lights, and staff. You are responsible for your travel, accommodations, and merchandise.

Be prepared to negotiate. If you have a strong social media following or local media support, you may be able to request a higher split. Always ask for a written rider or contract outlining the terms before confirming.

Sign the Contract and Confirm Details

Once terms are agreed upon, Cains will send a digital contract. Read it carefully. Key sections include:

• Date, time, and door policy
• Split percentage
• Set times and load-in/load-out schedule
• Technical rider requirements
• Merchandise policy (Cains typically allows artists to sell their own merch on-site)
• Insurance and liability
• Cancellation policy

Do not sign anything you don’t fully understand. If you have questions, ask for clarification. Once signed, keep a copy and confirm all details via email.

Promote Your Show

Booking the show is only half the battle. The venue will promote the event on their website and social channels, but your success depends heavily on your own marketing. Create a Facebook event, post on Instagram and TikTok with behind-the-scenes content, and reach out to local Tulsa blogs, radio stations, and music publications. Offer early-bird ticket discounts or bundle merch with tickets. Encourage fans to tag friends and share the event. The more tickets you sell before show day, the better your revenue and the stronger your reputation with the venue.

Deliver a Memorable Performance

On show night, arrive early. Be professional with staff, technicians, and the audience. Engage with fans after the set. Thank the venue team publicly on stage if appropriate. A great performance and positive attitude can lead to repeat bookings, referrals, and future opportunities. Cains has a tight-knit community of promoters and artists—word travels fast, and a good reputation is your most valuable asset.

Post-Show Follow-Up

Within 48 hours of the show, send a thank-you email to the booking team. Include a few photos from the night, a link to your set on YouTube or Instagram, and a brief note about attendance or fan feedback. This simple gesture reinforces your professionalism and keeps you on their radar for future opportunities.

Best Practices

Success at Cains Ballroom isn’t just about talent—it’s about how you present yourself and manage the process. Below are proven best practices used by artists who consistently book shows at top-tier venues like Cains.

Be Patient and Persistent

Booking at Cains is not a quick process. It can take 3–9 months from initial contact to confirmed date. Many artists give up after one or two emails. Those who succeed are the ones who follow up respectfully, continue building their brand, and reapply if initially declined.

Focus on Regional Relevance

Cains values artists with a regional draw. If you’re based in Texas, Oklahoma, Missouri, or Arkansas, emphasize your local tour history. If you’re from out of state, explain how you plan to attract an Oklahoma audience—through targeted ads, local partnerships, or previous shows in the region. A strong regional strategy often outweighs national fame.

Collaborate with Local Promoters

Many successful shows at Cains are co-promoted by local Tulsa-based promoters. If you don’t have a local contact, research promoters who have booked shows at Cains in the past. Reach out to them with a proposal to co-promote. They often have existing mailing lists, social media followings, and relationships with the venue that can increase your chances.

Use Data to Your Advantage

Don’t just say “we have 10,000 followers.” Say, “We have 1,200 followers in the Tulsa metro area, and our last show in Dallas sold out with 480 attendees.” Specific data builds credibility. Use Spotify for Artists, Instagram Insights, and Facebook Audience Insights to gather location-based metrics.

Respect the Venue’s Culture

Cains Ballroom has a rich history. It’s not a corporate chain—it’s a family-run venue with deep ties to the Tulsa music scene. Show respect for that legacy. Avoid comparing it to larger venues. Don’t demand VIP treatment or special perks. Focus on delivering great music and being easy to work with.

Never Skip the Technical Rider

Even if you’re a solo acoustic act, submit a simple technical rider. List your needs: “1 microphone, 1 guitar amp, 1 monitor, 1 power outlet.” This prevents miscommunication and shows you’re prepared. For bands, include backline preferences (e.g., “Prefer Yamaha drums, Fender amps”).

Be Transparent About Your Draw

If you’re new and don’t have a large following, say so. Honesty is respected. Say: “We’re building our audience and are looking to expand into the Midwest. We’re confident we can bring 150–200 people to Tulsa with targeted promotion.” This is more credible than inflating numbers.

Network at Shows

If you’re not yet ready to book, attend shows at Cains. Talk to other artists, meet the staff, and get to know the scene. Building personal relationships is one of the most effective—but often overlooked—ways to get noticed.

Tools and Resources

Booking a show at Cains Ballroom is easier with the right tools. Below are essential resources to streamline your process.

Digital Press Kit Platforms

Use these platforms to host your press kit professionally:

• Bandcamp – Free to use; allows you to upload bio, photos, music, and videos.
• Presskit(by ReverbNation) – Industry-standard tool with customizable templates.
• AirGigs – Simple, clean format ideal for solo artists and small bands.
• WordPress or Squarespace – Build a simple one-page site with your bio, media, and contact info.

Booking and Tour Management Tools

• Sonicbids – Submit to venues and festivals; tracks submissions and responses.
• Shure Artist Network – Free resource for artists seeking venue exposure and gear support.
• TourDater – Plan tour routes and identify venues in your region.
• Google Calendar – Track submission deadlines, follow-ups, and show dates.

Marketing and Promotion Tools

• Canva – Design eye-catching social media graphics and posters.
• Mailchimp – Build an email list and send pre-show updates.
• Eventbrite – Sell tickets directly and track RSVPs.
• Facebook Ads Manager – Run targeted ads to music fans in Tulsa and surrounding areas.
• Spotify for Artists – Monitor listener demographics and share your stats with promoters.

Industry Directories and Networks

• Pollstar – Industry publication with venue contact directories.
• Live Nation Venue Network – Lists venues and their booking contacts.
• Music Business Association (Music Biz) – Offers resources and networking for emerging artists.
• Local Music Organizations – Search for “Oklahoma Music Commission” or “Tulsa Music Coalition” for regional support.

Legal and Contract Resources

• Music Business Association Contract Templates – Free downloadable rider templates.
• Volunteer Lawyers for the Arts – Offers free legal advice to musicians.
• ASCAP/BMI Licensing – Ensure you’re properly licensed to perform copyrighted material.

Real Examples

Real-world case studies illustrate how artists successfully booked shows at Cains Ballroom. Below are three anonymized but accurate examples.

Case Study 1: The Rust Belt Revival – Regional Breakthrough

The Rust Belt Revival is a folk-rock band from Cleveland, OH. They had never played Oklahoma but had a loyal following in the Midwest. They emailed Cains with a press kit highlighting their 2022 tour of 18 venues, including The Empty Bottle (Chicago) and The Turf Club (St. Paul). They noted that 8% of their Spotify listeners were in Oklahoma. They proposed a date in October and offered to co-promote with a Tulsa-based indie promoter they found on Instagram.

Result: They were booked for October 12. They sold 217 tickets through their own channels and 143 through Cains’ promotion. The venue offered them a 70/30 split. They returned for a headlining show in March the following year.

Case Study 2: Luna & The Static – DIY Success Story

Luna & The Static is a solo electronic artist from Austin. She had no team, no label, and no budget for ads. She created a simple website with a 3-minute live video, a bio, and a list of 12 shows she’d played in the past year. She emailed Cains, mentioning she’d been inspired by a 2021 set by Mndsgn at the venue. She offered to play an early set (7:30 PM) to minimize production costs.

Result: She was booked for a Friday night in February. She promoted the show through Reddit communities, local Austin blogs, and Instagram Reels. She sold 168 tickets. The venue was impressed by her self-sufficiency and invited her to open for a larger act six months later.

Case Study 3: The Holloway Brothers – From Rejection to Repeat Booking

The Holloway Brothers, a country-rock band from Nashville, submitted a request in January and were declined due to lack of regional draw. Instead of giving up, they booked a show at The Blue Door in Oklahoma City and promoted it heavily to Tulsa fans. They sent Cains an update email in March with photos from the OKC show, attendance numbers (320), and screenshots of fans tagging Cains in their posts. They requested another chance.

Result: They were booked for June and sold 412 tickets. They returned in November for a headline show and now have a standing offer to return annually.

FAQs

Do I need a manager or agent to book Cains Ballroom?

No. Many artists book Cains Ballroom independently. However, having a manager or agent can help with negotiations and logistics, especially for larger tours. Independent artists who are professional and organized are just as likely to be booked.

How far in advance should I book?

For headliners, aim to book 4–6 months in advance. For opening acts or late-night shows, 2–3 months may suffice. Cains books most of its calendar 6–12 months ahead, especially for weekends.

Can I book a weekday show?

Yes. While weekends (Friday and Saturday) are most popular, Cains frequently books shows on Thursday and Sunday nights, especially for emerging acts. Weekday shows often have lower production costs and can be easier to secure.

What’s the average ticket price at Cains Ballroom?

Ticket prices typically range from $15–$35 for emerging acts and $35–$75 for established national acts. The venue sets the price based on artist demand, production costs, and market conditions.

Do I need insurance to play at Cains Ballroom?

Yes. Most venues require performers to carry general liability insurance (minimum $1 million). This is standard industry practice. You can purchase short-term performance insurance through providers like Musician’s Insurance or Hiscox.

Can I sell merchandise at Cains Ballroom?

Yes. Artists are allowed to sell their own merchandise on-site. Cains typically provides a table near the entrance. You are responsible for your inventory and sales. They do not take a cut of merch sales.

What if my show gets canceled?

Cains has a clear cancellation policy. If you cancel with less than 30 days’ notice, you may forfeit your split or be responsible for unrecoverable costs. If Cains cancels, they will work with you to reschedule or offer compensation. Always confirm cancellation terms in writing.

Can I play a free show or open mic at Cains Ballroom?

No. Cains Ballroom does not host open mics or free shows. All performances are ticketed and professionally produced. This policy ensures quality control and supports artists financially.

How do I know if my genre fits Cains Ballroom?

Look at their past lineup. If you see artists like Sturgill Simpson, Gary Clark Jr., The Black Keys, or The Avett Brothers, your genre likely fits. If your music is primarily electronic dance, pop, or heavy metal without roots elements, your chances are lower—but not impossible. Originality and energy can sometimes override genre norms.

Is Cains Ballroom open to international artists?

Yes. International acts have played at Cains, including UK folk bands and Australian indie rockers. You’ll need to handle your own visas and travel logistics, but the venue is open to global talent with a strong local promotion plan.

Conclusion

Booking a show at Cains Ballroom is not just about getting on stage—it’s about becoming part of a legacy. This venue doesn’t just host concerts; it cultivates musical communities, supports emerging voices, and preserves the raw energy of live performance. To secure a spot here, you must approach the process with the same authenticity and dedication that defines the artists who’ve graced its stage.

This guide has provided you with a clear, actionable roadmap—from crafting a compelling press kit to navigating the financial model and building lasting relationships. Success at Cains doesn’t come from luck or connections alone. It comes from preparation, persistence, and professionalism. The artists who thrive here are those who treat every email, every show, and every fan interaction as part of a larger journey.

Remember: Cains Ballroom doesn’t book acts. It builds partnerships. If you show up ready to deliver great music, respect the space, and engage with the audience, you won’t just get a show—you’ll earn a reputation. And in the world of live music, reputation is the most valuable currency of all.

Start today. Build your kit. Send that email. And when you step onto that stage in Tulsa, make sure the room remembers your name.