When Booking An Act, Always Ask for a Contract

I have written a free e-book, 5 Failsafe Rules for Booking Your Event Entertainment. Rule number five in the e-book is the most important of all, and I will share a case study as to why!

Rule #5 - Make sure the agency issues a contract for your Wedding, Event or Venue Entertainment.

This weekend a band that I work with (Band A) were asked by another band (Band B) to cover a last minute booking at a pub. The band leader from Band A was given all the details of the booking from the band leader of Band B, however when Band A confirmed the booking with the landlady, he didn't confirm all the details (fee, start & finish time, etc.). After Band A finished their first set, the landlady asked if they could do a third set, and the band leader said they could, but for more money.

It turned out that the amount the band was initially expecting for the gig was £30 less than what the landlady was planning to pay. Then she offered to add £30 to the fee for the extra set. Now the band has to decide if they want to perform an extra set to make the amount of money that they already thought they were making, instead of getting extra money for an extra set.

Though this is a small amount of money, this situation would have been avoided if a written contract or entertainment agreement had been issued including all of the pertinent details of the booking:

• Fee
• Start Time
• Finish Time
• Setup by Time
• Number of Sets

Having these details and any other information that is relevant to the booking in a written agreement protects the Client and the Act, because with a contract in place, all parties involved are clear on what's expected.

The same holds true for on-the-spot requests for extra or longer sets. In this world of advanced technology, the Act can quickly draft and send an amendment to the original contract by email including all the details of any additional on-the-day requests and the amended fee, and ask the client to reply back that they agree and confirm amendment.

So, Band A agreed to do a third set according to the terms he discussed and verbally agreed to with the landlady. However, when it came down to collecting the fee, the landlady refused to pay the extra £30 because she expected the band to play until midnight. The finish time never came up in the discussions with the landlady, and the band leader had only agreed to play a third set. The band leader then had to accept less money, because he had nothing in writing to support what was actually agreed to.

Both parties ended up losing in this situation ... the band played three sets for the same amount as they would have been paid for two sets, which turned out to be less than what they were initially expecting; and the landlady didn't get the extra playing time that she wanted in order to keep her guests in the pub.

Most Agencies and Acts will issue a contract, but if you do run into a situation where one hasn't been offered, ask for one.

When booking your entertainment through GME, we will verify all of the details of your event and issue a contract for you to review and confirm either electronically on-line, or by signature and returned by email or post.

Click here to get a free down load of my e-book, 5 Failsafe Rules for Booking Your Event Entertainment.