When you’ve closed a booking and are ready to send a contract, it’s important to make sure you have all the details covered! You don’t want to be unclear about what you’re providing and leave the client expecting something they aren’t getting. We’ve put together a list of things that every booking agreement must have to ensure a smooth event.
1. The basics: who, what, when, where
While it may seem like a no-brainer, our team sees disputed booking agreements all the time where there was a misunderstanding on something basic.
Your booking agreement should have the correct day, month, year, and time. Verify the performance time before sending the quote, as sometimes clients choose a timeframe for their event without understanding what they really need.
Include the exact address of the venue in your booking agreement when possible. Sometimes your leads on GigSalad may not have the venue address. This may be because client didn’t know it yet or they simply skipped that field when submitting their quote request. Get the information well ahead of time so you aren’t stuck wondering where to go on the day of the event!
👉 Pro Tip: If event details like the date, time, or address change, the GigSalad team can help edit the booking agreement for you.
2. A reasonable deposit
Make sure the client is clear on the deposit needed to book you. Most performers choose a 50% deposit to hold a date, but you can select whatever is best for you and your client.
While you have the option to choose the full amount of the booking to be your deposit, we wouldn’t recommend it. Most clients don’t appreciate the prospect of losing their entire investment if they need to cancel, so you’re better off choosing something more reasonable.
When you book on GigSalad, we collect the entire amount upfront from your client. The deposit is sent to you in advance, and the balance is sent one to two business days after the event. You can read more about our process here.
3. A clear description of services
The “services to be provided” area of the booking agreement is where you detail exactly that – what you’re doing at the event! Once you know the basics of the booking, it’s very important to be clear about the services you’re providing. This area is where things get the muddiest on GigSalad and clients’ expectations aren’t met.
When talking about your services to be provided, it’s important to note details like:
- Length of your performance, including breaks
- Setlist or special request requirements
- How many band members, dancers, performers, etc. will be included
- Number of costume changes or routines provided
Too often, our team sees this section being used to send messages rather than treating it as a contract. If you need to figure out details before sending a quote, use the messaging option instead. Once you’ve sent a quote, the client has the option to book, so be sure everything is finalized before sending it.
👉 Pro Tip: Be sure your performance time is clearly written. To a client, an hour is an hour – they may not understand what an hour means to a performer that might require setup or breaks.
4. A fair cancellation policy
When you send your first quote, your cancellation policy will default to GigSalad’s settings. The terms include a non-refundable deposit and a refundable balance if the client cancels any time before the event. We’ve found this to be the most common cancellation policy, but you’re welcome to adjust this to whatever makes you feel most comfortable and protected.
We will refer to this cancellation policy if any disputes arise over a canceled booking, so double-check it before sending your quote.
😓 What if you need to cancel? Check out our Best Practices for Canceling a Gig on GigSalad
5. Additional terms and requirements
Once you’ve covered your payment, services to be provided, and cancellation policy, you may still have some additional details that need somewhere to reside in your booking agreement. These can include things like:
- Items the client should provide (ex: power outlets, song requests, dressing rooms)
- Bad weather accommodations
- Venue considerations (ex: loading in/out, parking passes, insurance waivers)
6. Contact information
Booking agreements on GigSalad always include a phone number for both the vendor and the client. However, even if you’ve already been in direct contact throughout the booking process, you should always verify the information is correct. Make sure you know the client’s preferred form of contact going forward, and that you each have the other’s day-of-event phone number for last-minute needs that may arise.
👉 Pro Tip: Stay in contact in the days leading up to the event, and check in the night before to make sure things are set to go smoothly. Confirm details like directions, parking, and setup times.
Once you’ve implemented all the pieces, you’ll have a clear booking agreement to share with your client!
Sample booking agreement
Want more tips on booking? Check out these helpful articles:
🤝 5 Quick Tips to Close the Deal for More Bookings
👉 Creating and Managing Your Clients’ Expectations
💰 4 Steps to Getting the Pricing Right for Your Business
Megan is the Director of Customer Experience at GigSalad and has gained 9+ years of insight on what makes a great event on both sides of the booking process. Her favorite things include books, true crime podcasts, coffee, hiking, puns, and making people laugh.
Hi, All,
I’ve been seeing a lot from wedding vendors that a deposit can’t be non-refundable, that the proper term for a non-refundable transaction for holding the date would be a “retainer.” Apparently, with Covid cancellations, there have been many court cases to support this claim. Have you looked in to this?
Hi Scott, thanks for reaching out! We haven’t heard about this particular issue but we will certainly look into it. We appreciate the heads-up and if our language changes, we’ll be sure to notify our users. Stay safe and well!