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Contracting is one function, properly managing contracts
is another. Copies of contracts should be kept in the Event
Book and the originals in a safe place (off-site). There are
other contract management processes that will keep you organized
and protect you in the event of a problem. Keep in mind that
if there is a dispute, immediate access to the contract, along
with any riders and modifications, may save time, money, and
even the event itself. Here are a few other tips:
--Keep each contract in a separate file for easy reference.
You can cross-reference contracts by vendor or service in
the Production Manual
--All Exchanges and/or modifications should be in writing.
No matter how well intended they may be, get all promises
in writing and keep copies in your contracts folder and Production/Event
Book
--Have deadlines for returning of all legal paperwork. Missing
or delayed legal paperwork can create serious problems, presenting
another element of risk. You can mitigate that risk by being
in control of this important part of your event entertainment
planning process. Also ensure that you are aware of any deadlines
on legal paperwork that you are responsible for
--Proactively manage the legal paperwork process by knowing
the due dates and following up on any missed deadlines. This
means making telephone calls, sending email, faxes, and whatever
else it takes to get paperwork completed
Good contract management, on your part, also demonstrates
experience and credibility to the client. All of the rules
should apply to everyone, all of the time. When proactive
and organized in this process, you in essence mitigate much
of the risk. Once risks have been identified, the next step
is to determine what will happen if they occur and who is
responsible. This next step is called "crisis mitigation."
Contracts
A contract is defined as an agreement between two or more
people, whereby the contracted parties agree to perform certain
acts, and the contracting party agrees to pay for or give
other consideration for stated act or performance.
If the "contract" word were on a ballot, you should
vote YES! Pull down that lever and make sure that a signed
contract exists. You don't want to be left in Peoria without
a gig or any money. Contracts are documents that protect everyone
involved. You can't prove it if it is not in writing, so protect
yourself and your event and get everything in writing.
Event producers should have the following information:
--The contract between a buyer and a corporate entertainment
company.
In addition to the terms of the contract, it should also include
rider requirements and method of and timetable for payment.
Also, have on hand the technical requirements such as sound
with input list, light, catering, and stage riders. Double-check
everything with contracted vendors prior to the event. Have
their names and phone numbers available as well.
--The contract between the corporate entertainment company
and the headline entertainment.
What can you expect from headline entertainment? What must
you supply for them? What do they expect from you? How many
sets (how long) will they be? Who collects the money on the
gig? How much and what is the accepted method of payment?
--The contract between the corporate entertainment company
and other vendors, technical people, and musicians
If they are going to be at the gig or have a part in the success
of the gig before or after the job, you need to know about
it and communicate that information to the leader or producer
on-site.
--The contract between the producer and the American Federation
of Musicians of the United States and Canada (AFM). This contract
should be in effect for all, and if it is not you may want
to investigate this option, as it could protection you. Remember
that you, and not your office, will be paying your own work
dues through this contract.
Every meeting or event is unique in terms of size, entertainment,
education, and purpose. However, all require the application
of the same planning and production practices in order to
assure success. Even the simplest of events require attention
to detail. It is the experience and knowledge of event and
meeting planners that allow them to create seamless and flawless
events that entertain and awe their guests. Remember that
entertainment and production is an important part of every
event, for the music will set the tone of the event, and the
production will make it live up to your vision. It must be
appropriate to the event's theme and the attendees' demographics
and preferences. Hotel/site inspections, and contract negotiations
and management are the means to make sure it all happens as
planned.
This concludes a 3-part series. For parts one and/or two,
please click
Part One
Part Two
 Mark
Sonder, CSEP is the Chief Entertainment Officer of Mark Sonder
Productions, a leading national entertainment agency providing
headline talent and production services for large venues,
corporations and associations. In addition, Sonder sits on
the faculty of The George Washington University MBA/MTA Diploma
and Event Management Certificate program, Stratford University
and Northern Virginia Community College. Event
Entertainment and Production is the book published by
Wiley authored by Sonder, Copyright 2004.
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