Misunderstandings and poor communication can be detrimental to
the success of your event. A detailed contract manages expectations
and eliminates confusion. The Barry Agency creates the contract
for you and the presenter. You sign the contract when all parties
agree to all of its details.
Key areas of the contract:
The contract states basic event information: name of the talent,
date and time of the event, event contact name, the type of program
(fundraiser, entertainment, education program, etc.) and audience
Job Description / Program Information
This includes the name of your program, start and stop times
for the performance, expected arrival time and specific topics,
programs and instructions for the presenter. Also, are there any
pre-event or post-event receptions that you want the talent to
attend? Be crystal clear. Little assumptions or oversights can
turn into big problems.
Contains either driving directions to the event or an attached
An estimate of
the time that it will take to drive from the talent’s starting
location to the event.
Speakers and entertainers have established honorarium fees, which need to be
clearly stated in the contract. The total cost is made up of the honorarium
(cost of the performance) plus mileage and expenses.
A deposit of 20% of the fee is due after the contract in finalized
and signed. The balance of the fee is due immediately after the
If the talent lives close to your event, the only expense may be a
reimbursement for mileage. Out of town presenters typically require transportation
(air and/or ground), hotel accommodations and possibly some meal expenses
to be covered. Additional travel companions (e.g., spouse, bodyguard) may
also be requested. Don’t assume anything – get all expenses defined.
Will you provide transportation? Will the person flight be non-stop, stopover,
1st class or coach? On the ground, will the person ride in a taxi, limousine,
a person vehicle?
And don’t forget about production costs.
Do you need to
rent additional equipment to support the entertainer’s stage
show? Perhaps a specialist (A/V, a pianist) is needed.
Will the expenses be arranged and paid for by you directly or
will the presenter be reimbursed?
may all sound overwhelming. It really isn't. The point
is that its beneficial to spend a few more minutes to identify the
details. The result is managed expectations, clear communication
and an ease of mind.
Specify if you would like us to provide any promotional material related
to the selected presenter (i.e., a poster, photo, inserts, a bio or a press
release). Some of this information can be downloaded online.
Navigate to the selected artist or speaker and select the
Production / Technical Requirements
This consists of items that you have agreed to supply for the presentation.
This may include microphones, microphone stands, CD or cassette player, video
projector and screen, lighting, a sound technician, a piano, floor monitor,
product table, computer hook-up, etc.
Designing and creating a winning presentation takes time and
represents a talent’s livelihood. Understandably, they usually
prohibit any recording of their program. However, you can always
seek permission which may include an additional fee. Same thing
with photography, get permission first. Otherwise, communicate
to your audience that picture taking is not allowed.
Speaker and entertainers often have books, CDs, tapes, etc. that can be sold
at the event. If they are allowed to sell their wares at your event,
you may want to establish the place and a time range. If sales are allowed, will the
talent need volunteers to run their operations?
When a contract is signed, the speaker / entertainer is reserved
for your event for a specific date. No one else can obviously book
them for the same date and time. That’s a good thing.
client cancellations are then bad for the presenter. They may have
turned down other opportunities for the same time because they
were “locked up” for your event. Therefore, it is understood
that they need to be compensated to some degree.
Cancellations less than 30 days from the event will result in
the client’s forfeiture of the entire fee. Don’t sign
the contract until you are committed to the date and time. But,
waiting too long to finalize a date with your constituents may
result in losing the talent for the desired date.
On the rare occasion that a speaker or entertainer cancels their
presentation with you, all your pre-paid funds will either be returned
to you or applied to a replacement. And all is not lost; TBA has
a great track record for finding last-minute substitutes.
Be careful that the talent does not have a contract stipulation
allowing him or her last minute cancellations without penalty.
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