We understand the agent sometimes has difficulty addressing all details on the show advance. I can ensure the sending of an email to prompt the client directly to check these through. However, I am sure you understand that to ensure all arrangements run smoothly on the day of the event, the finer details must be outlined in writing so that everything is clear and known to all parties.
As you are the agent in charge of bookings, we can ensure that you are cc'ed into all communications. We are more than happy for you to explain these details to the client as part of your agency duties.
This prevents any unwanted surprises on the day. Due to the complications of hiring venues etc., we appreciate that not all details are possible to check off in advance, but we do try to check through as many as we can before the day to iron out any remaining issues so that the event can run as smoothly as possible.
Read this article and this article to understand why we devised a show advance in the first place (2014/2015), and this article to illustrate what can happen as a result of a contract not already being in place.
Further relevant reading regarding Show Advancing:
This thread explores the understanding that venues/promoters are assumed to have regarding band riders. It's trying to find a way of implicitly stipulating these requirements without being overly meticulous.
In December 2016, an issue arose whereby a client made a song request subsequent to the point of contract, and complained when a charge was made for the request.
Jo had submitted this information to the agent on 09/01/2014:
However, Matt removed the requests info, which led to this issue arising later on:
On 24 Feb 2014, at 14:51, Matt wrote:
Ever since, Claire has included the following footer in small print at the bottom of client quotations:
Please note: the artist reserves the right to decline outright or charge (where applicable) if deviations relating to any of the above exclusions are not pre-included in an agreed contract, but stipulated by the client post-contract. The artist accepts no responsibility/liability either for the agent's agreement with the client (where applicable) or for any post-contractual deviations stipulated by the client/agent, if these exclusions are listed above and/or stipulated by the artist pre-contract. Please check before booking if unsure.
This scenario illustrates how important information can be sacrificed for the sake of simplicity, but at the cost of accuracy/accountability.
The band is performing for a wedding in a Michelin 5-star hotel restaurant, and are contracted and paid to arrive at 14:00, for a 20:00 performance (6 hours’ early arrival). Unfortunately, there has been a miscommunication between the client and the venue. The venue staff will not let the band in to set up and sound check until later on in the afternoon due to visibility restrictions, even though 14:00 was the time agreed on the contract. The band are subsequently advised that once they have had their 2 hours’ set up and sound check time later on in the afternoon, they must break down, put the equipment aside and re-set up and re-sound check in a 30 minute window after the speeches. Meanwhile, the venue manager advises the musicians to make themselves scarce for the afternoon. Many of the musicians are angry and upset, because they have declined other offers of work so that they can be there at the agreed time, and they all look to you to negotiate the terms of their agreement with the venue staff in person. How would you respond?
We contract events initially at confirmation, but have a separate "Show Advance" document/procedure so that the finer details of the event can be ironed out once a contract is in place, as requested by musicians.
The show advance details all of the finer details and arrangements, which we can update as we go along to ensure that we are clear on everything. Most of these are simply standard details we check for every event, so not all may apply to all events. We now request you to please take a look and let me know if there is anything you wish to add/amend. If we are unsure on some of the details, we can check nearer to the time, if you prefer.
Thanks Hannah for taking the time to provide me with this feedback, as it is much appreciated. I have addressed some of her comments. Based on her comments / feedback and those of other producer(s), I have made a list of items to be added to the agenda as part of our annual management review for 2015.
We will also address all of the above items with all performer(s) / producer(s) as part of the annual artist survey that we do every December. This informs the annual management review that we do every January. However, please let me know if you have any additional comment(s) / feedback to add to the agenda.
We appreciate Hannah's input / assistance.
Scenario (Part #1)
You are assigned to book bands for rum promotions in bars and restaurants around the country, many of which involve sending out multiple sets of musicians to cover separate events on 1 date. 2 of these events are taking place in Birmingham and Cheshire during peak season (mid-August) and you are using Manchester-based musicians to cover these events. A vocalist has been referred to you by the producer. You have booked the vocalist to perform on these 2 events, and you have also assigned them artistic responsibility to produce the event (lead the band on the day). 2 weeks before the events, the vocalist decides that they have taken on too much work and cancels their involvement without requesting permission. How would you respond?
Read & Blog
The "Watch Blog"
Please note: full names, addresses and contact details of private individuals are omitted for data protection purposes (unless already made public elsewhere online).
A category naming and shaming unreliable musicians to watch out for.
A category reporting unscrupulous venues and traders.
A category exploring the issues faced working via agents and promoters.