[Callers] Confirming Bookings - Best Practices?

[Kate Carpenter via Callers]

I'm surprised you don't have contracts.

I call for, play in and organise a Barn Dance/Ceilidh band in England. We always have a Musicians Union contract which states: date, venue, times, how much we're paid, how much deposit has already been paid (the deposit confirms the booking) and who the contract is with... Yes, it is a pain drawing up the contracts, but everyone knows the details. We don't have surprises on the night. We can still be flexible. We mostly play for weddings, anniversaries, fundraising... and although about half our bookings are repeats/recommendations we don't really know these people. 

My husband and I also play for Scottish Dance societies. This is a specialist area - more like your dance series, and we know these people, mostly playing for them every year/6 months and some dance weekends. I would trust them, but we still have contracts and deposits.

Once someone has paid a deposit, they aren't going to casually forget about you, or book someone else.

Kate
 

> Date: Tue, 10 May 2016 21:01:32 -0700
> To: callers at lists.sharedweight.net
> Subject: Re: [Callers] Confirming Bookings - Best Practices?
> From: callers at lists.sharedweight.net
> 
> The local series is good that way, with their confirmations. Those are 
> pretty close to the date, so I tend to follow the Check Their 
> Sites/Pages thing.
> 
> Others in the region are pretty good with a run of communication to set 
> up and one to later confirm. Again with something closer to the date. 
> Again I'll do a check on the lead up, mostly by having a look on my own 
> for promo material.
> 
> One dance series had the caller I was replacing still listed on the 
> site, so I wrote about a month and a half out so I knew if I was free to 
> rebook, do other things, or simply enjoy the evening as a dancer.
> 
> With a series, where there's a bit of pattern to the behaviour I have 
> little concerns. Also the communication tends to be pretty good and 
> established.
> 
> For one off dances I may do a bit more asking, esp. if there have only 
> been early enquiries.
> 
> On occasion a "definitely want you" has fizzled, on other occasions what 
> appears to be a casual inquiry really was their idea of a firm booking, 
> for myself and the band.
> 
> A band I do regular ONS work with (anniversary, wedding, fund-raiser 
> gigs) and I are seriously considering asking for a financial deposit for 
> some bigger one-off affairs. Esp. if there's travel, rental of 
> equipment, accommodation (that we must book) and such.
> 
> So, mostly nothing earthshakingly different than what a number have 
> commented on.
> 
> Cheers, John
> -- 
> J.D. Erskine
> Victoria, BC
> Island Dance
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