1. Master Booking Guide

Speakerbox Booking Contract Processes - Master Guide

Quick Reference & Decision Tree

Created: January 2025
Version: 1.0
Owner: Operations Team

OVERVIEW

This guide provides a quick reference for Speakerbox's three booking contract types and helps the booking team determine which contract to use for any given inquiry.

Three Contract Types:

  1. Performance Agreement (50/50 Revenue Split)
  2. Venue Hire Agreement - Standard (Flat Fee)
  3. Venue Hire Agreement - Workshop (10,000 THB Daytime)

Each has a detailed Standard Operating Procedure (SOP) document covering the complete booking-to-settlement process.

DECISION TREE: WHICH CONTRACT TO USE?

START: New Event Inquiry Received
│
├─> Q1: Is this a DAYTIME event (11:00-16:00)?
│   │
│   ├─> YES → Is it educational/workshop/rehearsal/small gathering?
│   │   │
│   │   ├─> YES → USE: WORKSHOP AGREEMENT (10k)
│   │   │
│   │   └─> NO → Is attendance expected >50 people?
│   │       │
│   │       ├─> YES → USE: STANDARD VENUE HIRE (35k)
│   │       │
│   │       └─> NO → USE: WORKSHOP AGREEMENT (10k)
│   │
│   └─> NO → Continue to Q2
│
├─> Q2: Is this an EVENING event (prime time: Thu/Fri/Sat 20:00+)?
│   │
│   ├─> YES → Can promoter/artist guarantee minimum 60-80k THB revenue?
│   │   │
│   │   ├─> YES → Has promoter proven track record?
│   │   │   │
│   │   │   ├─> YES → USE: STANDARD VENUE HIRE (35k)
│   │   │   │
│   │   │   └─> NO/UNCERTAIN → Can promoter afford 35k upfront?
│   │   │       │
│   │   │       ├─> YES → USE: STANDARD VENUE HIRE (35k)
│   │   │       │
│   │   │       └─> NO → USE: PERFORMANCE AGREEMENT (50/50)
│   │   │
│   │   └─> NO/UNCERTAIN → USE: PERFORMANCE AGREEMENT (50/50)
│   │
│   └─> NO (Mon/Tue/Wed/Sun) → Continue similar logic with lower expectations
│
└─> Q3: Special Circumstances?
    │
    ├─> Private/Corporate Event → SEPARATE AGREEMENT (out of scope)
    ├─> Artist with strong negotiating position → Eddie negotiates custom terms
    ├─> Community/charity event → Possible discount on Workshop or Standard (Eddie approval)
    └─> Recurring series → Possible package deal (Eddie approval)

QUICK COMPARISON TABLE

Criteria Performance Agreement Standard Venue Hire Workshop Hire
Fee Structure 50/50 split after costs 35,000 THB flat 10,000 THB flat
Upfront Payment None (settles post-event) Yes (18,725 deposit) Yes (5,350 deposit)
Risk Allocation Shared (artist covers shortfall) Promoter (full risk) Promoter (full risk)
Revenue Upside Shared (50/50 on tickets) Promoter (keeps all tickets) Promoter (keeps all)
Bar Revenue Venue keeps 100% Venue keeps 100% Venue keeps 100%
Best For Unproven artists/promoters Established promoters Workshops/daytime events
Typical Use Emerging bands, new promoters Proven promoters, event series Masterclasses, rehearsals
Attendance Any (but venue shares risk) 60-200+ people 10-50 people
Timing Evening (14:00-02:00) Evening (14:00-02:00) Daytime (11:00-16:00)
Staffing Full team Full team Minimal (1 tech, 1 bar, 1 door)
Target Margin Variable (depends on turnout) ~60% (fixed revenue) ~45% (lower margin, fills daytime)

ECONOMIC THRESHOLDS

Performance Agreement

Use when:

Venue Economics:

Standard Venue Hire (Flat Fee)

Use when:

Venue Economics:

Workshop Hire (10k)

Use when:

Venue Economics:

FINANCIAL COMPARISON EXAMPLES

Scenario: 150-person event with 60k ticket sales + 45k bar sales

Performance Agreement:

Total Revenue: 105,000 THB
Venue Costs: 14,000 THB (daily operational)
Artist/Promoter Share: 50% of tickets = 30,000 THB
Venue Share: 30,000 (tickets) + 45,000 (bar) = 75,000 THB
Venue Net Profit: 75,000 - 14,000 - COGS = ~55,000 THB

Standard Venue Hire:

Promoter Revenue: 60,000 (tickets) + 45,000 (bar) = 105,000 THB
Promoter Costs: 35,000 (hire fee) + artist fees + marketing
Promoter Net: Variable (depends on their costs)

Venue Revenue: 35,000 (hire fee) + 45,000 (bar) = 80,000 THB
Venue Costs: 14,000 (operational) + 11,250 (bar COGS)
Venue Net Profit: ~55,000 THB

Key Insight: Similar profit for venue in both models at 105k revenue, BUT:

PROCESS DOCUMENT LINKS

Detailed SOPs for each contract type:

  1. SOP Performance Agreement Process

    • Complete workflow for 50/50 revenue split model
    • Qualification criteria
    • Contract preparation and signing
    • Event day operations
    • Post-event financial reconciliation
    • Issue management

  2. SOP Venue Hire Agreement Standard

    • Complete workflow for flat fee model
    • Payment collection process (deposit, balance, bond)
    • Pre-event coordination
    • Security bond settlement
    • Damage assessment
    • Issue management

  3. Venue_Hire_Agreement_Workshop

    • Complete workflow for 10k workshop model
    • Daytime operations specifics
    • Limited staffing protocols
    • Timing constraints (must end by 16:00)
    • Foreign presenter compliance (work permits)
    • Issue management

COMMON BOOKING SCENARIOS

Scenario 1: Local Band's First Show at Speakerbox

Scenario 2: Established Promoter with Track Record

Scenario 3: Music Teacher Wants to Run Guitar Workshop

Scenario 4: International Touring Band

Scenario 5: New Promoter with Ambitious Plans

Scenario 6: Acoustic Showcase on Tuesday Night

RED FLAGS & WHEN TO DECLINE

Decline Booking If:

Escalate to Eddie If:

PAYMENT TERMS SUMMARY

Performance Agreement

Standard Venue Hire (Flat Fee)

Workshop Hire (10k)

CANCELLATION POLICIES

Performance Agreement

Standard Venue Hire & Workshop Hire

BOOKING WORKFLOW SUMMARY

All Contract Types Follow Similar Process:

  1. Inquiry & Qualification (Days 1-3)

    • Initial contact
    • Determine contract type
    • Check availability
    • Request information
    • Assess suitability

  2. Contract Generation & Signing (Days 4-10)

    • Generate customised contract
    • Send to promoter/artist
    • Follow up if needed
    • Receive signed contract
    • Collect deposit (if applicable)

  3. Pre-Event Coordination (Weeks 2-4 before)

    • Marketing coordination
    • Technical requirements
    • Security planning
    • Payment collection (balance + bond)
    • Event runsheet creation

  4. Event Day Operations

    • Load-in and setup
    • Technical support
    • Event execution
    • Damage monitoring
    • Load-out

  5. Post-Event Settlement (Within 7 days)

    • Financial reconciliation
    • Payment/invoice to artist/promoter
    • Security bond processing
    • Internal reporting
    • Document filing

Timeline Varies by Contract Type:

KEY DECISION MAKERS

Authority Matrix:

Decision Authority Escalation
Which contract type to use Booking Team Eddie (for non-standard)
Contract terms (standard) Booking Team N/A
Custom pricing/terms Eddie only N/A
Accept/reject booking Booking Team Eddie (for borderline)
Payment extensions Operations Team Eddie (>7 days)
Cancellation terms enforcement Operations Team Eddie (disputes)
Damage cost assessment Operations/Kop Eddie (disputes >10k)
Security bond refund/retention Operations/Kop Eddie (disputes)
Event salvage attempts (low presales) Booking Team Eddie (major changes)

SYSTEMS & TOOLS

Booking Management:

Financial Management:

Contract Management:

Event Documentation:

TRAINING & ONBOARDING

New Booking Staff Should:

  1. Read all three SOP documents thoroughly
  2. Shadow experienced booking staff for 3-5 bookings
  3. Practice contract generation with test scenarios
  4. Understand financial calculations for each model
  5. Know when to escalate to Eddie
  6. Review past event performance data (learn from history)

Key Skills Required:

CONTINUOUS IMPROVEMENT

Review & Update Process:

Document Version Control:

FREQUENTLY ASKED QUESTIONS

Q: Can we mix contract types? (e.g., 70/30 split instead of 50/50)? A: Custom terms require Eddie approval. Standard contracts preferred for consistency and efficiency.

Q: What if a promoter wants to upgrade from Performance Agreement to Venue Hire? A: Possible if sufficient notice given. Calculate price difference, issue new contract, refund any deposits paid.

Q: What if workshop wants to run evening (past 16:00)? A: If no evening event booked, may extend to 18:00 (Eddie approval, usually no extra charge). If evening event booked, strictly enforce 16:00 end.

Q: Can we waive security bond for trusted promoters? A: Not recommended (protects venue). Eddie may approve for established partners, but document decision.

Q: What if artist refuses to pay shortfall after Performance Agreement event? A: Invoice immediately per contract. Follow up persistently. Withhold future bookings. Legal action if significant amount (Eddie decision).

Q: How do we handle deposits in foreign currency? A: All contracts in THB. If promoter pays USD/SGD/etc., convert at current rate, note exchange rate used. Venue absorbs minor forex differences.

Q: What if promoter doesn't show up on event day? A: Document no-show. Retain all payments (deposit/balance). Promoter forfeits event and fees per contract (force majeure exceptions apply).

Q: Can we book back-to-back workshops on same day? A: Yes, if timing allows. Example: 11:00-15:00 (Workshop 1), 30min turnover, 15:30-19:30 (Workshop 2). Ensure evening event not compromised.

APPENDIX: CONTRACT TEMPLATE LOCATIONS

Master Templates (Read-Only):

Generated Contracts (Per Booking):

Do NOT edit master templates without Operations Manager approval.

END OF MASTER GUIDE

For detailed step-by-step procedures, refer to individual SOP documents:

Questions or Process Improvement Suggestions? Contact: Operations Team or Eddie Mellor

Document Last Updated: January 2025
Next Review: April 2025