Artist Booking Process

• Performance Agreement Process (Revenue Split Model)

Performance Agreement Process (Revenue Split Model)

 

1. WHEN TO USE THIS CONTRACT TYPE

Use Performance Agreement for:

• Original bands/artists seeking to build audience
• Emerging promoters with unproven track record
• Events where artist wants shared revenue upside
• Bookings where minimum guarantee cannot be met
• Artists willing to share financial risk

DO NOT use for:

• Established artists who can guarantee minimum revenue
• Promoters with proven track record (use Venue Hire instead)
• Workshop/daytime events (use Workshop Agreement)
• Corporate/private events (separate agreement required)

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2. PRE-BOOKING QUALIFICATION

2.1 Initial Inquiry Assessment

Responsible: Booking Team (Eddie, Roy, or designated booker)

Actions:

1. Receive inquiry (email, DM, in-person, phone)
2. Determine event type and artist profile
3. Check calendar availability for requested date
4. Assess if Performance Agreement is appropriate model
5. Request the following information:
   • Artist/band name and social media links
   • Estimated draw/attendance
   • Previous venue experience in Bangkok
   • Marketing plan/promotional capability
   • Technical requirements

2.2 Risk Assessment

Responsible: Booking Team + Eddie (final authority)

Evaluate:

• Artist social media following and engagement
• Previous show history in Bangkok (if any)
• Realistic attendance projection
• Artist's marketing capability
• Financial risk to venue

Red Flags (Require Eddie Approval):

• No social media presence or very low following
• Unrealistic attendance expectations
• No clear marketing plan
• History of poor attendance at other venues
• Artist demands special terms beyond standard agreement

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3. BOOKING CONFIRMATION & CONTRACT PREPARATION

3.1 Verbal/Email Confirmation

Responsible: Booking Team

Actions:

1. Once date is tentatively agreed, send confirmation email containing:
   • Date and time confirmed (load-in, doors, show start, curfew)
   • Performance Agreement model explained (50/50 after venue costs)
   • Venue costs breakdown (estimate: 40-50k THB typical)
   • Security requirements (ratio 1:50, 2 guards included, extras at 1,500 THB each)
   • Marketing responsibilities (artist must promote)
   • Payment terms (none upfront, settlement post-event)
   • Next steps: contract to follow

3.2 Contract Generation

Responsible: Operations/Admin Team

Actions:

1. Open Performance Agreement template

2. Fill in the following fields:

   • Section 1 (Parties):
     • Venue Representative: Eddie Mellor
     • Artist/Promoter Name: [Full legal name or company]
     • Artist/Promoter Address: [Full address]
     • Artist/Promoter Representative: [Contact name]
   • Section 2 (Event Details):
     • Event Date: [DD/MM/YYYY]
     • Event Start Time: [Usually 20:00]
     • Curfew: [Usually 01:30 hard stop]

3. Review accuracy of all standard clauses

4. Save contract as: PERFORMANCE_AGREEMENT_[ARTIST_NAME]_[DATE].pdf

3.3 Contract Delivery & Signature

Responsible: Booking Team

Actions:

1. Send contract via email with signature platform (e.g., DocuSign, PandaDoc) OR via email for manual signature
2. Email should include:
   • Attached signed contract
   • Request for countersignature
   • Deadline: Sign and return within 7 days to hold date
   • Contact for questions
3. Log in booking system (Noco):
   • Contract sent date
   • Contract status: "Awaiting Signature"
4. Follow-up: If no response within 3 days, send reminder
5. If unsigned after 7 days: Date is released unless extension agreed

3.4 Signed Contract Processing

Responsible: Operations/Admin Team

Actions:

1. Receive fully executed (signed by both parties) contract
2. File in Google Drive: Contracts/Performance Agreements/[YEAR]/[ARTIST_NAME]_[DATE].pdf
3. Update Noco booking system:
   • Contract status: "Signed"
   • Contract file path/link
4. Add event to master calendar
5. Create event folder in Google Drive: Events/[YEAR]/[DATE]_[ARTIST_NAME]/
6. Send confirmation email to artist/promoter:
   • "Your contract is confirmed"
   • Event date secured
   • Next steps and timeline
   • Pre-event requirements checklist

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4. PRE-EVENT REQUIREMENTS & COORDINATION

4.1 Marketing Assets & Promotion (T-minus 30-14 days)

Responsible: Marketing Team + Artist/Promoter

Actions by Venue:

1. If agreed: Design poster (separately invoiced at standard rate)
2. Create event listing on:
   • Speakerbox website calendar
   • Facebook event
   • Instagram posts/stories
3. Provide artist with:
   • Venue branding guidelines
   • Social media tags (@speakerboxlive)
   • Event hashtags

Actions by Artist/Promoter (Contractual Obligation):

1. Share event minimum 1x on Instagram feed
2. Share event minimum 1x on Instagram story
3. Engage in pre-sale/early bird ticket promotion
4. Provide venue with marketing content for cross-promotion

Monitoring:

• Booking team to check artist social media weekly
• Flag if artist is not promoting (contact immediately)

4.2 Technical Requirements (T-minus 14 days)

Responsible: Operations Team (Kop) + FOH Engineer

Actions:

1. Contact artist/promoter to request:
   • Stage plot
   • Input list
   • Technical rider
   • Backline requirements (beyond venue standard)
   • Special requests (fog, lighting cues, etc.)
2. Review requests against venue capabilities
3. Communicate any limitations or additional costs
4. Confirm schedule:
   • Load-in time: [Usually 16:00]
   • Soundcheck time: [TBD based on lineup]
   • Doors open: [Usually 19:30-20:00]
   • Show start: [Usually 20:00-20:30]
   • Curfew: 01:30 (hard stop)
   • Load-out completion: 01:00

4.3 Attendance Projection & Security Planning (T-minus 7 days)

Responsible: Operations Team (Kop) + Booking Team

Actions:

1. Review ticket pre-sales (if applicable)
2. Artist to provide estimated attendance
3. Calculate security requirement:
   • Formula: (Expected Attendance ÷ 50) = Guards needed
   • Example: 150 guests = 3 guards (2 included, 1 extra)
4. If extra security required:
   • Notify artist/promoter of additional cost
   • Confirm acceptance
   • Book extra security guards
5. Log security cost in event budget tracker

4.4 Event Runsheet Creation (T-minus 3 days)

Responsible: Operations Team (Kop)

Actions:

1. Create detailed event runsheet including:
   • Load-in time and access details
   • Soundcheck schedule (if multiple acts, specify order)
   • Doors open time
   • Show start time
   • Set times for each act
   • Curfew and load-out deadline
   • Staff schedule (FOH engineer, lighting op, bar staff, door staff, security)
2. Distribute runsheet to:
   • Artist/promoter
   • All venue staff working the event
   • Eddie (for awareness)
3. Post physical copy in green room and backstage

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5. EVENT DAY OPERATIONS

5.1 Pre-Event Setup (Load-in → Doors)

Responsible: Operations Team + Technical Staff

Actions:

1. Load-in (16:00):

   • Meet artist/crew at load-in entrance
   • Provide access to stage and green room
   • Confirm hospitality rider delivered (2 drinks + 1 water per artist)
   • Monitor equipment handling (damage responsibility on artist/promoter)

2. Soundcheck:

   • FOH engineer conducts soundcheck per schedule
   • Lighting operator programs cues as needed
   • Address any technical issues immediately

3. Green Room & Hospitality:

   • Confirm hospitality rider in place:
     • 2 free drinks per artist (house spirits/beer OR soft drink)
     • 1 free bottle of water per artist
     • Water refill available from Sprinkle supply
   • Brief artist on:
     • Venue rules (no outside food/bev)
     • Curfew (01:30 hard stop)
     • Stage access timing

4. Door/Ticketing Setup:

   • Position ticketing desk at Live Room entrance
   • Confirm security positioned at entrances
   • Test POS system for door sales
   • Prepare guest list (2 per band member maximum)

5.2 Event Execution (Doors → Show End)

Responsible: Operations Team + All Event Staff

Actions:

1. Doors Open:

   • Door staff check IDs (strictly 20+ years only)
   • Guest list managed by door staff
   • Security monitors crowd behavior

2. Bar Operations:

   • Bar fully staffed
   • POS tracking all sales
   • No outside beverages allowed (confiscate if found)

3. Show Management:

   • FOH engineer runs sound
   • Lighting operator runs lighting
   • Operations team monitors:
     • Adherence to schedule
     • Security ratios maintained
     • Any incidents or issues
   • Curfew compliance: Show must end by 01:30 (hard stop)

4. Guest Management:

   • Under-18s MUST exit by 20:00 (Thai law)
   • Intoxicated individuals removed by security
   • Any rule breaches documented

5.3 Post-Show Load-Out (Show End → 01:00)

Responsible: Operations Team + Artist/Crew

Actions:

1. Artist/crew removes all equipment from stage
2. Green room cleaned and checked for damages
3. Damage assessment:
   • Operations team inspects venue for any damage
   • Photograph any damage immediately
   • Document in incident log
4. Load-out completed by 01:00 (extensions at 3,000 THB/hour)

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6. POST-EVENT FINANCIAL RECONCILIATION

6.1 Revenue & Cost Calculation (Within 24 hours)

Responsible: Operations Team (Kop) + Bar Manager (Fai)

Actions:

1. Pull data from systems:

   • Ticket sales (online + door) from ticketing platform
   • Bar sales from GPOS
   • Security costs (number of guards × 1,500 THB for extras)
   • Staff costs (if applicable)
   • Any damage or cleaning fees

2. Calculate Venue Costs for the evening:

   • Fixed daily cost: ~14,000 THB (salaries, utilities, building)
   • Security: 2 guards included, extras at 1,500 THB each
   • Staff costs: FOH engineer + lighting op (included)
   • Additional costs: Any extensions, damages, cleaning

3. Revenue Split Calculation:

   TICKET REVENUE (online + door): [A]
   BAR REVENUE: [B]
   
   TOTAL REVENUE: [A] + [B] = [C]
   
   VENUE COSTS: [D]
   
   If [C] >= [D]:  // Event covered costs
     Net Profit: [C] - [D] = [E]
     Artist/Promoter Share: [A] × 50% = [F]
     Speakerbox Share: ([A] × 50%) + [B] = [G]
   
   If [C] < [D]:  // Event did not cover costs
     Shortfall: [D] - [C] = [NEGATIVE]
     Artist/Promoter OWES: [NEGATIVE] (invoice to be issued)
     Speakerbox Share: 0
   

4. Create event financial summary:

   • Use Daily Breakdown Excel template
   • Fill in all revenue and cost line items
   • Show calculation clearly
   • Save in event folder

6.2 Artist/Promoter Settlement (Within 3 days)

Responsible: Operations Team + Eddie

Actions:

Scenario A: Event Made Profit

1. Calculate artist/promoter share
2. Create payment summary document:
   • Total ticket revenue
   • Artist/promoter 50% share of tickets
   • Bar revenue (venue retains 100%)
   • Total venue costs
   • Net amount due to artist/promoter
3. Send summary to artist/promoter via email
4. Process payment via:
   • Bank transfer (preferred)
   • Cash (if small amount, with receipt)
5. Request artist/promoter confirmation of receipt
6. File payment record in event folder

Scenario B: Event Had Shortfall

1. Calculate shortfall amount
2. Generate invoice (using FlowAccount):
   • Invoice date: Within 3 days of event
   • Due date: 7 days from invoice date
   • Line item: "Event Shortfall - [Event Name] - [Date]"
   • Amount: [Shortfall]
   • VAT: 7%
3. Send invoice to artist/promoter via email
4. Include supporting financial summary
5. Follow up on payment:
   • Day 3: Courtesy reminder if unpaid
   • Day 7: Formal notice if unpaid
   • Day 14: Consider collections or withhold future bookings

6.3 Internal Reporting & Analysis (Within 7 days)

Responsible: Operations Team + Eddie

Actions:

1. Update master event profitability tracker
2. Log the following metrics:
   • Event date and name
   • Ticket sales (count and revenue)
   • Bar sales
   • Total attendance
   • Venue costs
   • Artist/promoter payout or shortfall
   • Net profit/loss for venue
3. Conduct brief post-event debrief:
   • What worked well?
   • What went wrong?
   • Would we book this artist/promoter again?
   • Lessons learned
4. Update artist/promoter quality scorecard
5. File all documents in event folder:
   • Contract
   • Financial summary
   • Invoice or payment record
   • Post-event debrief notes

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7. ISSUE MANAGEMENT & ESCALATION

7.1 Common Issues & Resolutions

Issue: Artist Not Promoting Event

• Detection: Check social media weekly
• Action: Contact artist immediately, remind of contractual obligation
• Escalation: If no improvement, Eddie discusses future booking eligibility

Issue: Expected Attendance Lower Than Projected

• Detection: Low pre-sales, artist communication
• Action: Warn artist of potential shortfall in advance
• Mitigation: Suggest additional promotion, consider adjusting artist fee

Issue: Artist Requests to Cancel (<14 days before event)

• Detection: Cancellation request received
• Action: Reference Section 4 of contract:
  • If venue can rebook: Attempt to rebook date
  • If venue fails to operate: 15,000 THB fee
  • If venue able to operate: 5,000 THB fee
• Process: Issue cancellation fee invoice immediately

Issue: Damage to Venue or Equipment

• Detection: Damage discovered during/after event
• Action:
  • Photograph damage immediately
  • Document in incident report
  • Obtain repair/replacement quote
  • Invoice artist/promoter within 3 business days
• Escalation: If artist/promoter disputes, Eddie handles negotiation

Issue: Artist/Promoter Brings Outside Food/Beverages

• Detection: Security or staff observe violation
• Action:
  • Security confiscates items immediately
  • Verbal warning to artist/promoter
  • Document incident
• Escalation: If repeated, guest may be asked to leave

Issue: Under-18s Present After 20:00

• Detection: Security or door staff observe minors
• Action:
  • Immediately request ID check
  • Escort minors out of venue
  • Warn artist/promoter of legal risk
  • Document incident (critical for legal protection)
• Escalation: If police raid occurs, artist/promoter liable for fine per contract

Issue: Artist/Promoter Refuses to Pay Shortfall

• Detection: Invoice unpaid past due date
• Action:
  • Send formal demand letter
  • Explain contractual obligation (Section 3 of agreement)
  • Offer payment plan if genuine hardship
• Escalation:
  • Withhold future bookings until settled
  • Consider small claims or collections (Eddie decision)

7.2 Escalation Path

1. Operational issues: Staff → Kop → Eddie
2. Financial disputes: Operations Team → Eddie (final authority)
3. Safety/legal concerns: Immediate escalation to Eddie + document everything

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8. RISK MITIGATION CHECKLIST

Before Signing Contract:

• [ ] Artist/promoter has realistic attendance projection
• [ ] Artist/promoter demonstrates marketing capability
• [ ] Social media presence verified
• [ ] Previous show history checked (if applicable)
• [ ] Eddie approval obtained for high-risk bookings

Before Event:

• [ ] Artist/promoter actively promoting (verified on social media)
• [ ] Technical requirements confirmed and achievable
• [ ] Security ratio calculated and extra guards booked if needed
• [ ] Event runsheet distributed to all staff
• [ ] Hospitality rider prepared

During Event:

• [ ] Guest list enforced (2 per band member max)
• [ ] Under-18s exit by 20:00 (Thai law compliance)
• [ ] Under-20s not admitted
• [ ] Security ratio maintained
• [ ] Curfew strictly enforced (01:30)
• [ ] No outside food/beverages
• [ ] Any damages documented immediately

After Event:

• [ ] Financial reconciliation completed within 24 hours
• [ ] Artist/promoter settlement within 3 days
• [ ] Invoice issued for shortfall (if applicable)
• [ ] Post-event debrief completed
• [ ] All documents filed properly

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9. KEY CONTACTS

• Booking Authority: Eddie Mellor (final approval)
• Day-to-Day Booking: Roy, Eddie, designated booker
• Operations Coordinator: Kop
• Bar Manager: Fai
• Financial/Admin: Operations team + Eddie

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10. APPENDIX: FINANCIAL CALCULATION EXAMPLES

Example A: Profitable Event

TICKET REVENUE: 60,000 THB
BAR REVENUE: 45,000 THB
TOTAL REVENUE: 105,000 THB

VENUE COSTS:
- Fixed daily: 14,000 THB
- Security (2 guards included): 0 THB
- Extra guard (150 guests = 3 guards needed): 1,500 THB
TOTAL COSTS: 15,500 THB

NET PROFIT: 105,000 - 15,500 = 89,500 THB

SPLIT:
- Artist/Promoter: 50% of tickets = 30,000 THB
- Speakerbox: 30,000 THB (tickets) + 45,000 THB (bar) = 75,000 THB

CHECK: 30,000 + 75,000 = 105,000 ✓

Example B: Event with Shortfall

TICKET REVENUE: 15,000 THB
BAR REVENUE: 25,000 THB
TOTAL REVENUE: 40,000 THB

VENUE COSTS:
- Fixed daily: 14,000 THB
- Security (2 guards included): 0 THB
TOTAL COSTS: 14,000 THB

NET PROFIT: 40,000 - 14,000 = 26,000 THB

Since revenue < venue costs (actually false in this example, let me recalculate)

Actually: 40,000 >= 14,000 so event covered costs.

Let me redo with actual shortfall:

TICKET REVENUE: 8,000 THB
BAR REVENUE: 4,000 THB
TOTAL REVENUE: 12,000 THB

VENUE COSTS: 14,000 THB

SHORTFALL: 14,000 - 12,000 = 2,000 THB

ARTIST/PROMOTER OWES: 2,000 THB (invoice to be issued within 3 days)
SPEAKERBOX TAKES: 12,000 THB (to partially cover costs)

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DOCUMENT VERSION: 1.0
CREATED: January 2025
OWNER: Operations Team
REVIEW FREQUENCY: Quarterly or as needed

NEXT REVIEW: April 2025