Artist Booking Process 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) 2. PRE-BOOKING QUALIFICATION 2.1 Initial Inquiry Assessment Responsible: Booking Team (Eddie, Roy, or designated booker) Actions: Receive inquiry (email, DM, in-person, phone) Determine event type and artist profile Check calendar availability for requested date Assess if Performance Agreement is appropriate model 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 3. BOOKING CONFIRMATION & CONTRACT PREPARATION 3.1 Verbal/Email Confirmation Responsible: Booking Team Actions: 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: Open Performance Agreement template 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] Review accuracy of all standard clauses Save contract as: PERFORMANCE_AGREEMENT_[ARTIST_NAME]_[DATE].pdf 3.3 Contract Delivery & Signature Responsible: Booking Team Actions: Send contract via email with signature platform (e.g., DocuSign, PandaDoc) OR via email for manual signature Email should include: Attached signed contract Request for countersignature Deadline: Sign and return within 7 days to hold date Contact for questions Log in booking system (Noco): Contract sent date Contract status: "Awaiting Signature" Follow-up: If no response within 3 days, send reminder If unsigned after 7 days: Date is released unless extension agreed 3.4 Signed Contract Processing Responsible: Operations/Admin Team Actions: Receive fully executed (signed by both parties) contract File in Google Drive: Contracts/Performance Agreements/[YEAR]/[ARTIST_NAME]_[DATE].pdf Update Noco booking system: Contract status: "Signed" Contract file path/link Add event to master calendar Create event folder in Google Drive: Events/[YEAR]/[DATE]_[ARTIST_NAME]/ Send confirmation email to artist/promoter: "Your contract is confirmed" Event date secured Next steps and timeline Pre-event requirements checklist 4. PRE-EVENT REQUIREMENTS & COORDINATION 4.1 Marketing Assets & Promotion (T-minus 30-14 days) Responsible: Marketing Team + Artist/Promoter Actions by Venue: If agreed: Design poster (separately invoiced at standard rate) Create event listing on: Speakerbox website calendar Facebook event Instagram posts/stories Provide artist with: Venue branding guidelines Social media tags (@speakerboxlive) Event hashtags Actions by Artist/Promoter (Contractual Obligation): Share event minimum 1x on Instagram feed Share event minimum 1x on Instagram story Engage in pre-sale/early bird ticket promotion 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: Contact artist/promoter to request: Stage plot Input list Technical rider Backline requirements (beyond venue standard) Special requests (fog, lighting cues, etc.) Review requests against venue capabilities Communicate any limitations or additional costs 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: Review ticket pre-sales (if applicable) Artist to provide estimated attendance Calculate security requirement: Formula: (Expected Attendance ÷ 50) = Guards needed Example: 150 guests = 3 guards (2 included, 1 extra) If extra security required: Notify artist/promoter of additional cost Confirm acceptance Book extra security guards Log security cost in event budget tracker 4.4 Event Runsheet Creation (T-minus 3 days) Responsible: Operations Team (Kop) Actions: 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) Distribute runsheet to: Artist/promoter All venue staff working the event Eddie (for awareness) Post physical copy in green room and backstage 5. EVENT DAY OPERATIONS 5.1 Pre-Event Setup (Load-in → Doors) Responsible: Operations Team + Technical Staff Actions: 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) Soundcheck: FOH engineer conducts soundcheck per schedule Lighting operator programs cues as needed Address any technical issues immediately 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 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: Doors Open: Door staff check IDs (strictly 20+ years only) Guest list managed by door staff Security monitors crowd behavior Bar Operations: Bar fully staffed POS tracking all sales No outside beverages allowed (confiscate if found) 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) 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: Artist/crew removes all equipment from stage Green room cleaned and checked for damages Damage assessment: Operations team inspects venue for any damage Photograph any damage immediately Document in incident log Load-out completed by 01:00 (extensions at 3,000 THB/hour) 6. POST-EVENT FINANCIAL RECONCILIATION 6.1 Revenue & Cost Calculation (Within 24 hours) Responsible: Operations Team (Kop) + Bar Manager (Fai) Actions: 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 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 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 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 Calculate artist/promoter share 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 Send summary to artist/promoter via email Process payment via: Bank transfer (preferred) Cash (if small amount, with receipt) Request artist/promoter confirmation of receipt File payment record in event folder Scenario B: Event Had Shortfall Calculate shortfall amount 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% Send invoice to artist/promoter via email Include supporting financial summary 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: Update master event profitability tracker 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 Conduct brief post-event debrief: What worked well? What went wrong? Would we book this artist/promoter again? Lessons learned Update artist/promoter quality scorecard File all documents in event folder: Contract Financial summary Invoice or payment record Post-event debrief notes 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 Operational issues: Staff → Kop → Eddie Financial disputes: Operations Team → Eddie (final authority) Safety/legal concerns: Immediate escalation to Eddie + document everything 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 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 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) DOCUMENT VERSION: 1.0 CREATED: January 2025 OWNER: Operations Team REVIEW FREQUENCY: Quarterly or as needed NEXT REVIEW: April 2025