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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:

  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

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

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

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)

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

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

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

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