# 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