Post by Gareth on Aug 11, 2013 10:02:00 GMT
DJ Contracts, Booking Forms & Planners
Is this a paperless industry? Do you correspond by telephone alone? Do we really need pieces of paper floating around? In this newsletter we will be looking at the virtues of DJ paperwork.
Contract
Whether you call it a contract, a booking form, a confirmation to supply services or something else, having a written agreement is essential to the smooth running of your mobile DJ business.
Why should you have one?
For the DJ, it ensures you have the correct details of the booking, along with the contact information for your client. When the client signs this document they are not only agreeing to your terms and conditions, but are also confirming that you have the correct details about the event or party. This could be a life saver (metaphorically speaking!) if the client starts a dispute with you about date, agreed times, venue or costs. From the client's point of view, it gives peace of mind. It also portrays you as an organised business person and a professional.
What should it contain?
All contact details for both yourself and the client need to be included, such as name, email, address and phone number.
Event details should be outlined such as the name of venue, address, type of event, date (including the day, month and year), times, number of guests etc.
Fees and pricing structure need setting out. This should include a time limit for when the contract needs to be returned with the deposit/booking fee and when the balance needs to be paid, whether it is before the event or on the night. Also include payment details such as the name that cheques should be made payable to, on-line account, BACS or credit card methods.
Ideally, your terms and conditions should be printed on your contract.
What should you do with it?
You need to have two copies, signed by both parties. Return one copy to your client for them to keep for their records and retain the other for yourself. It is also essential that you take your copy to the event for reference should the need arise. After the function....keep it!
Can you live without it?
For many functions you probably could, then there comes along the client who forgets the name of their DJ, can't find any contact details for them, so books another disco who takes payment up front! Or you meet with a client who has confused the name of the venue with another. You turn up to the one they told you on the phone. Unfortunately, the client would never admit they had made a mistake, but if it is written on the contract there's no dispute. Or the client who decides they aren't going to pay what you agreed on the phone. Without a signed contract, there is nothing you can do about it and you could have provided free entertainment! There are also many discerning clients who need that extra sense of trust and commitment that a contract provides and are more likely to choose a DJ who offers this.
An example of a typical contract detailing the necessary elements can be found in the members login area at www.ampdj.co.uk.
The Planner
Do you rely on memory to know what your client has asked for at their event? Do you carry several sheets of paper with you which represent the different emails that have been exchanged with your client? Or do you carry one sheet of paper with all the essential details printed on it......a planner?
A planner is very different to a contract in that it should contain all the information you need to deliver exactly what the client wants. A detailed planner can be used as a prompt during discussions with the client and becomes an aid memoire on the night.
It could include the names of key guests or members of the family. It is far better to refer to someone by name rather than 'the best man' or 'the father of the bride' or 'the birthday girl's mother'.
Specific song choices and preferred genres should be listed. Also include the option to list any songs not to be played. Occasionally there are tunes that bring back bad memories (songs that have been used for a recent funeral) or could cause offence (football, political and religious tunes spring to mind). It is better knowing these details and have them to hand on the planner.
At family functions, a guest may have been asked to do a party piece during the night. Having this detailed on your planner will remind you to include it in your agenda and also refer to it when talking to your client on the night.
For weddings, you could include details about whether the bride wants to toss her bouquet and the arrangements for her special dances such as when to invite other people onto the dancefloor.
Virtual Paperwork
There are a number of programs designed specifically for DJs that generate a booking form and planner from a login on your website. One such program is DJ Event Planner. Clients are provided with their own login whereby they can complete their booking details on line, pay online and create their own event timeline. Music requests can be made online, not only by the client, but also by their guests if desired. All online forms can be customised to suit the DJ's individual service and made available or hidden at the DJ's discretion. More details can be found at www.djeventplanner.com. A one hour free telephone walk through is available to all new sign ups from the UK representative, Alex Taylor. Continued support can be found on the official DJEP support forum.
Other Paperwork
Keeping a copy of your Public Liability Insurance certificate with you is always a good idea. Occasionally, a venue may also ask for a risk assessment.
The purpose of a risk assessment is to identify and anticipate possible accidents and the probability (risk factor) of them happening. It needs to be written in relation to the venue. A guideline and sample risk assessment forms are available to all AMPdj members in the members login area on the site.
In conclusion... paperwork is a useful tool not a hindrance!
Until next month ... Happy DJing
Sandy
Is this a paperless industry? Do you correspond by telephone alone? Do we really need pieces of paper floating around? In this newsletter we will be looking at the virtues of DJ paperwork.
Contract
Whether you call it a contract, a booking form, a confirmation to supply services or something else, having a written agreement is essential to the smooth running of your mobile DJ business.
Why should you have one?
For the DJ, it ensures you have the correct details of the booking, along with the contact information for your client. When the client signs this document they are not only agreeing to your terms and conditions, but are also confirming that you have the correct details about the event or party. This could be a life saver (metaphorically speaking!) if the client starts a dispute with you about date, agreed times, venue or costs. From the client's point of view, it gives peace of mind. It also portrays you as an organised business person and a professional.
What should it contain?
All contact details for both yourself and the client need to be included, such as name, email, address and phone number.
Event details should be outlined such as the name of venue, address, type of event, date (including the day, month and year), times, number of guests etc.
Fees and pricing structure need setting out. This should include a time limit for when the contract needs to be returned with the deposit/booking fee and when the balance needs to be paid, whether it is before the event or on the night. Also include payment details such as the name that cheques should be made payable to, on-line account, BACS or credit card methods.
Ideally, your terms and conditions should be printed on your contract.
What should you do with it?
You need to have two copies, signed by both parties. Return one copy to your client for them to keep for their records and retain the other for yourself. It is also essential that you take your copy to the event for reference should the need arise. After the function....keep it!
Can you live without it?
For many functions you probably could, then there comes along the client who forgets the name of their DJ, can't find any contact details for them, so books another disco who takes payment up front! Or you meet with a client who has confused the name of the venue with another. You turn up to the one they told you on the phone. Unfortunately, the client would never admit they had made a mistake, but if it is written on the contract there's no dispute. Or the client who decides they aren't going to pay what you agreed on the phone. Without a signed contract, there is nothing you can do about it and you could have provided free entertainment! There are also many discerning clients who need that extra sense of trust and commitment that a contract provides and are more likely to choose a DJ who offers this.
An example of a typical contract detailing the necessary elements can be found in the members login area at www.ampdj.co.uk.
The Planner
Do you rely on memory to know what your client has asked for at their event? Do you carry several sheets of paper with you which represent the different emails that have been exchanged with your client? Or do you carry one sheet of paper with all the essential details printed on it......a planner?
A planner is very different to a contract in that it should contain all the information you need to deliver exactly what the client wants. A detailed planner can be used as a prompt during discussions with the client and becomes an aid memoire on the night.
It could include the names of key guests or members of the family. It is far better to refer to someone by name rather than 'the best man' or 'the father of the bride' or 'the birthday girl's mother'.
Specific song choices and preferred genres should be listed. Also include the option to list any songs not to be played. Occasionally there are tunes that bring back bad memories (songs that have been used for a recent funeral) or could cause offence (football, political and religious tunes spring to mind). It is better knowing these details and have them to hand on the planner.
At family functions, a guest may have been asked to do a party piece during the night. Having this detailed on your planner will remind you to include it in your agenda and also refer to it when talking to your client on the night.
For weddings, you could include details about whether the bride wants to toss her bouquet and the arrangements for her special dances such as when to invite other people onto the dancefloor.
Virtual Paperwork
There are a number of programs designed specifically for DJs that generate a booking form and planner from a login on your website. One such program is DJ Event Planner. Clients are provided with their own login whereby they can complete their booking details on line, pay online and create their own event timeline. Music requests can be made online, not only by the client, but also by their guests if desired. All online forms can be customised to suit the DJ's individual service and made available or hidden at the DJ's discretion. More details can be found at www.djeventplanner.com. A one hour free telephone walk through is available to all new sign ups from the UK representative, Alex Taylor. Continued support can be found on the official DJEP support forum.
Other Paperwork
Keeping a copy of your Public Liability Insurance certificate with you is always a good idea. Occasionally, a venue may also ask for a risk assessment.
The purpose of a risk assessment is to identify and anticipate possible accidents and the probability (risk factor) of them happening. It needs to be written in relation to the venue. A guideline and sample risk assessment forms are available to all AMPdj members in the members login area on the site.
In conclusion... paperwork is a useful tool not a hindrance!
Until next month ... Happy DJing
Sandy