Thread: Contract compliance

So one of the BIGGEST problems I have with the private gigs is getting people to sign and return contracts. It is really, really hard! I tell all of my potential clients that I need a signed contract and a deposit before anything is considered booked. It says I need to have both 5 days prior to the event.

So I have two big gig events lined up in the next week and I haven't received the contracts or deposits for either one. I've followed up, of course. I even got a phone call from one saying it was on the way.

So what's the best plan of action? The last person who expected me to show up after planning this event for months and never sending deposit/contract got really upset when I told her I would no longer do the event because I didn't receive what I asked for. She went and told other dancers (when trying to find something last minute) that I had cancelled on her.

I feel like part of the issue is the lack of experience that these people have working with entertainers who would require a contract. Also, I suspect there are dancers in the area who don't require a deposit or contract or maybe aren't as strict? I do know a lot who do though. Maybe my contract is too long (1 page front and back)...Maybe it should be a really short form?

Help! I don't want to lose these gigs!

I have had similar situations and I think you are doing the right thing because clients will perceive you as a very professional dancer. I also pursue contracts and deposits as much as I can except when the client calls me last minute or just a few days before the event because my contract says I must receive the deposit at least 2 weeks in advance and in that situation it doesnt really apply anymore. I have personally come to the conclusion that clients that really take you serious and respect you are not afraid to sign contracts and make deposits, it is those that are shady and will keep calling around that do stuff like this and at that point I don't commit to them either.

When a client is being shady I give a call or send an email specifically saying "if I don't hear from you or receive your deposit by the end of the week I will be making myself available for other events". I also say things like " I wanted to inform you that I currently have another client interested in hiring me for an important event at the same day and time. At this time your event has priority but if I don't receive the contrat or deposit by ______ I will go ahead and book myself for the other event".
I agree with you that the problem also lies on the fact that other dancers are not requiring deposits or contracts. Clients see that as an opportunity to cancel it they chage their mind or not work with a dancer that will have standards on regards to specific pay, timing and cancelations.

Overall i feel that it does bring more credibility to your professionalism. I personally now require contracts for weddings, concerts, event planners and anything in the entertainment industry. My logic is that these people have to sign contracts with musicias, DJ's, cateres, hotels....why not the bellydancer?

I hope this helps and good luck

I've only had this problem once. Overall, clients are pretty good about returning contracts and deposits.

For starters, my website makes it pretty clear that I have a very formal way of doing business - I address the topic of contracts and deposits both on my Booking and FAQ pages, and have a contract easily downloadable off my Booking page. By the time a client books me, they usually say "OK, so I have to send you a contract, right?" They expect it. Anybody who gets cold feet over signing a silly piece of paper knows to shop elsewhere, I guess

When booking, I'll usually say something to the effect of "OK, now to hold the date, I'll need a 50% deposit and contract up front. Once I get this from you, I will put you in my calendar and we're good to go!"

And if they question it, it's always good to say "A contract is for your protection, too. This will make sure that my show goes exactly as we planned."

If they STILL question it? Get ready to make alternate plans, I guess. Ben & Jerry's, anyone?

Originally Posted by rjasso

Overall i feel that it does bring more credibility to your professionalism. I personally now require contracts for weddings, concerts, event planners and anything in the entertainment industry. My logic is that these people have to sign contracts with musicias, DJ's, cateres, hotels....why not the bellydancer?

Bingo.

I used to feel like contracts made me look strict and/or pretentious. Au contraire. They make me look like a professional freelancer, not just some hobbyist. If they've hired a DJ or a photographer, or rented a chocolate fountain for the event, they've probably had to sign a contract. If they've ever had a contractor do work on their home or property, they've had to sign contracts. Some places require your John Hancock before you go in for a Brazilian wax!

I think contracts are common enough in our culture where most clients shouldn't have a problem filling them out - unless they have some doubt in their mind that they're really serious about hiring you. Personally, I'm always happy to weed out the "flakes!"

Maybe if you reformatted the document into a one-page, white contract and a separate, colored summary/reminder sheet, it would be easier to tell the customers, "I need you to sign and fax the white page back to me"?

Originally Posted by Tourbeau

Maybe if you reformatted the document into a one-page, white contract and a separate, colored summary/reminder sheet, it would be easier to tell the customers, "I need you to sign and fax the white page back to me"?

I like that idea. I would need to get a fax machine though. Thanks!

Depending on your computer system, you might already have the capability to receive and send faxes. A lot of scanning printers can be used as fax machines.

Originally Posted by andalee-oriental

I like that idea. I would need to get a fax machine though. Thanks!

I have a phone service that converts faxes to pdfs and then emails them to me. No fax machine needed. :)

I've never used a contract before, but you ladies have converted me: it sounds like an excellent idea! I don't have access to a fax machine though and I don't want to make it too much trouble for clients. How do you usually get them signed? email and then signed and mailed back? Can they confirm via email? Is the deposit usually 50% and how do you usually recieve the deposit? (As I usually ask for cash at the event). Sorry for the 20 questions! ;) Are there any guidelines out there on anyone's websites?

I have a lot of trouble getting people to return contracts. Deposits I can get if I send a paypal invoice and follow up by e-mail, otherwise no.

if I didn't perform anyway, I'd never perform. To date *knock on wood* I've never had an issue. At the very least, by sending them the contract I've notified them of my policies. So even if they don't return it, I can still say to them 'I'm sorry, it was in the contract I sent you. If I have to wait longer than 30 minutes there's a charge of $X"

Having an actual SIGNED contract would be helpful, of course, if we ever went to small claims court. Though even there, I suspect the fact that I did notify the customer of whatever policy is at issue would have value. So I send the things out but don't fret too much about getting them back.

Just dawned on me -- sending a return envelope with a stamp on it might help? Some people don't mail much these days (outside of the studio, I probably mail two things a month) so finding an envelope and a stamp can be a bigger deal than you'd think. Also, lots of people don't have fax machines at home.

Another thought. A follow up e-mail saying 'I haven't received your contract back, but I wanted to make sure you'd received it, understand it, and don't have any questions about my policies.' might be a good idea? If they e-mail back saying 'no, it all looks great' that could be useful in case of a dispute?

Originally Posted by Lauren_

Another thought. A follow up e-mail saying 'I haven't received your contract back, but I wanted to make sure you'd received it, understand it, and don't have any questions about my policies.' might be a good idea? If they e-mail back saying 'no, it all looks great' that could be useful in case of a dispute?

I always do this and I've even accepted "electronic signatures" as long as I get my deposit. I may start using PayPal to get more deposits. I just hate the fees.

People just email it back to me with their names and info filled in. From what I understand, that counts.

Originally Posted by SatinWorship19

I've only had this problem once. Overall, clients are pretty good about returning contracts and deposits.

For starters, my website makes it pretty clear that I have a very formal way of doing business - I address the topic of contracts and deposits both on my Booking and FAQ pages, and have a contract easily downloadable off my Booking page. By the time a client books me, they usually say "OK, so I have to send you a contract, right?" They expect it. Anybody who gets cold feet over signing a silly piece of paper knows to shop elsewhere, I guess

When booking, I'll usually say something to the effect of "OK, now to hold the date, I'll need a 50% deposit and contract up front. Once I get this from you, I will put you in my calendar and we're good to go!"

And if they question it, it's always good to say "A contract is for your protection, too. This will make sure that my show goes exactly as we planned."

If they STILL question it? Get ready to make alternate plans, I guess. Ben & Jerry's, anyone?

Same here. I've never problems getting my contracts signed and sent back with a deposit. Most people actually seem relieved, and consider it proof that I'm not going to flake off on them

So it turns out that I got one in the mail today and another person e-mailed me to say they mailed the deposit today. All that stress over nothing! This could be a very productive thread though...

Originally Posted by andalee-oriental

This could be a very productive thread though...

It has been. Thanks!

Make it as simple as possible. Write a proforma email saying " I have read and agree to the contract" and get them to email their agreement back to you. I use the deposit as the confirmation. I word it that "I'm currently available on that day. Receipt of your deposit is required to confirm your booking." then a friendly reminder text " I have another enquiry for that date but haven't receive your deposit to confirm your booking. Please contact me to pay immeditely if you'd like to go ahead with a booking." so I try not to even refer to their booking as being taken until that deposit is paid. You could do the same with contracts being returned.

Originally Posted by jewelbellydance

then a friendly reminder text " I have another enquiry for that date but haven't receive your deposit to confirm your booking. Please contact me to pay immeditely if you'd like to go ahead with a booking." so I try not to even refer to their booking as being taken until that deposit is paid. You could do the same with contracts being returned.

I've tried this one recently and it works very well

Originally Posted by jewelbellydance

Please contact me to pay immeditely if you'd like to go ahead with a booking." so I try not to even refer to their booking as being taken until that deposit is paid. You could do the same with contracts being returned.

Absolutely. If I don't have a deposit, and I get another gig request for the same night/time, it goes to whoever puts their money where their mouth is first. I don't get enough bookings that I can afford to turn business away, on the hope that some lallygagger is going to get their act together.

And yes, sometimes I will make up a fictitious "other booking inquiry", just to get their attention. .w.:

I don't use a contract, I use a performance agreement. It's pretty simple and most people don't have any qualms about signing it. I send it via e-mail and I even allow them to e-mail it back to me with a note saying that they agree to the above. (I usually fill in the blanks as the client and I speak.)

But to cement the agreement is two parts: the agreement must be returned to me and a deposit must be made into my paypal account or my hot grubby little hand. If the event is very close - within 5 days - the entire amount is to be paid in advance. Only when the deposit is received and at least the e-mails have been exchanged, do I consider myself booked.

{{{HUGS}}}