Thread: Performance contract for gig that includes air travel

Hello!

I just got a booking request for a gig that would require me to fly and I was wondering if anyone had a sample contract or ideas for the terms that I need to include. Normally I'm not able to accommodate gigs out of the area due to short notice but this date is far out enough that I could do it. I'm assuming it's reasonable to request flight and accommodations if required to stay overnight be paid for as well in addition to my performance rate. It will be at a hotel so that makes it easy:)

Thanks in advance!

Shaunte

If you want the maximum control over your flight, you will want to specify in the contract that you will book the flight and they will reimburse you. If you don't want to deal with that, you can specify that the sponsor books the flight. Just make sure that the specifics are in writing. And if you do book the flight yourself, be courteous to the sponsor and try to find the lowest fare within reason.

Also, some instructors are very accomodating and will stay in my home. We actually have a local that has wonderful guest accomodations, so sometimes we ask the instructor if they are willing to stay there to save costs. It's up to you how you handle these things, but sponsors really appreciate it when you are flexible and easy to work with. (Within reason, of course! I'm not suggesting that it's ok for a sponsor to have you sleep on a couch in a cockroach infested dump.)

Shaunte,
Samira is spot on with her answer if it's about a workshop or something within the belly dance community. Within the community we are 1)working with trusted people and 2) charging less because it's about community growth. If it's a booking for entertaining for a party it's a different ball game.
First of all- they are taking up your whole night and then some. You are unable to do any other gigs for the entire time you're traveling. It is reasonable to charge what you might make in a night. My overnight minimum is $700. I know some who have a $1,000 minimum. If they want a second show it is at a discounted "local gig" rate.
If this is a non-belly dance event, for your safety I highly recommend a hotel. If they're pushy about it, I'd be really hesitant.
Get a deposit. What I do is research flight and hotel rates (and other travel fees such as airport-hotel transport) - and charge that as the deposit. Once I receive THAT the gig is officially booked and I immediately book the flight and hotel. The balance is due at the gig of course.

Suggest you increase your hourly rate rather than charge separately for travel time, or overnight stay time, as I have never seen that done.

My contracts all have a flat rate or 70/30 split after expenses, plus travel and accomodations. I always prefer to stay in a hotel, mainly because it can be very draining being "on" all day (and all evening if there is a show/hafla), and the only "gathering your thoughts/energy" time will be when you go to your room/go to bed. Staying in homes of hosts can sometimes mean extra social time with your host, which while wonderful, can put a strain on your ability to give 110% at the rest of your commitment. It gives you downtime and quiet time to encourage a hotel in the bargain.

But that said, if I know the host, even remotely, and if they really need to save money, I will agree to stay in a home. Though admittedly, I have had an issue or two with that which makes hotels even more desirable. But I try to be accommodating, so I can get out there and meet other dancers and share this passion of mine!

Meals are also included in overnight stays, in my contract. It is the same with any business--you travel for business, your employer pays for these expenses (gas, travel, hotel, meals). In an independent contractor situation, your host is your employer. On occasion I have waived this (again, when we negotiate), and I always try to pitch in to buy a round of drinks or something as a gesture of generosity with my hosts. Besides, it's fun to unexpectedly treat a little when you can!!

Originally Posted by Samira_dncr

If you want the maximum control over your flight, you will want to specify in the contract that you will book the flight and they will reimburse you.

That's a really great idea. Thank you!

Originally Posted by SamiraShuruk

Shaunte,
Samira is spot on with her answer if it's about a workshop or something within the belly dance community. Within the community we are 1)working with trusted people and 2) charging less because it's about community growth. If it's a booking for entertaining for a party it's a different ball game.
First of all- they are taking up your whole night and then some. You are unable to do any other gigs for the entire time you're traveling. It is reasonable to charge what you might make in a night. My overnight minimum is $700. I know some who have a $1,000 minimum. If they want a second show it is at a discounted "local gig" rate.
If this is a non-belly dance event, for your safety I highly recommend a hotel. If they're pushy about it, I'd be really hesitant.
Get a deposit. What I do is research flight and hotel rates (and other travel fees such as airport-hotel transport) - and charge that as the deposit. Once I receive THAT the gig is officially booked and I immediately book the flight and hotel. The balance is due at the gig of course.

Great points Samira! I didn't consider an overnight minnimum or charging the travel costs as a deposit. Thank you!

Originally Posted by Bellydancingcaroline

Suggest you increase your hourly rate rather than charge separately for travel time, or overnight stay time, as I have never seen that done.

That's a good point and would probably go over better when negotiating with the client. Thanks Caroline!

Originally Posted by TribalDancer

Meals are also included in overnight stays, in my contract. It is the same with any business--you travel for business, your employer pays for these expenses (gas, travel, hotel, meals). In an independent contractor situation, your host is your employer. On occasion I have waived this (again, when we negotiate), and I always try to pitch in to buy a round of drinks or something as a gesture of generosity with my hosts. Besides, it's fun to unexpectedly treat a little when you can!!

Hmm that's also a good point and something I did't even consider. You are absolutely right!!!

Ladies thank you all so much for your wonderful feedback. That's why I love Bhuz. It's so great to pick some of the more veteran/seasoned performers brains when it comes to these kinds of issues.

You all brought up things that obviously make since but I would have probably forgotten or it just wouldn't have occured to me to add it in until after the fact. Thanks again!

Yes very usefull information, isn't bhuz great!

Also, if your sponsor is a hotel they will probably have a deal with a taxi service or maybe drivers of there own. So you could ask them to arrange your transfers.

I'm flying to Moscow on December 14 to teach a workshop the next day. They've arranged and payed for my ticket, visa & hotel, will arrange my transfers and ofcourse will pay me a fair amount for the workshop. I never thought of requesting for meals, so I'll bring that up next time

Enjoy the trip Shaunte!

B

Originally Posted by Bellydancingcaroline

Suggest you increase your hourly rate rather than charge separately for travel time, or overnight stay time, as I have never seen that done.

Caroline,
This is based on the US market, so maybe it's different. ..g.:
It's also very definitely for private events (weddings etc) , not workshops or belly dance community events. I base what I do on what Artemis Mourat has been practicing for over 30 years, so it is an established business practice over here for quite some time (and others do it as well). I also talk a lot with musicians about what they charge, take into consideration the kind of budget they have- with rental hall, catering etc.
Shay mentioned something about meals. Again this may be different for workshops vs private events. The party of course always offers me food and drinks at the event. Everything else I keep a receipt for as it is a business expense on my taxes.
Hope that helps.

Any expense you have to pay that you wouldn't have to pay if you stayed home is a cut into your income. Claiming it as a business expense only saves you on your taxes, but that amount still cuts into your bottom line. Say you teach a workshop and eat three regular meals a day (and not McDonald's). What is that? Maybe $8 for a tea and a bagel w/ cream cheese in the morning, $10 for a soda and chef salad at lunch, and maybe $20 for the meal out after the workshop if you're lucky? That's $38 a day that you aren't getting paid.

Now you could certainly adjust your hourly prices to reflect this personal expense--just tack $40 onto your overall rate. But I find it works more honestly and effectively to make it clear my meals are included, and also makes sure they aren't paying for your meals in the cost of the hourly rate at times when maybe they have other arrangements--they can cook a big meal at their house, or maybe they have a buffet lunch included in the workshop already, as happens in some cases.

This also means that my hourly rate doesn't have to fluctuate based on where or how many days my workshops are. If I am teaching 50 miles from my home, the hourly rate is the same, but they don't have to pay for my meal. But if I fly for a weekend someplace, and can't go home and make a sandwich, it's covered.

I have never been flown anyplace just to perform, so I can't speak to how that may change your plans. Mine have always been workshops.

Hey Shay,
I think you're absolutely right in doing it that way for workshops. I like the perspective and it makes perfect sense.
From Shauntes first post it seemed to me she was talking about a performing gig. The kind of client that is willing to pay for a specific dancer at their event won't blink at the rates. BUT you bring up a great idea- I wonder if it's possible to charge a separate rate as "per diem" (which is tax free). Hmmm...will have to ask my accountant.

Good point, Samira! Report back?

Thanks ladies for all of your invaluable advice. It's actually just for a private gig, not a workshop, all of the information is so helpful for now and future opportunities!