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Let Your Event Planner Handle Your Entertainment Contracts/Riders
By admin | July 14, 2009
Let Your Event Planner Handle Your Entertainment Contracts/Riders
When reviewing an entertainer/performing artist’s contract, you will come across a portion know as the “rider.” Basically, the rider is the part of the contract that spells out the entertainer’s requirements in order to perform for your client. It usually includes their production (lighting and sound), labor, catering and travel requirements. The rider will also include their terms and conditions.
Many riders serve as a “catch all” for all types of events and venues. An entertainer’s lighting and sound requirements will be different in a large stadium venue than they would be in a quainter hotel ballroom or smaller unique venue. You must always know your client’s needs, the requirements and specifications of the venue and coordinate them with the entertainer’s “real” requirements.
How will you know exactly what the entertainer “real requirements are verses what is in the rider? Real easy…ask the person that sent you the rider. Does the performer need the red M&M’s in a large crystal bowl set in the middle of the table covered with a white linen? Probably not. This is known in the industry as an “attention to detail” test. If you don’t give them exactly what they ask for, what else have you forgotten or left out? Make sure you ask the person that provided you with the rider if the red M&M’s are necessary. Don’t assume they’re not.
The items on a rider that are usually of a more critical nature are the technical requirements, lighting sound and all labor. Don’t assume that you can provide the performer with a smaller, more economical lighting and sound package in order to save your client a few dollars. Always ask if you can substitute one brand for another. What you may think is a better sound system, because it’s manufactured by the leader in the industry, may not work well with the performing artist’s musical instruments and their personal equipment. Always have your event planner negotiate the terms of the rider on your behalf. Don’t leave anything for chance. Unfortunately, you’ll pay for it in the end.
Your event planner should understand all aspects of the contract and the rider to help you as the client get the most value for your money.
Another very important item to discuss when reviewing the rider is the cancellation clause. Be sure to discuss when a performer can get out of their obligations after they have signed a contract. This is very important. You want to make sure that both, the performing artist and your client fully understand these terms and conditions.
Many of these cancellation clauses are specific and similar from one perform to the next. Most performs will include “Acts of God” also referred to as Force Majeure, War time and extreme weather conditions as reasons to cancel performances. The bigger the name of the performer, usually the easier they can break their contractual obligations.
Many big name performers, both in Hollywood and Las Vegas, to name a few, will include a cancellation clause that will allow then to break your contract if they have an opportunity to work on a movie or in Las Vegas up to the date of your event. Again, make sure that all participating parties: performing artist, the client and the event planner are aware of theses issues. It can make a difference between you signing the contract or looking for another entertainer.
Once you have communicated all your needs and questions to the performing artist’s management and they have given you the go ahead to make all the necessary changes, then and only then should you sign-off on the rider and go to contract. Don’t be afraid to ask for things that you feel will help make your client’s event special. Just make sure that what you ask for is also in the best interest of the entertainment. A happy entertainer usually makes for a happy client and a great event.
Steven Otis
Otis Productions
Contact Otis Productions for Chicago Event Planning & Chicago Meeting Production & Chicago Destination Management
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