Weddings, parties and corporate events are steady work for many musicians, and they are also where misunderstandings happen most. Most disputes come from things that were said but never written down: the start time, who brings the speakers, how long the band plays, when the money arrives. A one-page agreement solves nearly all of this. This article isn't legal advice, and rules differ from country to country, so for bigger bookings or unclear points ask a lawyer.
Why you should put it in writing
People remember things differently, especially months after a booking. A chat promise can be lost, and the person who booked you is not always the person who pays: it may be a relative, an agency or a venue manager. A short written agreement protects both sides. It also makes you look like a professional, and clients usually respond well to that.
It doesn't need to look like a legal document. A clear page with the key points, signed or confirmed by both sides, is much better than nothing.
What to agree before the gig
1. Who and where. Names of both sides, phone numbers, the venue address, the date and one contact person who will be at the event and can make decisions.
2. Times. Load-in time, soundcheck, the start of your performance and the end. Weddings tend to slip, so write the times you are available.
3. The set. Total length and structure, for example two sets with a break between them. Style of music, whether there is a song list or special requests, any songs the client doesn't want, and special moments such as a first dance or an entrance.
4. Fee and payment. The total fee, the currency, who pays, the deposit that secures the date, and the date the balance is due. Ask for the balance before or at the start of your performance, not "after the party". Say how it will be paid: cash, bank transfer or another way.
5. Equipment. Who provides the sound system, microphones, instruments, lighting and stage? Who provides power and a safe place for your gear? If you bring your own equipment, say if it is included in the fee. Agree what happens if the venue's equipment fails.
6. Travel and extras. Transport, accommodation for out-of-town gigs, meals and drinks for the band, parking, and a room to change. State who pays for each.
7. Overtime. What happens if the event runs long? Agree a rate for each extra half hour or hour, and whether you are free to say no.
8. Cancellation. Write what happens if the client cancels, and when. A common arrangement is that the deposit stays with you, and that a late cancellation means more of the fee. Also say what happens if you can't perform because of illness or an emergency, for example that you will offer a replacement of similar level or return the deposit. Add a line about situations nobody controls, such as bad weather at an outdoor event or an official closure, and agree on a new date or a refund.
9. Recording and rules. Can guests or a videographer film your performance? Can you use the footage to promote yourself? Are there noise limits or a hard curfew at the venue?
10. Music licences. In many places the organiser or the venue is responsible for the licences needed for music played publicly. Ask who handles it, so it doesn't land on you by surprise.
A simple structure for one page
Use short headings and one or two lines under each:
- the parties and the contact person
- date, venue and times
- the performance: length, sets, special requests
- fee, deposit and balance date
- equipment and technical needs
- travel, food and accommodation
- overtime
- cancellation and rescheduling
- recording and venue rules
- signatures and date
Practical tips
- Take a deposit. It blocks your date and shows that the client is serious.
- Ask for photos of the stage and the power points, or visit the venue if you can.
- Send a one-page rider with your technical needs and hospitality, if you have one.
- One week before the gig, confirm the time, the address and the contact in writing.
- Don't accept "we'll agree the fee after we see how it goes".
- Keep every receipt, and check how income from gigs is declared in your country.
Both sides should sign and each should keep a copy, a photo or a PDF. If a client is booking through an agency, check the agency's own contract carefully for penalties.
When to ask a lawyer
For a large fee, a long series of dates, exclusivity or a contract with a brand, a short consultation costs far less than a dispute. Until then, a clear one-page agreement and polite follow-up messages will keep most gigs smooth, and your clients will remember you as the musician who made it easy.