T&C and Agreements for Private / Corporate Event
T&C and Agreements for Private / Corporate Event:
1. Details of Host and Event Organizer:
Names and contact details of the event organizer or promoter:
- event organizer or promoter Company name:
- event organizer or promoter Address:
- event organizer or promoter GST No -
- event organizer or promoter PAN No -
- event organizer or promoter State Code -
- event organizer or promoter Organizer SAC Code -
2. Event Details
Name of the event.
Date, time, and duration of the performance:
Venue location.
Expected duration of performance in time (e.g., number of sets, breaks).
Load-in and soundcheck schedule. (Artists will be present at venue max. 30 min before the start time of their music performance for sound check.)
3. Compensation & Payment Terms
Agreed performance fee will be discussed and agreed over phone followed by written confirmation.
Payment schedule (deposit, installments, final payment).: minimum 30% of total pay to the artist should be done as booking amount during the booking and remaining amount should be paid at least one day before the event.
Method of payment : online bank transfer / UPI payment.
Bonus or incentive structure (e.g., additional payment for extra time): If musicians need to stay in the venue because of delay from the host / event organizer and / or because of extra time performance than agreed timeline, it's 3,500 INR per half an hour.
Handling of taxes and deductions: The agreed payment amount should be the in hand amount for the artist - after deduction of TDS / any tax (if any)
4. Expenses & Accommodations
Responsibility for travel, accommodation, and meals: If the total duration of stay in the venue is more than three hours, there should be a decent arrangement for snacks and beverages for the performing artists.
Who covers sound, lighting, and stage equipment: Host / Event Organizer. In case artists need to arrange for a sound system, it should be conveyed during booking and the charged amount will include the additional cost of sound.
5. Technical Requirements
Technical rider (for sound and stage arrangement).
Minimum two tops and minimum two monitors with separate auxiliaries.
For sitar line out Pickup mic / Contact Mic (mono/stereo). with separate auxiliaries.
Three Small Microphone Stands to which the microphones will be attached.
Phantom Power Supply for Condenser Microphones / Adapter Microphones.
For Tabla SM-58 with short boom stand and separate auxiliaries.
One hand mic for introductory speech or vocal demonstration.
Power extension on stage for plugging in electronic tanpura / power input for video recorder.
Green room arrangement: Minimum one green room with washroom with the following facilities:
1. A big carpet or equivalent to accommodate at least three people to sit musical instruments and gadgets
2. In the auditorium, there should be a mechanism to allow video recording.
3. The sound engineer should be present during the entire duration of the performance with attention.
6. Performance Rights & Exclusivity
Rights to record, broadcast, or stream the performance: To be discussed and agreed separately with the performing artist. Recording / broadcast / stream should not be done without written consent from the main performing artist.
Whether the musician can perform at other venues in the same city before or after the event (exclusivity clause): Not Applicable
7. Cancellation & Force Majeure
Conditions under which either party can cancel: Only because of extreme emergencies like severe health issues / unforeseen and unfortunate extreme situations like death / extreme natural calamity.
Refund policies for deposits or prepayments: Depends on the criticality circumstances and situations to be mutually agreed.
Handling of unexpected events like weather, illness, or venue issues: Venue issue is responsibility of host or event organizer. Weather / illness etc depends on the criticality circumstances and situations to be mutually agreed.
8. Liability & Insurance
Who is responsible for damages to equipment or venue: If happens by representative of host or event organizer, Its Responsibility of host and Event Organizer
Health and safety obligations: Responsibility of host and Event Organizer
9. Guest & VIP Arrangements
Access to backstage or special areas: Artist guests should not be restricted to enter the greenroom to meet artists.
Complimentary tickets or passes for musician’s guests: N/A for private / corporate events. For public event, each performing artist will need five guest passes for premium seats.
© Ramprapanna Bhattacharya
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