The Do's and Don'ts
Contracts can be very tricky, so you must be careful when speaking with agents, performers, etc. According to NACA (National Association of Campus Activities), verbal contracts are valid and we can be stuck with them.
Here are some tips to remember when calling outside vendors/acts:
Before calling, find out the dates that you have available and the budget that you are working with to date. - Start the conversation by saying that you are not calling to book “today.” You are mainly calling around asking for prices.
- Write down the name of the person that you are calling, the date, and the agreed upon price. (If they ask for your budget, you can give them a range, but don't get cornered into certain performers in that range. Ask for any and all information).
- When asking for prices, please note that we work on an all-inclusive price basis… this means that all costs including food, travel, and taxes (CT state entertainment tax is 5%) need to be included in the final price.
- Consult with your committee and the VP of SG for SET before booking anything officially. By asking more people, there is less chance for error or mistake.
When it comes time to book an act:
- Speak with the agent that gave you the former price. This is good because you can confirm information and develop a solid working relationship.
- Re-confirm the information.
- If the price has remained the same as what you agreed upon, book it. If not, tell the agent that you have to call him/her back later. Consult with the VP of SG for SET to discuss the changes.
- If the changes are suitable, then call back and book the event. If not, then work out a new deal that is fair for both parties. The same rules apply… do not verbally commit until checking.
- After booking, you need to find out the address and Social Security or Federal Tax ID Number.
- Ask the agent to fax you a contract which must be signed by the Associate Dean of Students. We will fax it back to them upon signing. NEVER SIGN A CONTRACT YOURSELF. BY SIGNING A CONTRACT, YOU ARE TAKING FULL RESPONSIBILITY TO PAY THE COMPANY. THIS IS NOT A RESPONSIBILITY THAT YOU WANT.
- Once the contract is signed and faxed back, give the contract to the SET Treasurer and he/she will fill out a Purchase Order so that the check will be ready for the night of the show or performance. Please note that checks can take up to 3 weeks to be ready, so book in ample time before the event or tell the agent that we will have to send the check in the mail.
These tips are the main things that you need to remember. As long as you always know never to agree to anything too early and to never sign a contract on your own, you should be fine.
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