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Billy Bo Special user 627 Posts |
Hi Guys,
All has been running pretty smooth working for myself but like buses I have had 3 situations occur at once. 1) A women who left me a message saying she definately wanted to book me would not pick up her phone so I left messages. I also confirmed via email all the details with her but when it came to confiming time I got no reply and left messages on her phone. Eventually left a message stating I was booking someone else in and she called to say she had booked a football party. 2) Another women who confirmed all details and I sent a confirmation out never returned the signed copy, on calling her home phone her small child always answered the phone and said she was out. Eventually got through to the husband so I said If I don't recieve it by last week I was cancelling. No Letter recieved. 3) THIS IS THE ONE I NEED ADVISE WITH Basically a guy called about a month ago and left a message that he wanted to book me as his son had seen me, I returned the call and we confirmed a dae and time, this saturday, however he was to sort out the venue and call me back. I heard nothing for a few days. I called him and left messages, he eventually calls and says he was awaiting on the venue to call that afternoon so would call me tonight. I got no call, I tried leaving messages again and texed him. Eventually he called me to say the venue could not do it so he was trying somewhere else that night and would call me, yet again no call. The next day I called and texed him and he eventually called me to confirm the venue. All sounds well until about 3 days after I sent the confirmation his wife calls and wants to know everything I'm doing (you'd think the husband would of explained) so I run through it all and she says great she'll sign the confirmation and send it straight back. I have still yet to recieve it so I tried calling but no answer so I left a message saying I needed the letter to confirm or let me know if its even going ahead. I had no reply all weekend until this morning when he tex me to say I should reciee it today or tommorow. Here's the dillema, I have had someone else now want me for saturday and to be honest after all the hassle I don't want to do the show for him now, I'm not even confident he'll be there. Even if I don't get this other show I'm not sure out of principle I want to do it. What are your thoughts Regards Billy Bo |
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Frank Douglas Special user 555 Posts |
Get a signed contract from the new prospect, and if it is received before the prior prospect's; take it and notify the prior contact that you have filled the time.
First come first served. You also should be getting a 50% deposit with your contracts up front to lock in the dates, with a "no-refund for cancelations without sufficient notice" statement in the contract (48-72 hours is reasonable). You can "fire" clients, just be diplomatic about it. If you really don't want to do the gig for the first prospect, tell them now, and state that since you had not received a signed contract, that you took a gig for another client, that has signed a contract to lock the date in, and you are now contractually obligated to the new gig. This is a business after all. JM2CW Cheers Frank |
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Tony James Inner circle Cheshire UK 1398 Posts |
Frank - you've covered it in one.
Billy - the world's full of people you describe and as you meet more of them you will instinctively know when to stop calling back. Nothing you can learn from a book or a video or even a lecture. It comes from experience. I once fell for a lovely lady, well spoken, well organized but in a slightly less salubrious part of town. I arrived on the doorstep to be told 'The party's off.' I had the confirmation and I wanted to know WHY. Why it was off and why hadn't she called me to save a wasted journey.
Tony James
Still A Child At Heart |
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Frank Douglas Special user 555 Posts |
I neglected to mention in the prevoius post....
A signed contract without a deposit still leaves the date open for another client to lock in the date/time. This should also be stated in the contract. The date is not locked until the contract is signed and returned AND you have the deposit in the bank. That's when you send out the confirmation letter. If all you get is the signed contract, you send a follow up letter and/or a phone call notifying the potential client that the date has not been locked in for them and that there is a possibility that another client could lock in the date/time in question, by submitting a signed contract and deposit. You should also be stamping everything "recieved Date/Time" and initial it, as it comes in. Cheers Frank |
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mike storz Inner circle Orange, CT 1353 Posts |
Frank nailed it! Great advice. I'll be using it too.
Thanks so much. Mike |
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Donald Dunphy Inner circle Victoria, BC, Canada 7563 Posts |
Good advice above.
You have to decide what locks in a booking, and communicate that clearly with the customer. Is it your word, their word, the returned contract, the returned deposit, or something else? Also, with most of my prospects, I'll only "hold" a date for 24 hours, without confirming the booking is firm. (That's just my policy... what others do might be different.) Some show prospects want you to "hold" a date for a long time, regardless of whether they go ahead or not in the end. They don't realize that you have a business to run, that is helping those who can make a FIRM COMMITMENT to using your services. Some performers like to chase after indecisive people (don't want to lose any potential bookings), and some don't (realize that there are many fish in the sea). - Donald
Donald Dunphy is a Victoria Magician, British Columbia, Canada.
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Billy Bo Special user 627 Posts |
Hi Guys,
Thanks for the advise so far. I will definately be changing the way I run my business from now on. I am still in 2 minds weather to do this show or not regardless if I don't book another show. He's messed me about so much I think out of principle I'd rather have a day off with the better half. Im calling him in an hour with my decision. Billy Bo |
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Frank Douglas Special user 555 Posts |
Billy
In that case, simply state that you have had some personal matters arise and that you are sorry that you will not be able to perform for them. Just be matter of fact. You do not need to go into details with them as to what or why. You never know... they may try and rebook another time, and you'll have your contract ducks in a row. Try to NEVER burn bridges if you can avoid it. Cheers Frank |
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Billy Bo Special user 627 Posts |
Hi Frank,
If I do not do this show I will be telling him that I booked another party due to non reciept of confirmation etc etc etc. I feel its important to show the reasons why are due to him not me. Billy |
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Frank Douglas Special user 555 Posts |
In that case, keep a foot in the door, and tell them to feel free to contact you in the future, and be tactfull. Again... try not to burn bridges.
Cheers Frank |
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Potty the Pirate Inner circle 4632 Posts |
In my opinion, you should do the show. Becuse YOU haven't made a decision yet. But, you shuld have simply called after a reasonable time, and told them that you had other clients after the same time slot. This puts them on the spot, and they HAVE to make a decision.
In my area, I don't need to take deposits. But the scenario you've described sounds like they really don't know if they want you or not - they're also negotiating with other entertainers/options. You simply have to get a confirmed date/time/venue within a few days of the booking. This is the only way to get ahead. Unfortunately, now you've left it so late, if YOU cancel, the word will go out that you're unreliable. Simply learn to be more assertive, and don't let your clients hold you to ransom! :) |
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Scott O. Inner circle Midwest 1143 Posts |
I tend to agree with Potty on this.
Also, I have no idea what type of gig this is for or how much money is involved. If this is a birthday party, I don't find it worth my time to go chasing after a client. Typically, they call me and I sell the show. If they don't book on the spot, or have to "get back" with me, that's fine, but I make it clear that I book first-come-first-serve. Once they agree on the phone, I get the info and send them a confirmation. Done deal. Once in a while, this bites me. And I don't like it, but it simplifies my work-life. Now, if this were a corporate gig, or a more substantial paycheck, then it might be worth all the tag playing.
Do not become weary in doing good, for at the proper time you will reap a harvest, if you do not give up. Galatians 6:9
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Al Angello Eternal Order Collegeville, Pa. USA 11045 Posts |
Billy
My red flag would have gone up the first time I caught him in a lie. The last thing that you want is future dealings with this character, do not leave the door open. Do you actually think for one minute that you will have a fun time visiting his house, or getting paid after the show?
Al Angello The Comic Juggler/Magician
http://www.juggleral.com http://home.comcast.net/~juggleral/ "Footprints on your ceiling are almost gone" |
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jkwebber New user 76 Posts |
Frank makes some great points to cover in the contract. Is there a standard generic contract available for someone just starting out?
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Stevethomas Inner circle Southern U.S.A. 3728 Posts |
Contract and deposit will take care of everything.
Steve |
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Scott O. Inner circle Midwest 1143 Posts |
I'm curious. Does anyone send out a contract for a birthday party?
Do not become weary in doing good, for at the proper time you will reap a harvest, if you do not give up. Galatians 6:9
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Frank Douglas Special user 555 Posts |
Scott
As a rule you should send contracts to all clients. It does several things. 1) People tend to equate the contract as professionalism and business. 2) It clearly states what both the client's obligations and what your obligations are etc. 3) It defines the payment and it's terms. Deposit or no deposit and if so, when it's due. When the balance of the payment is due and in what manner paid. 4) It defines cancelations policies for both the client and you. When they are and are not acceptable. What payment refund or part thereof is due and when. 5) It defines what you are expected to perform (B'day party, walk around, stage performance) for a defined time period. and what the client is expected to provide (Perfomance are, stage, lighting, ect.) You always want to make things as clear and concrete as possible, whether they hire you or not, to avoid the "he said-she said" Your word against theirs. Perception is reality.... projected professionalism is perceived value. JM2CW Cheers Frank |
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Donald Dunphy Inner circle Victoria, BC, Canada 7563 Posts |
There was some interesting commentary about the use of the word "deposit" on this recent thread from the Tricky Business section. Worth reading!
- Donald
Donald Dunphy is a Victoria Magician, British Columbia, Canada.
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Frank Douglas Special user 555 Posts |
Don
Thanks for that link. Looks like I need to change one word... from "deposit" to "retainer". I also need to get into the biz forums as well. I tend to get tunnel vision on what I read. Cheers Frank |
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Scott O. Inner circle Midwest 1143 Posts |
Thanks Frank, I understand what the contract is for, but was wondering how many actually sent one out for a birthday party. As I stated above, I send out a letter of confirmation which clearly outlines the date, time, location, cost etc. All the communication is very professional--as it should be. But to send out a contract for these seems unnecessary to me. If someone canceled last minute it wouldn't be worth my time or even promote good will if I tried to hold them to the letter of the law.
As for deposits -- I've always used the term retainer in my contracts -- again, for a birthday party its one more thing to keep track of-- one more step the customer has to take. Once in a great while a late cancellation happens and I'm stuck with an open slot in my calendar, but that is rare.
Do not become weary in doing good, for at the proper time you will reap a harvest, if you do not give up. Galatians 6:9
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