Welcome to our continuing series, "Getting The Most Bang For Your Entertainment Buck." This time we’re going to talk about "The Performance Agreement." Contracts are not the sexiest topic when it comes to the glittering world of show business, but they are certainly far from unimportant. As has been said many times before, show business is two words - and business is twice as big a word as show. Without attention to business, there simply is no show!

And that’s where the contract becomes vitally important. Why are contracts an often disfavored detail of show business in some quarters? Much of show business is built upon trust and some people feel that contracts undermine the exercise of trust. "We don’t need a contract! I TRUST you!" While that sentiment is understandable, it can lead to unintended consequences, and even disaster. Other people just "hate paperwork!" They think to themselves, "I’ll get around to sending that back later," and then never do.

Can we learn to regard the contract as more a useful tool and less an insult to trust or bothersome detail? The Russians have an ancient proverb that goes, "Trust, but verify."

The most important task of the contract is to establish that both the buyer and seller are on the same page when it comes to the details of the agreement. As an example, there have been many times in the past when we (BZEE) have booked an engagement for a particular date, sent a contract and had the buying party call in a panic when they realized they had given us the WRONG date verbally over the phone. It wasn’t intentional - brain cramps can occur, and a slip of the tongue while looking at a calendar happens with some frequency. The written contract catches this type of error before it becomes a disaster on the day of the event!

In addition to the fee and arrangements for payment, other types of information that should be conveyed include the start and end times of the engagement, the theme of the party and proper costuming. We once had a performer show up in clown regalia, when the theme called for Arabian Nights attire! Also, the exact location of the event and an emergency phone number - especially important when the venue is new to the performers or is in an out of the way location.

Once the offer to purchase entertainment is made, the contract is a way of making certain the information was received correctly by the seller/vendor and vice-versa. For that reason, it is important that the creators of the verbal contract be the ones to review (or "eyeball") the written contract as they are the only ones in a position to know what was actually discussed.

Another critically important use of the contract is in the administration of payroll as well as tax preparation. Once the engagement is completed, there can be some delay before payment is received. Payroll from memory is really living on the edge! The contract is necessary to reference in order to issue payment in the correct amount to the individual performer. At year end, contracts are essential to audit proofing income and expenses for the tax collector!

Written and signed contracts also instantly end the "he said, she said," "my word vs. yours" debate in most cases. So, please sign and return contracts promptly after you’ve looked them over. It’s not "an insult to an ongoing relationship," really! Nor is it a petty detail of business, it’s simply good business for everyone!

BZEE provides these tips in the hope you may find them helpful. If you have an idea for a future column, please email us. We’d love to hear your thoughts or comments. Until then, look for another installment coming soon!

NEW!!
"We Have Weather in Arizona!"

I am going to reveal some shocking truth to you that you will not hear from many other sources; we have weather in Arizona and from time to time it is NOT always nice! I know that the Chamber of Commerce and the Convention and Visitor's Bureau would rather you not know about this but I believe you need to know in order to get the most bang for your entertainment buck.

The conventional wisdom is that Phoenix is sunny and mild in the winter and blazing hot in the summer. For the most part this is true, but let me let you in on the secret. In the winter, when daytime temperatures can be a pleasing 70 degrees, the nights can get amazingly cold. It gets down to freezing, and we have even seen snow on more than one occasion in the Valley of the Sun. I am a native of Phoenix and I can attest to this. For folks visiting from other parts of the country this can often come as a rude shock.

Many groups that plan meetings in the Phoenix area want to take advantage of the beautiful scenery here, and to give attendees a chance to be outdoors after being locked in breakout rooms most of the day. I certainly can understand that. However, nighttime temperature drops are rarely communicated to out of town attendees. I often hear shivering, bewildered guests comment on how cold it gets.

You may wonder why it gets cold in the desert at night, when the daytimes are so warm. Aren't deserts warm all the time? Here's the answer; the desert floor does not hold heat. Shocking, isn't it? When the sun sets in the West, the ambient temperature can drop rapidly by as much as 30 to 35 teeth chattering degrees.

This is why space heaters are necessary for outdoor events taking place at night in the winter. And the more space heaters, the better!

Entertainment can often include such things as caricaturists, psychic readers, Native American artisans, and others that are placed in stationary positions and lines can form while guests wait to participate in various activities. Standing in one place for a while seems to make people feel even colder. Also, bands playing outdoors at night have to take into account the weather due to its adverse effects on stringed, wooden, and some metal instruments. Musicians hands can get so cold that they lose feeling. It is not easy to play some instruments if you can't feel your fingers! (Jugglers and magicians have much the same problem, too.)

My advice is to be aware of the possibility of colder than anticipated nighttime temperatures and budget for more space heaters than you think you need based on some sort of a "per head" count. Heaters near the waiting lines of guests, near the band, and other attractions and activities, will be most welcome by guests and entertainers alike. Fire pits are great, too, but they are awfully hard to move! Strategically placed space heaters are the answer.

In addition, please know that we can have strong winds, blowing dust, hail, sudden downpours, lightening and all manner of unpleasant weather which can adversely impact an event, depending on the season during your visit. While it is rare to have inclement weather, the best advice is to insist on a "Plan B" from your event venue partner; Is adequate indoor shelter nearby? And it's always a good idea to let out of town attendees know that erratic weather and temperatures are a possibility. Be prepared to keep one eye on the sky while you are here in the Valley of the Sun, and then you can plan a smooth, memorable meeting event.

Making both your guests and entertainers comfortable outdoors at night can go a long way towards helping you to get the most bang for your entertainment buck. We want you to be the hero of the evening.

Coming soon! Our next installment;

"The Awards Banquet and Entertainment"

If you do any traveling outside of the United States, you may need immunizations and other medications to stay well. We highly recommend Eileen Klecka R.N., for your travel protection! Please visit her on the web at www.travelshots.net