- Once the agent/artist is contacted, ask for the act's going fee and what the fee includes, e.g. transportation, hospitality, hotel accommodations, the number of people in the party, sound, lights, etc.
- Ask specifics about technical needs. Does Technical Services have what the artist needs? Will you have to rent additional equipment?
- Always say, in your initial calls that you are making exploratory calls--that way the agent does not assume that you are booking the act
- Always be courteous and treat the performer or agent with respect.
- Always begin with a lower figure than what the agent is asking. Do not disclose your budget in the process.
- Identify additional expenses, such as advertising, security, equipment rental, crews, hall rental, etc. Go over these in detail with the agent and with your advisor.
- Request additional promotional material such as 8 x 10 glossy photos, CDs, etc
Contact William Brown (ext #2143), Ashley Owen (ext #2651), or Michelle Navas (ext #2192) for assistance.
Never make an offer unless you are authorized to do so. Once the verbal negotiation process is finalized, the agency initiates original contract(s), signed by the artist or agent and is forwarded to Davidson. The student organization's advisor or a member of the Student Activities staff then may renegotiate any portion, if necessary, and sign and return to the artist.
A member of the Student Activities staff must sign all contracts for chartered organizations that involve the use of Student Activity funds. At least ten-day notice is required.
Gina Nossel must have the original contract to generate the checks for payment of all involved fees. The contract must be completed at least two weeks prior to the event to allow for the check to be available on time.
Make sure you know when set up time will be as well as sound check. Also find out food preferences of the party so that you can please them with hospitality.
Do not announce the event before the written confirmation is in your hands.