By Noam Bargil, bandleader of Benga Band and founder of RunTheBand. Updated 2026-11-05.
A good contract protects both sides. The couple knows exactly what they get; you know you will be paid and that the venue will have power, space and a plate of food for the band. After 85+ events with Benga Band, these are the clauses we would never play without.
This is practical guidance from a bandleader, not legal advice. If you have a lawyer, let them check your final version.
Names and contact details of the client and the band (or your company), the event date, the venue address, and a contact person on the day. If the client is a company, include its registered name and VAT number.
Lineup (how many musicians, which instruments), number and length of sets, start and end time of live music, and anything extra: first dance, ceremony music, a DJ after the band. Write "approximately" for timings that depend on dinner or speeches.
The total fee, what is included (sound, light, travel), and the payment plan. Ours is 40 percent on signing and 60 percent one week before the event. Say how they pay (bank transfer, payment link) and what happens if the balance is late.
What one extra half hour or hour costs, and that it must be agreed on the night with the client or planner, not with a guest at the bar.
Minimum stage size (we ask for about 4 by 5 metres), a dry and level surface, power sockets near the stage, a covered area or tent for outdoor events, access for loading, and parking. State how much build-up time you need; for a full band with PA, plan around 3 hours.
Many venues have a decibel limiter. Ask the client to tell you about it in advance and state that cut-outs caused by a limiter are not a breach by the band.
A hot meal and drinks for the band and crew, served at a set time, with a note about dietary requirements.
Every working band uses deps. Say that you may replace a musician with an equally qualified player without notice, as long as the lineup and quality stay the same.
What happens if the client cancels (deposit kept, a higher share closer to the date), if the band cannot play (refund or a replacement band), and force majeure. Also say whether a date can be moved; we allow rescheduling with a few months' notice.
The band is responsible for its own equipment; the client for damage caused by guests. If you have liability insurance, mention it.
Both parties sign and date. An online signature with a record of who signed and when is as valid in most countries as ink.
Copy this, replace the brackets, and adjust to your country.
PERFORMANCE AGREEMENT
Between: [Band / company name], [address], [email], hereafter "the Band"
and: [Client name], [address], [email], [phone], hereafter "the Client"
1. Event
Date: [date] Venue: [venue name and address]
Contact on the day: [name, phone]
2. Performance
Lineup: [number] musicians ([instruments])
Live music: [number] sets of [minutes], approximately [start] to [end]
Included: [sound and light, first dance, DJ until ..., travel]
3. Fee
Total fee: [amount] [incl./excl. VAT]
Deposit: 40% ([amount]) due on signing. The booking is confirmed once the deposit is received.
Balance: 60% ([amount]) due 7 days before the event.
4. Overtime
Extra time costs [amount] per [30/60] minutes, agreed on the night with [client or planner].
5. Venue requirements
Stage of at least [4 x 5] metres, level and dry, covered when outdoors.
[Number] power sockets within [x] metres of the stage.
Access for load-in from [time]; [3] hours build-up before the first set.
Parking for [number] vehicles.
The Client informs the Band in advance of any sound limiter or noise rules.
6. Catering
A hot meal and drinks for [number] band and crew members at [time].
7. Substitutes
The Band may replace a musician with an equally qualified musician.
8. Cancellation
By the Client: the deposit is not refunded. Within [60] days of the event, [100]% of the fee is due.
By the Band: full refund of payments received, or an equivalent replacement band if the Client agrees.
Rescheduling: possible once with at least [3] months' notice, subject to availability.
9. Liability
The Client is responsible for damage to the Band's equipment caused by guests.
Signed for the Band: ____________ Date: ______
Signed by the Client: ____________ Date: ______
Yes. Without one, a late cancellation, a missing stage or an unpaid balance is your word against theirs. A one-page agreement signed before you take the deposit avoids almost every dispute.
In the EU, the UK and the US an electronic signature is generally valid for this kind of agreement, especially when the record shows who signed, when, and from which email address.
Before the date is confirmed. We hold a date only for a short time, then confirm when the contract is signed and the deposit is paid.
Most bands ask 25 to 50 percent at signing. See how much deposit a band should take.
RunTheBand creates the contract from the booking details, the client signs online from a private link, and the deposit invoice goes out automatically. See how it works.