It goes something like this: “Can you just show up to do your service, and we’ll give you cash after the event?”

This nonchalant type of customer wants to do a casual booking of your services. They’d prefer not to sign anything or give a deposit, and can be disagreeable. But this can be a bit tricky when it comes to finalizing your booking with this customer. I’ve found that with most customers, they are willing to work through your terms of service if you are patient with them.

As the business owner, it’s tempting to take the easy route and do a gig without a deposit, contract, invoice, etc when booking a customer like this. However, anyone who regularly books special events can tell you that everything unusual, strange, and unexpected can happen at gigs, especially concerning money. Bookings go awry. Staff get sent home. Misunderstandings are quite commonplace. Unfortunately, it’s usually the event business that takes it in the shorts. They typically are the one who stands to lose in situations like these, if precautions are not made.

After having an event business for many years and experiencing many challenges, I get nervous when a customer asks me to be so casual about their booking. Yes, customers do not know your booking process. Customers also do not know what problems can typically happen at events. It’s always sunshine and roses, right? Some clients would just love you to show up and do without all the paperwork.

1. Your Terms and Requirements, Not Theirs
This casual client really does want to reserve your event service, and is ready to book the gig. This client can be putting up barriers to the sale. Though hesitant, they must follow your terms of service. It’s important here to insist on your custom requirements, such as a deposit, a signed contract, or both. Booking an event that does not meet your requirements can often be more heartaches and headaches than it is worth.

2. Prepare for the Misunderstandings
Oftentimes, the agency or event service gets shorted, and not given the agreed amount of payment. Especially when someone pays you with a wad of cash, and not when writing a check. When a customer folds up money and hands it to you as payment for your service, it’s easy to not receive the correct amount without counting it in front of your customer.

3. Put Everything in Writing
If the event conditions are detailed in writing, then neither party will forget what they must do to hold up their part of the service, either as customer or provider. An invoice, contract or proposal can go a long way in business deals.

4. Getting A Deposit
Receiving a deposit is a normal policy in the event industry. Be clear to your clients as to what the deposit covers, and if it will be returned in case of cancellation.

5. Cancellation Clause
When the customer asks you to just show up, they sometimes are under-handedly trying to make a light agreement, so they can back out last minute. In this case, ensure that you have a cancellation clause that they must follow. No one can run a special events business when clients can cancel anytime without consequence.

Abundant communication can be helpful in dealing with clients about their special events. Most event providers seem to under-communicate. Clients always appreciate more than less info.

TL;DR:
Point #1: Put everything in writing.
Point #2: Do all you can to repare for any misunderstanding
Point #3: Insist on all your terms
Point #4: Get a deposit for reserving your service
Point #5: Use a cancellation clause to firm up and support your service

Photo credit: 4 via photopin (license)

Patrick Duffek, Founder, Event LightNing Mobile Productivity Apps, has managed over 12,000 events for the Silicon Valley computer giants, organizations and special events over two decades. Www.EventLightNing.com Reproduction can only occur with expressed approval by the writer.