Free contract for musicians & bands

19 Dec 2018 // 7 minute read

Feel free to use this contract template for your account. Make sure you change all the changable files to match your event and client information.

This template is pre-uploaded to Band Pencil. Start accept e-signatures and managing your bands with easy. 14-day free trial with no credit card required! Sign up now.

Download Word File

Booking Contract

This document outlines the Terms & Conditions for the event on ‘FULL_DATE’ at ‘LOCATION’ titled ‘NAME_OF_EVENT’.

1. Definitions

Booking contracts are negotiated by 'YOUR_BAND_OR_COMPANY_NAME_HERE' of ‘YOUR_ADDRESS’ and ‘CLIENT_FULL_NAME_AND_ADDRESS’ hereinafter referred to as the 'client'.

2. Confirming the booking

i) 'Confirmation' will mean any electronic, verbal, or written acceptance of this booking by the 'client'.
ii) All bookings take effect immediately upon 'confirmation'.
Upon 'confirmation' of the booking, 'YOUR_BAND_OR_COMPANY_NAME_HERE' will issue invoices to the 'client'.

3. Changes to this contract

The agreed booking fees may be subject to change (in agreement with both the 'YOUR_BAND_OR_COMPANY_NAME_HERE' and the 'client') if any details on the contract are altered. All changes to the contract must be arranged & agreed by 'YOUR_BAND_OR_COMPANY_NAME_HERE' in advance of the event.

4. Payment of fees

It is agreed that the fee, plus VAT if applicable, for an event shall be payable on the date stated on the invoice. Failure to pay, or pay in full may lead to legal action being taken.

5. Cancellations

5.1 Cancellation by the 'client':
Cancellation by the 'client' is not allowed for any reason except circumstances covered by 'force majeure' (see clause 10.) In the event that the 'client' cancels the booking, the 'client' agrees to inform 'YOUR_BAND_OR_COMPANY_NAME_HERE' immediately.
5.1.1 Cancellation by the 'client' 28 days before the event will result in a loss of 50% of the total event fee. This will be payable by the 'client' within 14 days of cancellation.


5.1.2 Cancellation by the 'client' 14 days before the event will result in a loss of 75% of the total event fee. This will be payable by the 'client' within 14 days of cancellation.
5.2 Cancellation by 'YOUR_BAND_OR_COMPANY_NAME_HERE':

Cancellation by 'YOUR_BAND_OR_COMPANY_NAME_HERE' is not allowed for any reason except circumstances covered by 'force majeure' (see clause 10.).
In the unlikely event that 'YOUR_BAND_OR_COMPANY_NAME_HERE' need to cancel the booking, 'YOUR_BAND_OR_COMPANY_NAME_HERE' will inform the 'client' of the cancellation and make all reasonable attempts to find a suitable replacement band of similar standard and style, at no extra cost to the 'client'. Should a suitable replacement not be found, 'YOUR_BAND_OR_COMPANY_NAME_HERE' agree to refund the 'client' any prepaid booking fees.

Should a replacement artist charge a much lower fee, the 'client' will be refunded a proportionate amount of their booking fee and the replacement band will be due their usual fee.

If a replacement band is required last minute and the 'client' is not happy to accept the replacement artist, they must not allow the replacement artist to perform. If the replacement artist is allowed to perform, their full fee will be due.

6. Changes on the day

Where possible, changes to the agreed schedule, which are unavoidable on the day of the event should first be discussed and agreed with 'YOUR_BAND_OR_COMPANY_NAME_HERE'. Any changes will be subject to these terms and conditions. If changes negotiated between the 'client' and 'YOUR_BAND_OR_COMPANY_NAME_HERE' on the day of the event, are agreed to incur additional costs to the 'client', 'YOUR_BAND_OR_COMPANY_NAME_HERE' accept full responsibility for arranging the collection of additional fees.


7. Standard artist requirements:

7.1 Power: It is the responsibility of the 'client' to ensure that a safe source of power is provided for 'YOUR_BAND_OR_COMPANY_NAME_HERE', and that all local authority regulations are adhered to. For further information regarding power requirements please contact 'YOUR_BAND_OR_COMPANY_NAME_HERE'.
7.2 Venue constraints: It is the responsibility of the 'client' to ensure that the performance venue will provide a safe performance area, and to ensure that the venue is happy to accommodate the performance of such live music, including any live music licenses. Other considerations, such as noise limitations, should be mutually agreed between 'YOUR_BAND_OR_COMPANY_NAME_HERE' and the 'client' prior to booking. Any relevant information should be disclosed to 'YOUR_BAND_OR_COMPANY_NAME_HERE' prior to booking confirmation. Performance Area: It is the responsibility of the 'client' to ensure that a suitable performance area is provided. From the point of view of the performance and the overall look, this should ideally be a raised stage to distinguish the staging area from the dancing/seating area. However 'YOUR_BAND_OR_COMPANY_NAME_HERE' can perform without raised staging if necessary.
7.3 Parking: It is the responsibility of the 'client' to ensure that parking must also be available for the duration of the event otherwise the 'client' will be liable for any parking charges. 'YOUR_BAND_OR_COMPANY_NAME_HERE' will inform the 'client' of the number of vehicles in advance of the event.
7.4 Security: It is the responsibility of the 'client' to provide adequate supervision and/or security at all times. In the event of unruly or threatening behaviour from any person, 'YOUR_BAND_OR_COMPANY_NAME_HERE' are entitled to cease the performance but you will still be liable for the fee in full.

8. Performers

If one or more of the standard group of performers should be unable to perform due to prior commitments or illness, 'YOUR_BAND_OR_COMPANY_NAME_HERE' will provide another performer. 'YOUR_BAND_OR_COMPANY_NAME_HERE' agree that any replacement performer used will be of the same standard and professional competence as the performer who is to be replaced, and that they will have a good knowledge of the repertoire, and will represent the band to the same high standard. There will be no reduction in 'YOUR_BAND_OR_COMPANY_NAME_HERE' fee if a replacement performer is used.

9. Equipment

The equipment and instruments provided by 'YOUR_BAND_OR_COMPANY_NAME_HERE' are not available for use by other performers or persons except by specific permission of 'YOUR_BAND_OR_COMPANY_NAME_HERE'.

10. Force Majeure

In cases of 'force majeure' (which shall be known as war, fire, death, illness or other capacity certified by a properly qualified medical practitioner, epidemic, accident, civil commotion, national calamity, order of Government or Local Authority having jurisdiction in the matter, changes in law, foreign government policy, act of God), which are not attributable to any act or failure to take preventive action by 'YOUR_BAND_OR_COMPANY_NAME_HERE' or 'client', then the 'YOUR_BAND_OR_COMPANY_NAME_HERE' or 'client' may cancel this booking without penalty other than loss of deposit.

11. Complaints

In the event you have any complaints and as a condition precedent to any compensation claim, the issue must be put in writing and forwarded to 'YOUR_BAND_OR_COMPANY_NAME_HERE' within 48 hours of the event taking place.


Band Pencil does not offer legal advice. Use this contract at your own risk.

Ready to get your time back?

Our band management software is loved by musicians, band manager, agencies, not-for-profit music groups and many more. Get started now 👇

14-day free trial • No card required • Cancel at anytime