Received my first "Entertainer Contract". It seems to be no problem but does anybody see anything wrong with this. The only thing I don't do is arrive in "professional attire".
I look at this list as a bare minimum list of "professional" behaviors. Since I already go above and beyond this list, it is not a problem at all.
Entertainers must be set up and sound checked 30 minutes prior to guest arrival.
That's fine. I normally arrive at least 90 minutes ahead of time for a simple event, and 2 hours if I expect any complications. A full sound check completed 30 minutes prior to the guest arrival is not an issue.
What I sometimes run into are venues who think that a sound check can be done without disturbing the corporate meetings going on onsite prior to the event.
I explain that my sound check will be:
- Loud. In fact, it will be louder than I expect it to get during the event.
- 15 minutes long. I play the same song 2-3 times to use as a baseline to EQ to the room, and to get the speaker placement refined. Then I play 2-3 other songs that cover typical dinner music, party music, and special songs.
- Done with as few people in the space as possible. Any non-essential people should be removed from the room (again, it is going to get LOUD!).
Access to the facility is given to entertainers two hours prior to the start of the event. If you require
earlier set up, please contact Jenny Giallanza at (916) 774-3870 during regular business hours.
Load in takes place at the west entrance of the facility. It is a short distance from your vehicle to the
ballroom. The majority of the path is smooth, flat and firm with little or no stairs. There is a stage in the
ballroom. You will be setting up to the right of the stage (as you’re facing it) on the floor in an area
designated by the facility. Any tables, stands or other props needed for performance are to be provided by
the entertainment company unless arrangements are made in advance. Access to the service area and
kitchen is near your set-up. Please mind the area and provide ample clearance for catering equipment in
this area.
2 hours is plenty for load in and setup - for all but the largest venues. I have all my own tables and drapes and facades. If the venue would prefer matching drapes, then they would need to provide those.
When you arrive, please introduce yourself to the Banquet Manager on duty and ask him/her to point out
access for load in and set up area. Equipment is to be unloaded and vehicles moved immediately as the
unloading area is an access point for guests and residents of the facility.
I introduce myself to the banquet coordinator during a site visit that is 2-3 weeks prior to the event. I will happily let them know that I have arrived onsite. During that site visit I discuss load in/out paths, parking, and so on.
All cords (cable, electrical, audio, visual etc…) are to be neatly dressed and secured using gaffer’s no stick
residue tape. Cables are to be of a dark or black color and are to be run along baseboards and the
architecture of the facility in a professional manner. Cable runs are prohibited along doorways and high
traffic/access points throughout the facility.
I dress all cables with gaffers tape. All my cords are black or a dark color.
Cable runs being prohibited across doorways might be an issue depending on the location of the console, and the overall speaker placement in the room. I certainly discuss that during the site walk through.
Two 20A circuits at 120V service, 3 prong Edison connections are provided for power use. Should more
power be needed, contact Jenny Giallanza at (916) 774-3870 during regular business hours.
Tow circuits is one more than I normally get.
Due to the dress code of the facility, entertainers must arrive to event site in professional attire and
perform in professional attire suitable to the event. Jeans, T-shirts, tank tops and open toed
shoes/sandals are prohibited.
Years ago, I "forgot" my tux pants...and was wearing jeans for the load in. I was able to run to the local mega mart (is was in the same shopping center) and find a pair of black "dress pants" prior to the event. But, that sense of panic about wearing a tux shirt and jacket over blue jeans has never left me.
Since that day, I have always loaded in wearing business casual with a pair of black dress pants and a polo shirt. That way I know I have at least one backup pair of pants at the event. They might not be tux pants...but black dress pants match a tux a lot better than blue jeans.
These dress pants are not expensive...I think that most of the dress pants I wear for load in/out are actually cheaper than the jeans I buy...$20-$25 a pair on the sale rack at the local mall stores.
Ask what attire the venue considers to be appropriate during a load in. Odds are dark dress pants with a polo shirt are fine.
Last song must end at conclusion of contracted time for facility. Adding time is not allowed on the day
of the event. Please confirm with Banquet Manager upon arrival to determine contracted end time.
I work with the client and the venue to make sure that the event is over by the end of the contracted time. This avoids overtime charges to the client, and helps make the venue happy. I also ask what it means for the event to be over...is that the last song? or do all the guests have to be out of the facility?
Breakdown must be completed within 45 minutes of event conclusion.
For a small to medium event that is a reasonble load out time. I can certainly be out of the building...I may need another few minutes to get everything loaded.
I typically do not begin to break down the equipment until after the last guest has left the ballroom. I also take a few moments to change out of my tux and into my load in/out clothes. When guests linger for 15 or 20 or 30 minutes after the event, that does delay the teardown.
If I have concerns based on the amount of gear, I will raise those with the venue.
Although you are an independent contractor, you are considered by Sun City Roseville to be a
representative of the overall guest experience we provide to our clients. For this reason, all entertainers
will refrain from the use of alcohol or illegal substances while on property.
I never drink alcohol while I am working. And I never use illegal substances. So, this is a non issue.
I do bring a small cooler with bottled water and other drinks for me. This avoids me taking time from the bartenders to get a glass of water.
You will be responsible for any damages to the building or grounds incurred by your or your staff while
working at Sun City Roseville.
Please read, sign and return one copy to acknowledge understanding and cooperation of the above requirements.
Everyone is always responsible for any damage that is caused by you. I would discuss "normal wear and tear" compared to "deliberate damage" or "negligent damage". If a door stop is not available, and my cart or cases on the cart bump the door - I will not charge them for damaging my equipment if they do not charge me for dinging their door.
They key with any list like this is that the venue has seen some (or perhaps many- bad actors over the years. I find that if I make an appointment 2-3 weeks ahead of time with the banquet manager, arrive on time wearing a suit, discuss the time line of events, ask to see the load in/out path, ask about parking with a trailer, ask about event end times, ask about circuits and breakers, and so on - that the Vast Majority of issues with lists like this simply evaporate. Present yourself as a professional, and you will be treated like one.
