Basic contracts for musicians: what a gig agreement should include
Many musicians play on a handshake, and most of the time it works out. But when something goes wrong (the client cancels at the last minute, the payment never arrives, the event runs three hours over, or the venue lacks the power you need), the lack of a written agreement turns a small problem into a loss. A contract doesn't have to be complicated: one or two clear pages are enough for most gigs.
Note: this guide is for information only and is not legal advice. Laws vary by country. For large amounts or special situations, consult a lawyer.
1. Identify the parties
The contract should state who is hiring and who is hired:
- The client's full name or company name, ID and contact details.
- The band's name and the person who represents it and signs.
- If the band is a company, its legal name.
2. Event details
- Date and exact venue, with address.
- Type of event (wedding, corporate, bar, festival).
- The band's call time, sound-check time, start time and end time.
- Number and length of sets and breaks.
- The client's contact person on the day.
Separating call time from start time prevents arguments about punctuality.
3. Payment
- Total agreed fee and currency.
- Deposit to hold the date and its deadline.
- Date and method of paying the balance (transfer, cash, check).
- Whether the price includes taxes.
- What happens if payment is late.
If you priced the gig with a method, like the one in how to budget a gig, it will be easier to justify.
4. Overtime
Events often run long. Define:
- The rate for each extra hour or fraction.
- That overtime must be requested during the event and confirmed by the contact person.
- Whether it is paid the same day.
5. Cancellation and changes
One of the most important clauses:
- If the client cancels: for example, the deposit is non-refundable if they cancel less than a certain number of days ahead; very close to the date, an additional percentage may be owed.
- If the band cancels: refund of the deposit and, if agreed, an obligation to find a replacement of similar level.
- Date changes: whether they are possible and on what terms.
6. Force majeure
Include a clause for situations outside both parties' control, such as natural disasters, health emergencies, government orders or widespread power cuts. Define what happens to the deposit (for example, the date is rescheduled or partly refunded).
7. Technical requirements (tech rider)
Attach or describe what the band needs:
- Minimum stage size.
- Power outlets and available electrical capacity.
- Sound and lighting gear, if the client provides it.
- A roof or cover for outdoor events.
- Access for loading gear and parking.
If the client doesn't meet the requirements and that prevents the band from playing, the contract should say it is not the band's responsibility.
8. Hospitality
This can include water, food, a space to change and store instruments, and lodging for out-of-town events. It is reasonable, especially for long events.
9. Repertoire
- Songs requested by the client and a deadline to send them.
- Songs the client does not want played.
- Special moments (entrance, first dance, toast).
Requested songs that need new arrangements can carry an extra cost. Coordinate them with the setlist.
10. Recordings, photos and rights
- Whether the client may record the show and for what use (personal or commercial).
- Whether the band may use photos and video of the event for promotion.
- That the performance does not transfer copyright in the band's original songs.
Public-performance royalties for the works you play depend on each country's law and its collecting societies; they usually fall to the organizer or venue. Check the rules where you live.
11. Liability and safety
- Who is responsible for damage to the band's gear caused by guests.
- That the band may stop playing if there is a risk to its safety or equipment (for example, rain on electrical gear).
12. Signatures
Both parties sign and keep a copy. Signing digitally or confirming by email is common today; always keep the evidence.
Final tips
- Use a base template and adjust it for each event.
- Write in plain language: a contract nobody understands is useless.
- Keep the contract and payment receipts with the event details. In RecMusicians Pro Agenda you can send private notes and PDFs to a bandmate so they are always at hand.
- Go over the contract with the band: everyone should know the terms, especially schedule and repertoire.
A clear contract is not distrust: it is professionalism, and it protects everyone, including the client.