Contracts and Agreements for Music Festival Contractors.

Music festivals rely on a huge number of external contractors to make their events happen and suppliers to the sector make up a sizeable portion of this industry. Festival organisers prefer to use their own contracts when appointing a contractor which will have standard terms but there are also specific clauses and terms that only apply in the festival contractor relationship.

A legally binding contract is required by both parties to ensure that any verbal agreements are documented. A contract helps organisers and contractors understand what their obligations and responsibilities are and help to ensure the smooth operation of the event. What content do these contracts typically contain that are specific to contractors and why are they important? 

Deliverables and Schedules. 
One of the most comprehensive elements in any contract will be the specifications of exactly what will be delivered and when. This section may be lengthy and is often referred to in an attached appendix which allows organisers to specify requirements in great detail. This is common for technical equipment like the backline, sound engineering, lighting setup and stage construction for example. These specifications may also include details of materials to be used and any waste and disposal requirements. The schedules will be specified by organisers and provide details of when items need to be delivered, the build-up period, inspection sign off, on-site maintenance and tear down. These schedules often contain very specific details of dates and times along with site access, accompanying passes required and how they will be operated. 

Health and Safety. 
Contracts will contain details of the requirements to ensure compliance with any prevailing health and safety protocols. Depending on the country and jurisdiction these requirements can vary but, in most cases, there will be published guidelines along with details of penalties for non-compliance. Contractors will be expected to ensure that any personnel on a site are fully trained for the work they are conducting and that they are using the necessary protective clothing and equipment. Some festival organisers may specify in a contract that contractors will be required to submit their own risk assessment of their involvement in the event including any relevant emergency procedures. 

Certification Submissions. 
Festival organisers will specify in any contract what the contractor needs to submit as evidence that they are compliant with a variety of aspects. This may include copies of insurance certificates for public liability which in many countries is a mandatory requirement for organisations that employ people and deal with the public. In addition, the organisers may want to see evidence of staff training and certification and is relevant for any dangerous work that may involve working with electricity, lighting, rigging and heavy lifting equipment. Increasingly important will be evidence of the contractor's environmental compliance which may relate to waste disposal, noise pollution and vehicle emissions for example. 

Payments and Penalties. 
To avoid any later dispute contracts should provide details of the payment terms agreed by both parties. Some contractors will specify a payment schedule for organisers with a percentage payable in advance and balances payable within a given period after the event has ended. The organisers will always specify the financial penalty for late delivery, poor quality equipment or breakdowns for example. 

Termination of Contract. 
A termination clause is usually required because of the fickle nature of music festivals which can be cancelled for a variety of reasons. Organisers have the option to terminate the contract if the contractor fails to meet delivery schedules, provides sub-standard equipment or breaches on-site safety protocols. Termination can include a variety of clauses related to part completed work, part payments and length of notification required by either party. Contracts always contain a Force Majeure clause which covers cancellation due to reasons beyond anyone's control and may include adverse weather and pandemics. It should also specify how payments will be handled under such circumstances. 

Other Common Terms. 
Additional clauses common with festival organisers and contractors are non-disclosures agreements which protect the organisers especially where contractors have access to confidential financial information or prior knowledge of line-ups. The increasing importance of sustainability means that organisers may insist on terms relating to the contractor's responsibilities to adhere to related guidelines. 

For festival organisers planning their next events using a software management platform like Festival Pro gives them all the functionality they need manage every aspect of their event logistics including a dedicated contractor module. The guys who are responsible for this software have been in the front line of event management for many years and the features are built from that experience and are performance artists themselves. The Festival Pro platform is easy to use and has comprehensive features with specific modules for managing artists, contractors, venues/stages, vendors, volunteers, sponsors, guestlists, ticketing, cashless payments and contactless ordering.

Image by andibreit via Pixabay

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