Date Updated: October 26th, 2016

Purpose:

This policy provides parameters for collecting client payments for events to be performed.

Scope:

This policy applies to all full-time, part-time, and temporary Staff Members, Employees, DJs, and DJ Trivia Hosts, Subcontractors, and Assistants who work at Pro Sound & Light Show and its affiliated events & clients.

Policy:

Client payments received by DJs must be put into the drop-box beneath the alarm keypad by the office door.  Checks can be placed as-is into the drop-box. Cash payments must be placed in an envelope with the date of the event, the client name, and the DJ’s name written on the envelope.

Payments must be turned in no later than 48 hours after the event.

The client’s entertainment agreement requires payment of the balance due before the start of performance.  The balance due is written on the event information sheet. If the client has not paid by the start of the event, you should ask them politely and professionally if they would like to pay the balance due.  If a client wants a receipt, take a sheet of paper and write the amount paid, form of payment (check#), date and your signature. DO NOT mark paid in full unless the full balance due is paid.

Collection of balance due for wedding/school/private party clients

Weddings & Private Parties — Wedding & Private Party clients are required to have their balance paid in full 2-weeks prior to the event.  So these events should not have any balance to be collected. In the event that there is a balance due, it is usually a result of a last-minute add-on or upgrade.

Regular Weekly Events: DJ Trivia, Bar Karaoke, DJ Bingo — Our regular weekly clients are expected to have a check or cash ready to be picked up at the completion of the event.  Some locations mail their payments to the office. Verify with the Entertainment Manager if you are to collect payment, and when in doubt, always assume they will have a payment for you to collect.  

Corporate Events, Company Parties, & School Events — Corporate & School clients are expected to have their final balance payment to be delivered at the start of the event.  Confirm with the client during the final planning call the balance due and form of payment they will be making it with. If they would like to pay with a credit card, they will need to contact the office to complete that payment.   Let the client know that any balance due will need to be paid prior to the start of the event.

Remember, if there’s ever a problem with collecting at a wedding or private event, we want it to be earlier in the evening and we want to be called!  DO NOT ever argue with a client. It will be easier for you to resolve a collection problem if you ask well enough before the start time so that you will still have time to call us if there is a problem.  

Failure to collect & return payments from clients may result in fewer events scheduled for the DJ, written warnings, and/or termination of employment.

TIPs and Extensions

Accept any and all tips offered, but please DO NOT solicit tips or display a tip cup.  If tip is included in payment of the balance due (in check or money order), you will receive that tip with the payment for that show.  Just make a note of it on the DJ Show Report Form.

Sometimes a client will want to extend the performance time.  Before agreeing to an extension, make sure the hall manager (or person in charge) will approve of the extension.  Often, city regulations require a dance hall to shut down by a certain time. Also, make sure you receive approval from the client personally.  You should also ask for the extension fee prior to extending the performance or you can pass the hat so to speak. You may charge whatever you want for an extension because you get to keep all of it.  You are not obligated to extend the performance but we encourage you to do so.