Before getting started with this guide, we recommend checking out our Performance Agreement guide first for context.
According to the Live Music Office, a worksheet is “a document that venues issue to performers, booking agents or their manager in the weeks leading up to a live show. It provides more details about the upcoming event and is based on what was agreed to in the artist performance agreement."
Some performance agreements can include the worksheet at time of booking to save on admin. But if full logistics and details aren’t in place at the time of the booking, the worksheet fleshes out these details.
Unlike performance agreements - which will be personal to each act - the worksheet is usually a general document that can be provided to all performers and staff involved.
A late, inaccurate (or non existent) worksheet can stuff up your event marketing, onsite logistics, staff, performer and patron experience.
Your worksheet is your best opportunity to keep everyone on the same page.
It’s crucial to keep it up to date and send to people with enough time for them to plan and deliver on the day. A common muck-up is failing to let performers know of set-time changes. Let all performers know ASAP so they can adjust their event marketing and communications to fans.
If you don’t know any worksheet details at time of booking:
Ensure that your performance agreement states that the worksheet will be provided later and it’s expected that the performer follows it. Email your worksheet at least 7 days before the event so the performer is prepared.
If you know all (or just some) worksheet details at the time of booking an act:
Include it with the performance agreement. Even if there’s gaps or potential changes, it’s best to provide what you know at time of booking.
Regardless, always send worksheet again before the event:
Email the worksheet to all performers and staff again at least 7 days before the event to remind everyone. If you don’t have all the details sorted by then, let everyone know so they can keep a lookout for the worksheet closer to the event day. This is particularly important for touring acts, who have a lot of logistics that are affected by your worksheet.
When you email the worksheet, remind performers and personnel to also review their performance agreement and tech specs:
This prompts everyone to meet their obligations prior to event (e.g. marketing), and their ‘onsite conduct’ requirements to support your venue staff and patrons.
Approve changes:
Your venue contact/the person who created the worksheet should always approve any changes and make worksheet amendments. Performers might request changes, but it’s best if the venue approves then makes those changes and resends updated worksheet to everyone.
Print worksheets for each event:
Usually you need at least three - one for the sound engineer, one for the venue contact and one for the acts.
With all this in mind, jump to Onto It Media’s free Venue Resources Builder to get a performance agreement and worksheet template to suit your venue needs!