What Would Be Your Next Move?

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This has happened so it's not a request for advice. I'm just interested to know what attitude others might take.

 

 

I had a recommendation recently from a local hotel from a bride who is working overseas.

 

I emailed her a .pdf brochure and she was very keen. She explained that a string quartet was booked already for the afternoon and a DJ plus a barndance band were wanted for the evening. The function room at this venue is relatively small but I said that we could probably all squeeze in with the band setting up in front of my equipment so that they could move it out easily subsequently.

 

The bride was keen to go ahead and asked how to book. I said a contract could be mailed out to her or to a representative in the UK. She asked ifit could be emailed to her and that's what I did. She said the initial payment would be sent by bank transfer.

 

The contract did not come back within the specified period and I emailed querying this. She responded saying the groom should have done it and she would make sure he took care of it the following weekend.

 

He didn't.

 

The next week I emailed again. This time I received a reply to say they were desperate to have a barndance band and they were wondering if they could hire a caller only with me playing the music for the caller through my system (thereby solving the space problem). I replied to say that would be OK since I would be there anyway.

 

That was 4 days ago.

 

In that situation what would have been your next move?

 

[Norfolk DJ 0]

 

Nothing as the contract has not been returned. If they do book, then the contract would need amending anyway to reflect the discussed changes.

 

personally I would chase them up this week, and if the contract & booking fee was not forthcoming i would release the date.

[aaadisco 0]

I would call and say that I had kept the date pencilled in the diary for them, however they haven't returned the contract and you have now had another enquiry for that date.

 

Ask them if they still wanted to go ahead with you in which case you would need everything back and sorted within 48 hours otherwise you will have to take the other booking.

 

This will show if they are then serious about booking you and should move them along to a decision either way. If this doesn't move them along then release the date and find another booking for that day.

 

This isn't advice just what I would do in this situation :-)

Edited November 7, 2010 by aaadisco

[vokf 0]

I would call and say that I had kept the date pencilled in the diary for them, however they haven't returned the contract and you have now had another enquiry for that date.

 

Ask them if they still wanted to go ahead with you in which case you would need everything back and sorted within 48 hours otherwise you will have to take the other booking.

 

This will show if they are then serious about booking you and should move them along to a decision either way. If this doesn't move them along then release the date and find another booking for that day.

 

This isn't advice just what I would do in this situation :-)

 

 

I've got a similar problem for a gig in December. Its a 50th, the client is local but works nights. I've not seen booking fee or signed terms arrive.

Last week I sent a fairly blunt email explaining that I was not booked for her party, and if she would like to book me, I do need a booking fee and signed terms.

 

She called me back, appologies and promised to post on Sunday (for probably tuesday delivery here).

Still nothing.

 

I've just fired my final email, asking for Payment by Bank Transfer, Cheque (we can collect or they can drop off) or PayPal by Wednesday.

When I talk to her, she wants to book, but is pre-occupied with other things.

I'm not really that bothered about working that night - its my birthday weekend, so happy to take a kids party or go out with friends. That said, the party should be a good one, should I get the booking complete...

 

 

 

Back to Steves problem, I think I would speak to the venue. Are they getting the same problems?

Are they aware of the Caller.

 

I'd re-quote (with mention of the caller using my PA), same price (?), but with the following points clearly stated;

-The original quote/terms are now void

-Paperwork must be returned within 7 days due to previous delays

-The date will only be held for 7 days, or until the paperwork is returned (whatever is first)

 

Post, and then call the bride explaining why this is needed, and get her assurance that it would be turned around same day.

 

Will be interesting to see how this really went.

[spinner 0]

In some ways this is a classic example of being unable to close the sale.

 

In such circumstances I don't know what else one can do except ask (diplomatically of course and not in so many words) "do you want it or not?"

 

In this case, the answer was positive and the contract and deposit were sent.

[Dukesy 0]

If you take out Motor Insurance, you often have 14 - 28 days to send proof of your NCD bonus and copies of your driving license etc. If you don't respond within that time frame you get notice that your cover will be terminated in the next 7 days. Many drivers have been rounded up by the Police for driving without insurance and prosecuted as a result of failing to produce their documents in the stated timeframe, resulting in their policy being cancelled - the courts and Ombudsman alike both determining on record that in the event of this happening its a strict liability offence laid at the feet of the policy holder (the customer) and not the fault of the insurers.

 

If you want to book Take That Tickets, then get on the phone quick before they sell out, don't expect to speak to Ticketmaster, get the price reserve the tickets and then mull it over and come back 21 days later and decide to pay....

 

If you want to take the O.H to a nice hotel for a weekend break, book it as early as possible, because those rooms which show as limited availability on Monday, probably won't still be there on Thursday when 'you get around' to making a booking.

 

In these cases, is any loss of availability the fault of the provider or the Consumer?

 

All i'm highlighting in these examples, is that you should apply for a wide range of services, not complete the paperwork or send the deposit / payment in ontime and see where it gets you, and how long the goodwill lasts for. Most consumers of our services are also regular consumers of one or more of the above and are well aware of the importance of paying on time, and meeting deadlines.

 

If any business is truely busy, then it can't afford to have the luxury of allowing clients an open ended, virtually unlimited timeframe in which to pay their deposit and sign any contract, there has to be a limit imposed and adhered to. This is equally so in the case of a client who is booking us for a Wedding, suffice to say the Church / Registry office and the Hotel / Function room will NOT allow any client to be so tardy, so they know the score.

 

Although it actually states on my contract that I give the clients 10 days to return their paperwork / deposit in the 1st class postage paid envelope, they will get a polite reminder letter on the 11th day, giving them a further 7 days in which to send in the paperwork and deposit otherwise the date will become available again to any other third party. To cover myself, I use recorded delivery on the 2nd letter to ensure that they can't come back and complain on the basis of any of the paperwork being "lost in the post".... :msn-wink: .

 

I consider myself pretty generous in relation to my given timeframe, and its more than ample for somebody to read the paperwork, sign it and then write a cheque and post it - they don't even need an envelope and stamp. I do agree that people can overlook things and be pre-occupied and that emergencies do crop up etc etc, which highlights the need for us to send a courteous reminder. But a timeframe beyond that stated on the reminder?, well sadly, they'll be out of luck.

 

Its pretty re-assuring to read from the comments above, that do prove that some Dj's have got this screwed down and clearly state and stand by their policies. But I'm just wondering what possible reason DJ's would have for handling their 'reservations' any differently or diversely than most other service providers and entities, especially when too much goodwill could possibly loose them work, whilst the indecisive client continues to mess them around, or who want the luxury of being able to still shop around and keep their options open, whilst treating you as the comfort blanket of a confirmed "stand-by".

[spinner 0]

 

Its pretty re-assuring to read from the comments above, that do prove that some Dj's have got this screwed down and clearly state and stand by their policies. But I'm just wondering what possible reason DJ's would have for handling their 'reservations' any differently or diversely than most other service providers and entities, especially when too much goodwill could possibly loose them work, whilst the indecisive client continues to mess them around, or who want the luxury of being able to still shop around and keep their options open, whilst treating you as the comfort blanket of a confirmed "stand-by".

 

One thing that should always be remembered, should there be a delay in doing something, is that those affected by the delay will usually be reassured if they are kept informed. A client may have a genuine reason for not returning paperwork on time but, if told nothing, a supplier can be forgiven for thinking the worst.

[gadget 0]

I currently don't have a time limit, but if, after 14 days then I would call them up to find out what is going on.

 

Something to add to the terms and conditions I think.. And potentially the covering letter to remind them to return it?

 

I wonder if part of the delays are down to me sending a playlist request form with the booking form - as its easy enough to check the form, fill in any gaps, sign it, write a cheque and then send it back (in the pre-stamped and pre-addressed envelope I send out too). All they then need to do is just find a postbox :)

 

Cheers,

 

David

[Dukesy 0]

I currently don't have a time limit, but if, after 14 days then I would call them up to find out what is going on.

 

Something to add to the terms and conditions I think.. And potentially the covering letter to remind them to return it?

 

I'd get this into your terms if I were you. What would happen if the client questions why you were ringing to 'chase' something which actively has no return date stated in the first place - you can't push a point you haven't made ?. Technically, on this basis, the client could choose to leave returning the paperwork right until the day before the function if they like, because you've not instructed them otherwise nor quoted any clear deadline for its return.

 

99% of clients probably won't challenge any loopholes, but what about the 1% who might become awkard and start abusing your flexibility?

[gadget 0]

I'd get this into your terms if I were you. What would happen if the client questions why you were ringing to 'chase' something which actively has no return date stated in the first place - you can't push a point you haven't made ?. Technically, on this basis, the client could choose to leave returning the paperwork right until the day before the function if they like, because you've not instructed them otherwise nor quoted any clear deadline for its return.

 

99% of clients probably won't challenge any loopholes, but what about the 1% who might become awkard and start abusing your flexibility?

 

Agreed..

 

*updates terms and conditions from v4 to v5* :)

 

Cheers,

 

David

[superstardeejay 0]

I suspect much of the apparent indecision is actually the client 'keeping their options open' by attempting to have several DJs 'pencil them in' in the diary without having to actually sign a contract. That way, if they find a better (cheaper?) quote at a later date, they can just back-out of your booking without incurring a cancellation fee.

 

Or am I being too cynical?

 

 

[spinner 0]

I suspect much of the apparent indecision is actually the client 'keeping their options open' by attempting to have several DJs 'pencil them in' in the diary without having to actually sign a contract. That way, if they find a better (cheaper?) quote at a later date, they can just back-out of your booking without incurring a cancellation fee.

 

Or am I being too cynical?

 

Not necessarily.

 

That wasn't the case in the situation I mentioned.

 

However I can remember at least one occasion where a couple had asked to book, had been sent a contract and not sent it back within the specified time limit.

 

I chased it and they asked if I could wait 4 more days before they sent it back. Other than them looking at other DJs I could think of no legitimate reason for their request so I said "no".

[Dukesy 0]

I suspect much of the apparent indecision is actually the client 'keeping their options open' by attempting to have several DJs 'pencil them in' in the diary without having to actually sign a contract. That way, if they find a better (cheaper?) quote at a later date, they can just back-out of your booking without incurring a cancellation fee.

 

Or am I being too cynical?

 

Not at all. Certainly part of the reason why a deadline should be set and DJ's should stick by their own policies. Clients are human, and some humans are well known to take liberties whereever the opportunities are given.

 

Nothing is worse than one of those high demand dates getting several enquiries, and for all of that time, you are waiting for the current, original client to send back the deposit / paperwork to cement the contract and validate the date, and the more time that passes the colder your feet get in relation to them walking away or booking somebody else.

 

A legal contract has to favour both parties equally. This can only be done, when a reasonable timeframe exists to allow the client time to peruse your contract and change their mind, but equally you also have to retain a reasonable timeframe to cover your own loss and obtain another booking, should the client just decide to not go ahead with it or think they can leave you hanging on, indefinetly.

 

Although we are not a financial entity, its usually good business practice to voluntarily make this period a minimum of 14 days, since this is often the 'cooling off' period afforded by insurance companies, travel agents and several other direct service entities, where, the client may cancel a contract without prejudice or penalty to themselves. Its also a period that thanks to the financial companies abiding by it, many people are now familiar with and will recognise. In essence it also means that you are giving your own client the protocol of a cooling off period.

 

 

 

 

[vokf 0]

Background reading;

http://www.oft.gov.uk/business-advice/trea...uing-contracts/

 

Should be read... but not tonight!