Practical Ways to Ask Clients for Payment

On the day of the event, your client will have a thousand things on their mind and getting payment to you may be at the bottom of the list. Don’t depend on the event planner to pay you but instead, be proactive about the entire process. Having everything on your end under control and well thought out will not only guarantee that you walk away paid but will present you as helpful and professional, which can lead to future bookings.

Communicating with the client

You need to communicate with the client at least two times about the remaining balance payment. At the point of booking, thank the client for choosing you for their event. Give them the details about how and when they should give you the rest of your fee. Then, two days before the event, follow-up with them clarifying. At this time, you can also discuss any other details about the event.

We recommend you keep as much of the communication in writing as possible. Your booking agreement should include your payment policy, but we all know things are often discussed and changed after booking. Any further agreements, especially regarding pay, should always be in writing. Through the GigSalad message tools, all communication between you and the client is automatically saved, never deleted, and can be accessed at any time; creating a secure place to keep a good record of your discussions and agreements.

Choosing the payment method

Receiving the balance as cash or check is common and expected but they are not the only, or necessarily best, way! Accepting mobile payments is becoming increasingly easier. Having the ability for mobile payment options, such as Square or PayPal, could help you appear more professional and easier to work with.

Collecting your payment

We recommend you collect payment on the day of the event before you perform. You will already need to meet with the event planner/host before you setup and this is a perfect chance to collect the balance. Too many times has a host been nowhere to be found after the performance, causing entertainers and service providers to walk away without their money.

If for some reason, you do not receive payment before you perform, be diligent to collect it after your performance. You may be tired, or even have another gig, but securing your payment right then is far better than trying to follow up.

Chasing down the payment

When you leave the gig without your payment, you may have to chase it down. We’ve received emails and calls from our members in this frustrating situation and we have a few suggestions for you.

First, reach out to the client with a copy of the Booking Agreement and any other written agreements you both had.
Give the client a deadline to have the payment to you and let him or her know what method you prefer. Three to five business days is more than enough. We recommend utilizing a mobile payment option, as they are your fastest and most secure option.
Last resort: With a booking agreement, you have the right to take the client to small claims court. Only use this as the absolute last resort. However, as long as you have a booking agreement, this is a viable option.

Have any other tips on ensuring a smooth payment process? Share them in the comments!