This feature is available for Agency clients only.
The first step to creating any contract in Prism is to create an event. Check out the video or the how-to guide below!
Create an Event
Navigate to the calendar and click on a date to create a new Hold
Fill out the details on the hold builder to the right:
We recommend to create the event as a Hold instead of a Confirmed event while you create the contract.
Type in the artist's name into the Artist Name field. There should be a "CLIENT" label next to the artist's name if they're on your roster. If you haven't already added the artist to your roster, follow the steps in this article to add them before creating a contract.
Event Name - Add additional information to the event name if needed for viewing in reports or on the calendar
Select or Create a Tour - You can leave this field blank. Adding an event to a Tour can help you organize events that are part of a specific tour, but it's not required.
Add the promoter contact information, this will auto-fill the contract signature lines with the Promoter information. Begin typing an existing Promoter contact's name to search and select the contact from the dropdown. To create a new contact, begin typing the contact's name and scroll to the bottom of the list and click "Create new contact." You will then be able to add additional details like email, phone number, etc. to the contact record.
If the Contract Signer will be different from the Promoter, you will have the option to change that in the Event Settings within the event.
You can leave the additional contact field blank. If there's an additional manager or venue contact you can include them here, but you'll also have the option to add additional contacts to the contract within the event once it is created. Note that the contract signer and manager from the artist roster record will automatically be added to the event.
Search within this field to select a venue and stage. If the venue has not been created yet, start typing the name of the venue and select the "Create Venue" option at the bottom of the list.
Optionally add an event template to the show to pull in basic event details like deal terms, standard Terms & Conditions, ticket tiers, and Run of Show items.
Click Save
Navigate to the event by either clicking the blue "Go to event" pop-up at the bottom of the screen immediately after saving, or click on the hold and click the blue "View Event" link.
Fill in the Contract details
Update the deal
On the Deals tab of the event, input the deal information by clicking the three dot menu next to the Contract button and then "Edit." Select which type of deal the offer is and input the Guarantee and bonus information below. Adjust the commission % if needed.
Add a deposit that is either a % of the Guarantee or a flat amount and choose the due date as either a certain number of days before the event or a specific date.
Build in additional bonuses, caps, or tax withholding amounts if needed with the Retroactive Bonus, Cap, or Tax Withholding toggle. Build promoter profit into the deal if the Promoter's offer includes promoter profit as an expense.
The Merchandising toggle will allow you to stipulate merch rates and notes on the contract.
Use the Create Run of Show button to build in set times for the artist to display on the contract, or leave it blank and add set times in the Run of Show tab.
Include Terms
At the bottom of the deal builder you'll see the option to Edit Deal Terms and Edit Additional Terms and Conditions. Click the Fill From Template button to add specifics about the deal in Deal Terms and standard legal language in Additional Terms and Conditions. If needed, you can edit anything from the template directly in the text box and then click Save. Make sure to also Save the entire after saving the terms. To learn about updating terms templates check out this article.
Add Support
On the Deals tab, build out the support deal if relevant by clicking the Create Artist Deal button and inputting the deal information as described above. If the support artist's guarantee is included in the split point of the headliner's deal on the offer, keep the "Include in Deal" toggle switched on.
Insert Ticket Prices
On the Revenue tab of the event, build out the ticket tiers in the Tickets table by clicking the "Create Ticket" button. Add the number of available tickets to the Allotment column and the ticket price to the Price column.
Add Taxes and Fees
If Tax or a Facility Fee needs to be deducted from the ticket price, adjust that on the Revenue tab. Note that the Tax Rate and Facility Fee will have already pulled in the venue's default Tax Rate and Facility Fee into the event.
Pro tip: If the Tax and FF are always the same for a venue, visit the Organization settings and edit the venue's default Tax Rate and Facility Fee.
Insert Costs
On the Costs tab, expand the Fixed Costs or Variable Costs groups to add costs to the contract. In the Fixed Costs section add costs like advertising budget, production, and catering by clicking the "New Cost Group" button and selecting a category. Then customize the line items that impact the show's budget and split point.
Variable Costs can be used for things like Insurance or licensing fees that vary on the number of tickets sold or the Net Gross.
Update Contacts
On the Contacts tab of the event, add any other contacts you'd like to be listed on the contract by clicking the purple "Add Contact to Event" button. By default, whoever created the event will be listed as a contact on the contract, to hide someone from the contract uncheck the "Docs" checkbox next to their contact.
Update Promoter Contact
If the promoter contact needs to be changed, click on the three dot menu in the top right corner of the event and then click "Event Settings." In the event settings update the Promoter field. To update any promoter details like email, phone number, company, or address add the contact to the Contacts tab on the event and click the pencil button next to their name (you can also edit the contact record in your global Contact Book).
Add Contract Signer (if different to Promoter)
In the three dot menu in the top right corner of the event, select Event Settings. On the Event Settings page, you will have the option to edit the Promoter if needed and add a Contract Signer if the Contract Signer is different from the Promoter. The Contract Signer details will automatically fill into the Contract signature lines on the Purchaser side of the contract. If no Contract Signer is selected, the contract will default to the Promoter.
Download and Send the Contract
Once the event details and deal points have been updated, go to the Deals tab to generate the contract. Click the green "Contract" button to preview the contract. If any changes are needed, update the details within the Event tabs and then generate the contract again.
Send the contract directly from Prism by clicking the three dot menu next to the Contract button, hovering over Contract, and then selecting Send Contract.
Fill out the details in the Contract email pop up and select a contact to send the contract to, attach relevant Files, and customize the email message text. Use Email Templates to create templates including default event/artist contacts to send to, subject lines, and text body to include.
The contract email will come from your name via team@prismemail.com, you will automatically be cc'ed, and the contract will be attached. Any replies will be to your email address. Test it out by sending a contract to yourself! You also have the option to download the contract from Prism and email it to your contact via email.
Note: If a promoter reports that a contract has been sent to spam, please request for them to add team@prismemail.comfm to their safe sender list in their email.
To generate a contract that does not include expenses or other artist payouts, use the "Preview (Simple)" option when generating a contract. This can also function as a Deal Memo. Simple Contracts will only include the artist's payout, ticket scaling, contacts, and deal terms. If you would like to hide ticket scaling from all Simple Contracts generated in your account, please contact clientsuccess@prism.fm.
Confirm the Event
Once the contract has been generated and sent, confirm the show. You can either confirm the event by adjusting the Status of the event in the top right corner of the event page, selecting the hold, and then clicking "Confirm Event" or confirm the event from the Calendar by clicking the hold and then the purple "Confirm" button.
Any questions? Contact support@prism.fm.