The Clubbing Scene

Behind the scenes of every unforgettable club night lies a well-orchestrated effort involving event organizers, club owners, and DJs, who work closely with bartenders, security personnel, and technicians to ensure everything runs seamlessly. Whether you're there to dance, socialize, or simply immerse yourself in the ambiance, a well-executed club night transforms an ordinary evening into an extraordinary experience. This project delves into the collaborative efforts of the key players—event organizers, club owners, and DJs—highlighting how their synergy brings a night of entertainment to life.

Night Event Contracts

Organizing an event requires careful planning and clear communication between all parties involved. The event planner contract serves as a comprehensive agreement that covers all aspects of the event planning services. Specifically for club nights event contracts typically include:

·       Occupancy limits

·       Permissible alcohol sales

·       Sound levels

·       Duration of events

·       Cancellation policies

·       Payment terms

·       Insurance

·       Dispute resolution

·       Framework for handling unforeseen circumstances

About the Interviewees

Hiya Dhariwal and Saaheb Mahant are the owners of Bashbox Events, a college-focused event organizing company, which primarily caters to the desi college crowd in Washington, DC. Having started in November 2023, Bashbox has already hosted events at venues like Bravo Bravo, Sachi Nightclub, Koi Nightclub, and Saint Yves. Their ambition is to expand their audience from a predominantly desi crowd to a more general party-going demographic, aiming to diversify their business. Along with being a partner in the event managing company, Saaheb is also the owner of a club called Aura Bar and Lounge in Washington, DC. With only four months of ownership, the club is still undergoing renovations and adjustments, reflecting the dynamic and evolving nature of running a nightlife venue.

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DJ contracts are generally straightforward requiring them to perform regardless of ticket sales, which ensures the quality and consistency of the event experience. The DJs usually rely on the club to obtain the necessary licenses to any music that the DJ wants to. Geoffrey C, and Hiya and Saaheb shared their perspectives as a DJ and event managers, respectively:

Common Contract Clauses

The contract is to be prepared before the event to ensure that both parties are on the same page regarding the scope of work and expectations right from the start. Once the event manager has discussed the client’s needs and provided a proposal, the contract should be drafted. This should happen before any significant work begins or expenses are incurred. The contract is never finalized in the first go. There are often negotiations that depend on the relationship between the club owner and the event manager.

Some of the most common contract clauses between an event manager, club owner, and the DJ relating to finances are:

  1. Bar Minimums: The club owner sets a minimum amount of bar sales to ensure club profit. If the minimum amount of alcohol sales is not met by the end of the night, the event managers have to pay the remaining amount.

  2. Door Sales: In contracts, the club owner sometimes keeps all money earned from ticket sales at the door, while in other cases, event managers keep a portion.

  3. Damage Liability: Club owners often include clauses making event organizers liable for damages to the club. The owners of BashBox Events shared their experience with bar minimums and damage liability issues:  

Club Night Snippets

Club Night Snippets

Behind the Scene Checklist:

Nightclub

As a club owner, in order to make it a night club you need to obtain two major licenses:

Music Licenses: Allows for the use of copyrighted music during events. If a DJ is going to play the music, he/she would not have to worry about copyright because the club has the necessary license.

Nightlife Entertainment License: An Entertainment License/ Nightlife Entertainment License authorizes venues to offer various entertainment activities during nighttime hours. The specific inclusions can vary by jurisdiction but generally encompass live performances, recorded entertainment, dance events, film exhibitions, indoor sporting events, late-night refreshments, alcohol, and hookah.

Saaheb, the club owner of Aura Bar, described the licenses he obtained for his nightclub:

 Other general licenses you may need for your venue:

  • It helps your business stay compliant at tax season.

  • It shows your space is zoned for your type of business, as well as up to code, safe to use, and up to date on its checks and inspections.

  • It allows restaurants, vendors, or any other type of food business to safely sell and serve food onsite.

  • It permits the venue to sell tangible goods that are subject to sales tax needs a seller’s permit

  • This license is required for any type of business to sell and serve alcohol to its patrons.

References:

Editorial Team. (2024, June 22). Comprehensive event planner contract. RunSensible. https://www.runsensible.com/blog/event-planner-contract/

What is an entertainment licence?. St Pauls Chambers. (2024, September 20). https://www.stpaulschambers.com/legal-expertise/regulatory/entertainment-licensing/

McCormick, J. (n.d.). Bar licenses and permits needed in Maryland (2024). Bar Licenses and Permits Needed in Maryland. https://pos.toasttab.com/blog/on-the-line/bar-licenses-and-permits-in-maryland