Contract and liability insurance: what to check before signing a show
A well-closed booking has three papers in order: the contract, the public liability insurance and, if the client is a town council, the procurement file and the e-invoice. This guide sums up what to check in each. It is a guide only: the signed contract, the municipal bylaw and each region's public-entertainment rules prevail.
What the contract should state
The parties and who organises the event; the specific artist or band; date, venue, stage time and length of the sets; the price, whether it includes sound, lighting, stage and travel, and when it is paid; the technical and hospitality rider as an annex; and what happens if the show is called off. A contract that leaves any of this open is the one that ends in an argument on the day.
Who provides the liability insurance
Public liability insurance covers damage to third parties during the event. Usually the organiser holds the event policy and the company delivering the show proves its own for its activity. The minimum cover is not the same everywhere: it is set by regional entertainment law, the municipal bylaw or the tender documents, and council contracts ask for anything from hundreds of thousands to several million euros depending on capacity. Always ask for a copy of the policy and the current receipt.
When a town council books
A Spanish public body booking a show signs a private contract (article 25 of Law 9/2017 on Public Sector Contracts): it is prepared and awarded under procurement rules and governed by private law in its effects. Up to 15,000 euros before VAT it can be a minor contract; above that, the council may use the negotiated procedure without publicity when there is proven artistic exclusivity (article 168.a.2) or run a tender. As organiser, the council normally handles the venue permits, the safety plan and the copyright fees.
E-invoicing and payment terms
Invoices to Spanish public bodies go through FACe, the general entry point, with the council's three DIR3 codes: accounting office, managing body and processing unit. Each administration may exempt invoices up to 5,000 euros, so ask. The administration must approve the invoice within 30 days of the show and pay within the following 30 days (article 198.4 LCSP).
Rain and other cancellations
There is no single legal rule: the contract decides. Commonly, if the organiser cancels for reasons outside the artist's control, weather included, the agreed fee is paid or a new date is found, and if the cause lies with the artist there is no charge and deposits are returned. Write the clause before signing, not on the day of the storm.
Frequently asked questions
- Do I need insurance for a private party?
- It depends on the kind of event, the capacity and your region's rules. A licensed venue usually has its own policy; on a public street the organiser usually needs one. Ask us about your case and we will tell you what paperwork we provide.
- Can a council pay me without an e-invoice?
- Only if the invoice is up to 5,000 euros and that council has exempted such invoices. Otherwise it goes through FACe with its DIR3 codes.
- What paperwork does a council ask for to book a show?
- Usually a responsible declaration, certificates of being up to date with the tax agency and Social Security, the liability policy and, under the exclusivity procedure, the artist's exclusivity certificate. We prepare that pack with the proposal.
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