I have supplied you an example of booking letters you should check out. There is a comprehensive Entertainment Agencies contract sample and a very basic letter used by acts/bands/venues to confirm bookings, both of which can be adapted to your requirements.
NOTE – The Contract and Booking letter is an examples. All Legal Documentation should be evaluated by a qualified Legal Representative.
THE ACT/BAND/VENUE NAME
Your Address, Your Town, Your County
Telephone, Fax, Mobile No’s
Website &/or E-mail Address
I am writing to confirm the booking for (Act/Band Name) to perform at (Venue name and address) on (Date) from (start time) to (finish time) for the agreed sum of (£FEE) payable on the night.
Please find enclosed flyers/posters/photographs for your use.
If you have any queries or require more publicity material, please do not hesitate to contact me.
(Please note, cancellations require minimum 14 days notice or full payment will incur.)
Don’t be put off by its terms and conditions as venues, agents and performers alike tend to work things out between them. For example, a club or pub booking a rock band would not expect them to wear tux and tails! The same follows for any problems that may arise, you should always endeavor to reach a compromise or alternative agreement, especially if you want to perform at the venue again. In the first instance contact the agent or manager who issued the contract who will try to negotiate on your behalf.