Contracting & Deposit

The Contracting & Deposit SOP defines the standardized process for formalizing agreements with clients after a quote has been approved. This step ensures that Maryland Productions and Event Revolution have a clear, written contract in place before equipment prep, scheduling, or financial commitments begin.

A consistent contracting process protects the company, sets expectations with clients, and prevents misunderstandings during production.

Purpose

  • Ensure every job is backed by a signed agreement before work begins.

  • Clearly establish financial, scheduling, and scope commitments.

  • Prevent unapproved work or unpaid jobs.

  • Provide project managers with legal and operational clarity.

  • Maintain consistent business practices across MP and RV.

Who Handles Contracting

  • Sales Staff

  • Project Managers

  • Administrative / Office Staff

  • AVisionary (for smaller rental jobs)

All contracting and deposit handling must follow internal approval requirements.

When a Contract is Required

A contract is required for:

  • Any full production job

  • Any rental over the internal threshold (typically $500+)

  • Any job with custom fabrication or subrentals

  • Any multi-day or multi-venue job

  • Any client that is new or has an uncertain payment history

A contract is strongly recommended for smaller rentals unless the client is trusted and in good standing.

Contracting Procedure

1. Prepare the Contract

  1. Open the approved quote in Current RMS (MP) or Flex (RV).

  2. Convert the quote into a contract document.

  3. Confirm: - Client name - Full event details - Venue address - Load-in/load-out dates - Equipment list - Labor estimates - Payment terms - Cancellation terms

  4. Add additional clauses if required (e.g., weather, outdoor events, venue restrictions).

Double-check spelling, dates, and figures.

2. Send Contract to Client

Send via: - Current RMS contract link - Flex-generated PDF - Email attachment if needed

The email should: - Thank the client - Summarize the contract - Highlight signature and deposit requirements - Provide next steps

Important: Do not begin warehouse prep or scheduling until the contract is signed.

3. Deposit Collection

Deposits protect against cancellations and secure equipment and crew.

Standard MP/RV deposit rules: - 50% deposit for most production jobs - Lower deposits may be accepted for returning clients - Higher deposits may be required for high-risk or short-notice events

Acceptable payment methods: - Credit card - ACH - Check - Wire transfer

Deposit must be recorded in: - Current RMS (MP) - Flex or accounting system (RV) - Job notes (both companies)

A job is only considered officially Confirmed once: - Contract is signed - Deposit is collected (unless waived by leadership)

4. Contract Confirmation

Once the client signs and deposit is received:

  1. Change job status to Confirmed.

  2. Lock inventory for the job in Flex or Current RMS.

  3. Notify: - Warehouse manager - Logistics coordinator - Assigned technicians or leads

  4. Add the job to: - The logistics calendar - Warehouse prep schedule - Crew scheduling board

  5. Begin Advancing.

5. Handling Contract Revisions

If the client requests changes:

  • Update the quote or contract.

  • Re-send revised contract.

  • Ask the client to sign the new version.

  • Record the change in job notes.

  • Adjust pricing as necessary.

Never treat verbal agreements as binding—all changes must be written.

6. Contract Storage & Documentation

Once signed:

  • Store a copy in the job folder.

  • Save in Current RMS/Flex under “Documents.”

  • If signed physically, scan and upload.

  • Archive older versions for reference.

Financial Terms

Contracts must clearly include:

  • Deposit amount

  • Remaining balance and due dates

  • Overtime or additional labor rates

  • Travel or per diem rules

  • Cancellation policy

  • Weather or force majeure clauses (as needed)

Any deviation from standard terms must be approved by management.

Quality Control

  • No job proceeds to warehouse prep without a signed contract.

  • All financial terms must match what was quoted.

  • Contract language must remain consistent across PMs and sales staff.

  • Deposits must be recorded accurately for accounting.

  • Review all revisions for accuracy before sending.

Troubleshooting & Exceptions

Client refuses to sign a contract - Politely explain that MP/RV cannot proceed without a signed agreement.

Client wants to start work before signing - Decline until the contract is completed. - Escalate to management if necessary.

Client needs the contract urgently - Prioritize formatting and review. - Flag as Urgent in internal communications.

Client disputes pricing after contracting - Refer to the signed agreement. - Prepare revised quotes if adjustments are agreed upon.

Last-minute bookings - Collect payment-in-full instead of deposit if contracting time is tight.