5 STEP BOOKING PROCESS

1. INITIAL INQUIRY

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2. DISCOVERY CALL

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3. CUSTOM PROPOSAL

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4. CONTRACT & DEPOSIT

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5. COLLABORATIVE PLANNING

→ EVENT DAY

Total Timeline from First Contact to Event: Recommended 6-8 weeks minimum

STEP 1: INITIAL INQUIRY

Contact Calabash via YOUR preferred method:

Email: orogunmedia@gmail.com
Website Form: www.orogunmedia.ie/calabash

What to Include :

Company name

Event type (Black History Month, employee appreciation, diversity celebration, etc.)

Preferred date(s) or date range

Expected audience size

Location/venue (if known)

Budget range (optional but helpful)

What Happens Next:

• Response Time: Within 24 business hours

• Initial Response Includes:

  • Confirmation of availability for requested date(s)

  • Link to schedule Discovery Call

  • Preliminary information packet (1-page overview, pricing guide)

  • Any clarifying questions

STEP 2: DISCOVERY CALL

Purpose:

Understand your event goals, audience, and vision so we can customize the perfect experience.

Scheduling:

• Calabash provides Calendly link for easy self-scheduling

• Available time slots: Mon-Fri, 9am-5pm

• Format: Video call (Zoom/Teams) or phone

• Duration: 30 - 45 minutes

What We'll Discuss:

Event Goals & Objectives

• What are you hoping to achieve? (engagement, cultural awareness, team building, celebration)

• Is this part of a larger D&I initiative?

• Any specific themes or messages you want emphasized?

Audience Profile

• Number of attendees

• Demographics and roles

• Any accessibility requirements

Logistical Details

• Date, time, and duration preferences (date confirmed when deposit paid)

• Venue details (indoor/outdoor, stage size, technical capabilities)

• Venue access

• Other programming that day (before/after Calabash)

• Catering, hospitality, or other event components

Budget & Investment

• Transparent discussion of pricinG

• Budget constraints or flexibility

• Any add-on services of interest

Decision-Making Process

• Who else needs to approve? (stakeholders, budget holders)

• Timeline for making a decision

• Any specific requirements from leadership

What Happens Next:

• No pressure, no obligation

• If there's a fit, we'll create a custom proposal within 48 hours

• If timing or budget doesn't work, we'll discuss alternatives or keep you in mind for future opportunities

STEP 3: CUSTOM PROPOSAL DELIVERY

What You Receive:

A comprehensive, tailored proposal document including:

1. Executive Summary

• Event concept customized to your company and goals

• Key benefits and outcomes specific to your objectives

2. Detailed Event Program

• Complete experience breakdown

• Timeline and flow

• Interactive elements and cultural education components

• CUSTOMIZATION based on your Discovery Call feedback

• Photography, extended time, merchandise, etc.)

• Payment terms and schedule

3. Production & Logistics

• Technical requirements (stage, sound, lighting)

• Setup and TEAR-DOWN timeline

• Venue coordination details

• What Calabash provides vs. what venue provides

4. Marketing & Promotional Support (IF REQUIRED)

• Internal communication templates (email, intranet, posters, video)

• Social media assets for company channels

• Photography/video content rights

5. Next Steps & Contract Preview

• Clear action items

• Timeline to confirm booking

• Payment schedule

• Cancellation policy

Proposal Format:

• PDF document (8-12 pages, professionally designed)

• Optional: Video message from the team personalizing the proposal

• Validity: Proposal and pricing valid for 14 days

Review & Questions:

• Follow-up call available if you have questions (15-30 min)

• Email support for any clarifications

• Proposal revisions if needed (budget adjustments, timeline changes, etc.)

STEP 4: CONTRACT & DEPOSIT

Decision & Confirmation:

Once you're ready to move forward, simply reply to the proposal email with:

• "We'd like to proceed with booking Calabash for [date]"

• Any final questions or requests

Contract Process:

What We Send:

• Service Agreement (clear, straightforward contract)

• Invoice for 50% Deposit

• Insurance Certificate (public liability coverage)

• Technical Rider (detailed requirements for venue)

Contract Includes:

• Event date, time, location

• Scope of services (as outlined in proposal)

• Investment amount and payment schedule

• Cancellation policy and terms

• Liability and insurance provisions

• Intellectual property and media rights

• Force majeure clause

Signing Options:

• Electronic signature (DocuSign or similar - fastest)

• PDF signature (sign and email back)

• Postal mail (if required by your procurement process)

Payment Methods:

• Bank transfer (preferred - Irish bank account details provided)

• Credit card (via invoice link)

• Company purchase order (if required by your AP process)

Typical Timeline:

• Contract sent within 24 hours of your "yes"

• Signing target: 3-5 business days

• Deposit Payment due: on contract signing

• Balance due 14 days prior to the event

• Your date is officially secured once deposit is received

Booking Confirmation:

Once we receive your signed contract and deposit, you'll receive:

• Booking Confirmation Email with all details

• Dedicated Event Coordinator Contact (your main point of contact)

• Welcome Pack (what to expect, how to prepare, FAQ)

• Planning Timeline (key milestones leading up to event)

STEP 5: COLLABORATIVE PLANNING → EVENT DAY

Planning Timeline:

6-8 WEEKS BEFORE EVENT

• ✓ Contract signed, deposit paid, date secured

• Initial planning email with coordinator introduction

• Technical requirements sent to venue

• Save-the-date for internal promotion

4-6 WEEKS BEFORE EVENT

• Planning Session #1 (60 min video call)

  • Detailed program WALK-THROUGH

  • Customization discussions (specific messaging, company milestones, etc.)

  • Venue coordination logistics

  • Confirm technical specs with venue

  • Discuss any VIP guests or special considerations

3-4 WEEKS BEFORE EVENT

• Marketing asset delivery (IF NEEDED):

  • Email templates for internal promotion

  • Poster designs (digital and print-ready)

  • Social media graphics

  • Event description copy

• Employee registration system setup (if needed)

• Catering coordination (if Calabash is involved)

2 WEEKS BEFORE EVENT

• Planning Session #2 (30 min check-in call)

  • Final attendee count confirmation

  • Last-minute adjustments or requests

  • Confirm venue access times and contact

  • Review day-of-event schedule

• Final invoice for remaining 50% payment (due 14 days before event)

• Travel/accommodation confirmation (if applicable)

1 WEEK BEFORE EVENT

• Final Confirmation Call (15 min)

  • All logistics locked in

  • Emergency contact numbers exchanged

  • Final attendee count

  • Weather contingency (if outdoor event)

• Delivery of any branded merchandise (if ordered)

• Venue site visit (if needed and local)

2-3 DAYS BEFORE EVENT

• Final reconfirmation email with:

  • Arrival time for Calabash team (typically 3 hours before start)

  • Load-in logistics

  • Green room/hospitality details

  • Day-of contact information

  • Emergency backup plans

EVENT DAY

H-3 Hours: Setup & Soundcheck

• Calabash team arrives

• Equipment load-in and setup

• Full soundcheck with venue technical team

• Stage and lighting adjustments

• Final WALK-THROUGH

H-30 Minutes: Pre-Show

• Artists ready and prepared

• Final technical checks

• Coordinator checks in with client contact

• Audience arrival management

H-Hour: SHOWTIME

• unforgettable experience

Post-Event (H+1 Hour)

• Tear-down and load-out

• Quick debrief with client (5-10 min)

• Thank you and feedback collection

• Equipment packed and departed

PAYMENT SCHEDULE & TERMS

Standard Payment Structure:

50% Deposit

• Due: 7 days after contract signing

• Secures your event date

• Non-refundable except as outlined in cancellation policy

50% Final Payment

• Due: 14 days before event date

• Required to proceed with event

• Can be paid earlier if preferred

Accepted Payment Methods:

• Bank transfer (preferred - Irish bank details provided)

• Credit card payment via invoice link

• Company purchase order (if required by your procurement process)

Currency:

• All pricing in Euros (€)

• International clients: Payment must be in EUR

CANCELLATION & RESCHEDULING POLICY

Client-Initiated Cancellation:

60+ Days Before Event:

• Full refund of deposit minus €500 administrative fee

• OR: Apply deposit to future event date (within 12 months)

30-59 Days Before Event:

• 50% refund of deposit

• OR: Apply full deposit to rescheduled date (subject to availability)

Less Than 30 Days Before Event:

• No refund of deposit

• Final payment still due if already invoiced

• Rescheduling possible for 25% fee (subject to availability)

Force Majeure / Extreme Circumstances:

If event cannot proceed due to:

• Natural disasters

• Government restrictions (pandemic, lock-down, etc.)

• Venue closure beyond client control

Options:

• Reschedule at no additional cost (subject to availability)

• OR: Full refund minus actual costs incurred (typically 10-15%)

Calabash-Initiated Cancellation:

• Rare but possible due to illness, emergency, or unforeseen circumstances

• Full refund of all payments + assistance finding alternative entertainment

• Calabash maintains backup artist roster to minimize this risk

FREQUENTLY ASKED QUESTIONS

Booking & Logistics

Q: How far in advance should we book? A: 6-8 weeks minimum recommended, but we can accommodate shorter timelines if available. For popular dates (Black History Month, Africa Day), book 3-4 months ahead.

Q: What if our preferred date isn't available? A: We'll suggest alternative dates close to your preference and check if we can shuffle our schedule to accommodate.

Q: Can we book multiple events or a series? A: Absolutely! We offer discounted rates for multi-event packages (e.g., quarterly programming, annual series).

Q: Do you travel outside Dublin? A: Yes! We perform across Ireland, UK, and Europe. Travel and accommodation costs are factored into pricing for events outside greater Dublin area.

Customization & Flexibility

Q: Can we customize the program for our company? A: 100% yes. Every Calabash experience is tailored to your goals, messaging, and audience. We work with you to incorporate company values, milestones, and themes.

Q: What if we have a smaller budget? A: We can offer a 5-8 piece ensemble instead of a full 13-piece, or discuss a shorter performance format.

Q: Can we add our company branding? A: Yes! We can incorporate your company logo on screens, create co-branded materials, and design custom merchandise featuring both brands.

Q: Is this appropriate for all-ages / family-friendly events? A: Absolutely. Our Baba Eweo storytelling component is specifically designed for families. The full program is appropriate and engaging for all ages.

Technical & Venue

Q: What venue requirements do you need? A: Minimum 6m x 4m stage space, standard PA system, power outlets, and load-in access. We provide detailed technical rider upon booking.

Q: What if our venue doesn't have a stage? A: No problem! We can perform on a cleared floor space or bring portable staging if needed (additional cost).

Q: Can you perform outdoors? A: Yes, weather permitting. We require a covered stage area and weather contingency plan (indoor backup location).

Investment & ValuE

Q: Are there any hidden costs? A: No. Our pricing is all-inclusive except for optional add-ons (photography, extended time, merchandise, etc.) which are clearly itemized in proposals.

Q: Can we get a discount for non-profit organizations? A: We evaluate case-by-case. Educational institutions and mission-aligned nonprofits may qualify for reduced rates.

Q: How does Calabash pricing compare to other corporate entertainment? A: Our range is competitive with mid-tier corporate event budgets. You get premium cultural programming at accessible pricing.

Day-Of Logistics

Q: Do we need to provide meals for the artists? A: Yes, hospitality riders typically include meals/refreshments for ~15 people (band + crew). Simple catering is fine - we're not demanding!

Q: What if something goes wrong on event day? A: We have backup artists, backup equipment, and 15+ years combined event production experience. Emergencies are rare, and we have contingency plans.

Q: Can employees take photos/videos? A: Yes! We encourage it. You'll own the rights to any content captured by your team. Professional photography/videography available as add-on service.

Business Hours:

Monday - Friday: 9:00 AM - 5:00 PM GMT
Response time: Within 24 business hours

Emergency Contact (Event Day Only):

Available 24/7 on scheduled event dates

READY TO BOOK?

Start Your Booking in 3 Easy Steps:

1. EMAIL US Send a quick inquiry to orogunmedia@gmail.com with your event details

2. SCHEDULE YOUR DISCOVERY CALL We'll send you a Calendly link to book your 30-minute consultation

3. RECEIVE YOUR CUSTOM PROPOSAL Within 48 hours, you'll have a tailored proposal ready for review

This process is designed to be client-friendly, transparent, and professional. Every interaction should reinforce Calabash's commitment to authentic cultural programming and exceptional service.