AI by NicheJob 2 of 8ChatGPTClaude
Draft a blank offer sheet and a short covering email to an agent, with blanks for your own deal terms
Offers to agents move fast: The Guardian reported in January 2025 that top agents say they are being given 48-hour expiry times on offers. An offer that leaves out the date, the slot, the hold or the expiry costs a round of emails and, sometimes, the act. The same fields come up every time, so a blank one-page offer sheet and a short covering email in a consistent order saves time and makes gaps obvious. The AI lays out the blanks only: it is never given a fee, a deposit, a contract term or an artist name, it never says what is usual, and it never says whether an offer is binding. The deal terms are decided by you and your budget holder, and a signer or solicitor supplies any wording about the offer being binding or what happens on cancellation.
Time: About an hour once, then 15 minutes per offerTool cost: you can start with a free AI tool
Steps
- In your own document, decide the terms for one act before you write anything: date, stage and slot, set length, fee, any deposit, whether the offer is held and the exact date, time and time zone it expires, travel and accommodation, hospitality, how the rider is handled, billing if agreed, and anything else you will put in writing. Write TBC where undecided. Do not ask the AI for any figure or any term.
- Get the budget holder (the person who can commit the festival’s money) to approve those terms in writing before the offer goes anywhere. Decide who will check any wording about whether the offer is binding, exclusive or cancellable: a solicitor, or the contract wording the agent already uses.
- Run the prompt below with its brackets left as they are. Do not type a fee, name or term into the AI tool. You get back a blank offer sheet, a short covering email and a blank offers tracker.
- In your own document, type the approved terms into the sheet and the email, put the same expiry date, time and time zone in both, and add the wording about binding status from the named checker where the prompt shows a bracket for it.
- Send the offer from your own email. Add a row to the tracker the same day with the act, date sent, expiry, status and who replied, and set a reminder for the expiry time.
The exact prompt
Write three things for a music or arts festival programmer. 1. A one-page offer sheet as a blank two-column table. Left column headings, in this order: Festival, Artist, Date, Stage and slot, Set length, Fee, Deposit, Offer held until, Travel, Accommodation, Hospitality, Rider, Billing, Other terms, Contact for this offer. Put every right-hand cell as the bracket [TO COMPLETE]. Do not suggest values, do not say what is usual or standard, and do not add headings or clauses that are not listed. 2. A covering email of under 120 words from [PROGRAMMER NAME] at [FESTIVAL] to [AGENT NAME] about [ARTIST] for [DATE]. It says the offer sheet is attached, that the offer is open until [EXPIRY DATE, TIME AND TIME ZONE], asks them to reply to confirm or decline, and gives [CONTACT ROLE AND PHONE] for questions. After the expiry sentence put the bracket [WORDING ON WHETHER THE OFFER IS BINDING: SUPPLIED BY THE SIGNER OR SOLICITOR]. Do not say whether the offer is binding, exclusive or cancellable, and do not mention fees. 3. A blank offers tracker table with columns: act, date sent, offer expires, status (open, accepted, declined, expired), reply received (date), notes. Leave eight empty rows. RULES FOR THIS CHAT: I will give you only my own festival wording, headings and dates that I have typed in. I will not give you, and you must not ask for, any artist, agent, manager, volunteer, sponsor, funder or ticket-buyer name, email address, phone number or address, any fee, deposit or contract term, any access need or health detail, or any ticket-sale figure. Use the blanks in square brackets exactly as I give them. Do not invent fees, dates, availability, terms, facts about any act, or claims such as “sold out”, and do not say what is standard, usual or legal. Do not give legal, licensing, safety, safeguarding or access advice. Where something is missing write [FOR THE PROGRAMMER TO COMPLETE]. Everything you write is a draft that a named person will check before anything is sent.
✓ Check before you send
- Every figure, date and term in the sheet and the email was typed by you after the AI step and matches what the budget holder approved in writing.
- The expiry date, time and time zone are the same in the sheet and the email, and a reminder is set for that time.
- The email says nothing about whether the offer is binding, exclusive or cancellable except the wording supplied by the named signer or solicitor.
- Nothing in the sheet or the email says what is standard or usual, and nothing mentions how it was drafted.
- The tracker row was added the same day the offer went out.
UK notes extra
- UK: the Musicians’ Union’s guide for people hiring musicians says, about the contract the musicians are likely to send you, “Once you sign and return this a legally binding agreement is forged and therefore both sides are committed.” That is a union’s advocacy for artists, written for private events, so a festival offer may be different: this job states no rule about when an offer becomes binding, and the budget holder and a solicitor decide what to say. Musicians’ Union: hiring musicians for an event (UK; last updated 5 April 2022; a union’s guide for people hiring musicians, advocacy for artists and focused on private events).
- The Guardian reported in January 2025 that “Top agents say they are being given 48-hour expiry times on offers and are under pressure to say yes”. It is a press report of what agents say, not a rule, and it is why the expiry time is a bracket in the email. The Guardian: UK festivals face “really tough” year due to fewer headline acts and rising costs (12 January 2025; press report of what top agents say, quoting the AIF chief executive).
- Jurisdiction: the festival wording in this job works anywhere. Items marked UK are UK rules or UK practice guidance. If your festival is outside the UK, rules on contracts, personal data, licensing, safety and access will differ: ask a local adviser, and do not rely on this page for them.
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑