What do I do if my client needs me for ceremony coverage, but they are not booked for a ceremony?

Sparknotes: Simply tell them somebody will reach out regarding ceremony coverage and send me an email saying the client needs ceremony coverage. 

When clients book a DJ with Bellagala, our sales staff is very insistent on explaining exactly what is included in the original DJ package and if they need additional coverage for the ceremony, it is an additional fee. The clients then sign into a binding contract which describes exactly what they're paying and what services will be provided. If the client isn't booking ceremony coverage, the contract will specifically state the client has not booked ceremony coverage.

However, we've seen several occasions where a client begins talking to the DJ about needing ceremony coverage which they are not contractually booked for. Clients sign their contract months (sometimes a year plus) in advance. More than likely, they have forgotten what their DJ package includes and since they've signed the contract they had a change in plans for the ceremony and now need the DJ. We are continuing to take steps in our internal processes to prevent this from happening. I can't know for certain the reason this continues to occur, but what I do know is that it does happen and probably always will happen to some sort of extent.

During the client call one of the first things you should ask is if the client isn't booked for the ceremony is 'So you do NOT need me for the ceremony, correct?'. If they say they will need you, briefly explain to them that 'it looks like you are not currently for the ceremony, but I will put you in contact with our leadership team regarding ceremony coverage.' Then send me an email saying your client is using you for the ceremony but they are not currently booked. We will take it from there.

If you do a ceremony when the client has not booked a ceremony, you will not get paid. Period. We cannot afford to pay artists for something the client did not pay for. Again, reach out to me regarding the client's ceremony needs, we will take care of it and you will get paid.