Communication and Negotiation Challenges with Jazz Café

Yeah, you may want to be careful what you tell LS for the time being. he may 'transform' what you tell him into slightly different nuances to the promoter. So keep conversations on email, so everyone can track back properly.

Title
Communication and Negotiation Challenges with Jazz Café

Description
On 28 June 2016, RD, Producer for the band Diáspora, initiated negotiations with LH of The Jazz Café regarding a potential booking for a Cuban night event on 31 July 2016. The discussions quickly escalated into a complex negotiation involving multiple parties, including clients and a colleague, LS, whose role seemed to add confusion to the process. RD and CA, the band’s manager, were engaged in ensuring that communications were clear and managed appropriately to avoid misunderstandings and to maximise the opportunity.

Action Taken
Initial Contact and Proposal:

RD responded positively to LH’s initial inquiry, expressing interest and providing a tentative agreement for the date.
RD outlined the band’s requirements and price expectations, including a lower fee of £1000 for the 12-piece band, given the circumstances.
Internal Communication:

RD communicated with CA to seek advice on managing the negotiations, particularly regarding the involvement of LS, who was not directly part of the negotiation team but was complicating the process with his interference.
CA recommended keeping all communications in writing to ensure clarity and traceability.
Negotiation and Documentation:

RD continued to handle the negotiations through email, ensuring all offers, responses, and terms were documented.
RD requested CA’s assistance in drafting follow-up communications and potentially making a phone call if needed to support the negotiation process.
Clarification of Roles:

RD decided to exclude LS from the negotiation discussions to prevent further confusion and maintain a streamlined communication process.
CA's role was emphasised as key in assisting with drafting and reviewing communications to ensure all terms were clearly agreed upon before finalising the deal.

Resolutions
RD and CA agreed to maintain written communication throughout the negotiation to ensure clarity and accountability.
The decision was made to exclude LS from the negotiation process to avoid further complications.
RD and CA drafted and sent follow-up communications to confirm terms and expectations with LH.

Notes Comments
The complexity of negotiations and involvement of multiple parties highlighted the importance of maintaining clear and documented communication.
The confusion caused by LS’s interference underscored the need for a focused and direct approach in negotiations.
RD’s proactive approach in seeking advice and clarifying roles helped to manage the situation effectively and prevent potential miscommunications.

Reported
Reported Date: 30/06/2016
Reported By (Individual): RD
Reported By (Organisation): R&BM

INDIVIDUALS

Involved, Active, CA, Manager
Assists with management and communication, drafts and reviews correspondence, provides strategic advice. CA was involved in the situation by providing strategic advice to RD, particularly regarding communication and managing the interference of LS. She actively supported RD by reviewing drafts of the communication and ensuring the terms were clear before sending them to LH.

Involved, Responsive, LH, Client 1
Represents The Jazz Café, negotiates booking terms for the Cuban night event. LH was involved in the negotiations as the client representing The Jazz Café. He responded to the band’s proposals and negotiated the booking terms, but his role was more reactive, as he engaged with RD’s communications rather than driving the resolution of the confusion that arose.

Observer, Passive, LS, Client 2
Initially involved in the negotiations but not directly part of the formal agreement process. LS was involved in the negotiations at the start but was not directly part of the formal agreement process. His interference added confusion, and he was excluded from further discussions. He did not contribute to resolving the issue and remained passive in the situation.

Responsible, Active, RD, Producer
Leads negotiations, manages correspondence with the Jazz Café, handles pricing and booking details. RD took the lead in negotiating with LH, handled the communication with the client, and sought advice from CA to manage the complexities of the negotiation. He also made the decision to exclude LS from the process to prevent confusion, ensuring the negotiation was clear and streamlined.

ORGANISATIONS

R&BM