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Standard operating procedures for a small classical agency

2 November 2026 · ArtistHub team

Small agencies often run on habits rather than procedures. That works until someone is ill, a new assistant starts, or the founder is travelling for two weeks. Written standard operating procedures (SOPs) make the agency's work repeatable and shareable. Gigwell's article on common pitfalls for booking agencies argues for clear communication protocols and a unified platform; SOPs are how a classical agency puts that into practice. This article gives a starting set.

What an SOP should look like

Keep each procedure short: a trigger, the steps, the owner and where records live. If an SOP runs to several pages, it will not be read.

SOP 1: New inquiry

1. Log the inquiry as a casting the same day: presenter, production, role, dates, contact.
2. Check the artist's calendar for conflicts, including options.
3. Reply to the presenter within an agreed time.
4. Inform the artist if the inquiry is serious.
5. Set a follow-up date.

See castings workflow.

SOP 2: Placing and reviewing options

1. Record priority and deadline or review date.
2. Confirm in writing to the presenter.
3. Show the option on the artist's calendar.
4. Review on the set date; confirm, extend or release.

See managing options.

SOP 3: Offer to contract

1. Negotiate terms (fee negotiation).
2. Confirm agreed terms by email line by line.
3. Check the draft contract against the email (clause checklist).
4. Get the artist's approval.
5. Sign and store the final version on the contract record.
6. Check the calendar shows all rehearsals and performances.

SOP 4: Logistics

1. Create logistics tasks when the contract is signed: travel, accommodation, visa.
2. Book or confirm with the presenter.
3. Store confirmations on the contract.
4. Send the itinerary before travel (itinerary template).

SOP 5: Invoicing and collection

1. Invoice from the contract when due.
2. Record the due date.
3. Follow up overdue invoices on a fixed schedule.
4. Record payments, including tax withheld.

See cash flow guide.

SOP 6: Statements and reports to artists

1. Prepare financial statements on the agreed schedule (statements).
2. Prepare career reports on the agreed schedule (career reports).
3. Review with the artist.

SOP 7: New artist and departing artist

Use the onboarding checklist for new artists (onboarding) and the handover steps for departures (ending a relationship).

Weekly routine

Monthly routine

See agency KPIs.

Seasonal routine

• Roster review (roster strategy).
• Materials refresh for every artist.
• Review of SOPs themselves: what is out of date?

Turn SOPs into tasks

Procedures are most reliable when the system creates the tasks: a signed contract creates logistics tasks, an option creates a review reminder, an invoice creates a follow-up. ArtistHub's automations, tasks and daily reminders can carry these routines, attached to the records they concern (automations guide).

Common mistakes

• Writing SOPs nobody reads because they are too long.
• Keeping SOPs in a document separate from where the work happens.
• Never updating them.
• Writing procedures for tasks the team does differently in practice.

How to write your first SOPs

Start with the procedures that cause the most trouble when they go wrong: options, contracts and invoicing. Write each one the next time you actually do the task, step by step, rather than from memory. Ask a colleague to follow it once and note where they got stuck. Fix those points. After a month you will have a handful of procedures that reflect how the agency really works.

Keeping procedures alive

Review SOPs at the start of each season, and update them whenever something goes wrong. A missed option deadline is a reason to check the option SOP; an invoice sent to the wrong department is a reason to add a step to the invoicing SOP. Treat each mistake as information about the procedure, not only about the person.

FAQ

Does a two-person agency need SOPs?

Yes, short ones. They make cover during absences possible and make hiring much easier.

Where should SOPs live?

Close to the work: as checklists and automated tasks in your CRM, with a short written version for reference.