Double-Dipping Per Diems And Catering Charges - Traps & Scams Every Musician Must Avoid

Touring is hard. Being hungry and broke is not part of the dream. Per diem and catering are supposed to be the tiny safety net that keeps you fed and human. Instead too many musicians get trapped in a swamp of shady billing where someone charges twice for the same sandwich and still calls it hospitality. This guide explains how double dipping works what to watch for and exactly how to stop it before you are eating cold fries from a merch table.

We will break down the scams promoters venues and even catering companies use. We will show you what to put in contracts how to count receipts when you are exhausted and what to say in emails that make scammers pause. Every tip is written for artists who would rather be on stage than in the middle of an expense dispute. Expect blunt language practical templates and real life scenarios you can relate to if you once accepted pizza and silence at load in.

What Is Per Diem And What Is Catering

Per diem is Latin for per day. In music business terms per diem is a daily cash allowance given to band members crew or production staff to cover food and incidental expenses while traveling. It is usually a fixed amount per person per day. Catering or hospitality is the actual food and drink provided by the promoter venue or production. Catering might be a hot meal snacks bottled water coffee and sometimes a rider level feast with things like hot towels and artisanal pickles.

Per diem and catering are different things but artists see them as the same thing in practice because both are meant to stop you from starving. That is where the scam works. Promoters sometimes claim catering was provided and so per diem is reduced or withheld. Other times promoters pay for catering and then bill the artist management or tour manager for that same catering as a separate line item. That is double dipping. Someone gets paid twice for feeding you. You do not get fed twice. You just get ripped off twice.

Types Of Double Dipping And How They Look In The Wild

Not every confusing charge is a scam. Some are sloppy accounting. Some are industry quirks. Here are the most common traps explained with literal scenarios you can picture at 2 a.m. on load out.

Promoter Claims Catering But Pays Low Or Nothing In Practice

Scenario

The contract says complimentary catering will be provided. You arrive and get two sad sandwiches and a bag of chips. The promoter says that satisfies the rider so per diem is reduced or not paid. Reality says that the food was not adequate and you are starving. You end up buying food out of pocket and the promoter still refuses per diem because they claim their obligation was met.

Why this happens

• Promoter uses vague language like adequate or reasonable instead of listing specifics.
• Venue staff does minimal catering to save money while telling the promoter they did their part.
• Promoter considers bottled water and chips acceptable hospitality even when your crew is 15 people deep.

Promoter Pays Caterer And Bills Artist Back

Scenario

The promoter hires a caterer for the event and arranges everything. After the show the promoter invoices the artist management for catering charges as part of backline or production expenses. The invoice is presented as legitimate pass through cost. The promoter pockets a markup or bills for catering that the artist already covered.

Why this happens

• Promoter is acting like a middleman and sees an opportunity to profit on third party services.
• Contracts do not clearly state who bears catering costs when the promoter arranges the service.
• Promoter adds administrative fees or non itemized charges to the catering bill.

Catering Company Bills Twice Or Inflates Receipts

Scenario

The caterer sends a bill to the promoter and a separate bill to the artist management. Both bills show the same items. Or the caterer invoices the artist for individual meals at an inflated per plate price and lists different quantities across invoices. The promoter and caterer may be in on it or it may be sloppy bookkeeping. Either way you are the one paying eventually.

Why this happens

• Some caterers are used to billing multiple parties and treat it as normal practice.
• Contracts do not specify who is responsible for the caterer bill and no cross checks are done.
• Promoter and caterer assume the artist will cave because chasing small sums is annoying while on tour.

Per Diem Paid Less For Days Catering Is Available

Scenario

Your contract says you get per diem at a set rate but also that catering will be provided on show days. The promoter reduces per diem on show days claiming that the catering is part of the full compensation package. That sounds reasonable until you realize the caterer showed up for an hour and served cold sandwiches only to leave early. You lost the per diem and you still paid for dinner.

Why this happens

• Contract language allows promoters to deduct or offset per diem when catering is provided.
• Promoters define catered means in the loosest possible terms to avoid paying full obligations.

Per Diem Stolen With Fake Receipts Or No Receipts

Scenario

The tour manager hands you per diem in cash but later says they already paid you and claims they have signed receipts from band members. You never signed anything. Or worst you signed a sheet in a rush and it gets used to prove you were paid days later when you were not. Ghost receipts and forged initials are real world problems.

Why this happens

• Cash per diem is convenient but risky without strong procedures.
• Some managers or production staff take advantage of chaotic load outs to avoid proper accounting.

How To Prevent Getting Double Dipped

Prevention is a combination of contract hygiene clear communication and a little paranoia. Do not be that band that thinks everything will be fine because you are friendly. Friendliness does not pay clinics. Here is the practical checklist you need before you sign anything.

Put It In The Contract And Be Specific

Vague language is where scammers live. Replace vague with specific. Contracts should name amounts times people and exact meal windows. Here are clauses and examples you can use or adapt.

• Per diem clause: State the exact per person per day amount and when it is payable. Example text you can use in negotiation: The artist will receive a per diem of $30 per band or crew member per day payable in cash at load in or via bank transfer at least 24 hours before first show.
• Catering clause: Define the meal windows the caterer must cover and the minimum menu items. Example text: The promoter will provide hot catering for the artist and up to 12 crew members between 12 p.m. and 2 p.m. consisting of two hot entrée options one vegetarian option salad sides bread and hot beverages. Caterer will remain on site until 2 p.m.
• No offset clause: Prevent promoters from reducing per diem because catering exists. Example text: Provision of on site catering does not reduce or offset per diem obligations unless catered meals equal or exceed the dollar value of the per diem and are agreed to in writing by the artist prior to the performance.
• Billing transparency clause: Require itemized invoices for any pass through costs. Example text: Any pass through cost including but not limited to catering must be accompanied by an itemized invoice sent to artist management within 48 hours. Itemized invoices must list quantities unit prices and proof of payment by the promoter where applicable. Artist reserves the right to dispute any item within 14 days.

Having clear contract language stops a lot of bad behavior. If the promoter pushes back on specificity they are either inexperienced or about to try something shady. Your job is to be a little cranky and a lot specific.

Insist On Advance Or Day Of Payment

If you are touring do not count on getting paid after the show. Per diem should be in hand before you need to buy food. Ask for the per diem in cash at load in or a bank transfer at least 24 hours prior. If a promoter refuses ask for a minimum cash draw to cover the first meal. Being hungry is not a negotiation tactic that favors you.

Use A Rider With Exact Headcount And Allergies

Create a hospitality rider that lists the exact number of people to feed and any allergies specific diets or preferences. A rider that says feed 10 people and list names and roles makes it harder for a caterer or promoter to claim they fed fewer people. Include a clause that the caterer must post a labeled food table with the artist team name. That one trick reduces the chance of your food being shared with production before you have a chance to eat.

Get Photographic Proof When You Must

It sounds petty but taking a quick photo of the catering table with timestamps or recording a short video with your phone can save arguments. If a promoter later claims they provided a full meal you can say yes here is the photo from 12 11 p.m. showing two sandwiches and four bananas. This is not about being paranoid. It is about the same energy accountants use when reconciling invoices.

Require Itemized Bills And Compare Quantities

If a caterer sends you a bill insist on itemized line items with unit prices and quantities. Compare the invoice to what you saw at load in. If the invoice says 20 chicken entrees and you saw 8 warm pieces and 12 cold styrofoam boxes ask questions. Ask for the caterer to provide a staff sign off sheet that shows served counts. If the promoter says they need to bill it to you request a copy of the promoter invoice to the caterer. Transparency is the enemy of double dipping.

Keep Records And Enforce A Simple Sign In Sheet

At load in have one person responsible for collecting per diem signatures and initialing a small sign in sheet that lists names positions and amounts paid. If you are the artist make the tour manager produce the document. Do not accept a handshake and a wink. The sign in sheet is your evidence if someone later claims they paid the cash.

How To Handle Disputes Without Losing Your Mind

Disputes happen. You will get invoices that look wrong during a 13 hour day. You will get an email that says catering cost is being passed through and the amount is suspicious. Here is a calm method to solve the problem fast and usually without creating a long war.

Step One Confirm What Was Promised

Go back to the contract and rider. Confirm the exact obligations. If the promoter did not put it in writing you are starting at a disadvantage. At that point focus on limiting damage not on retroactive justice. For future shows you tighten the contract.

Step Two Collect Evidence Quickly

Photos receipts sign in sheets and any emails confirming arrangements. If multiple band members witnessed the truth ask them to write a short email that includes what they saw. Create a single folder on your phone labeled the show name and keep everything there. Timestamped evidence beats messy memories.

Step Three Ask For An Itemized Invoice And An Explanation

Send a short professional email that asks for the itemized invoice and any receipts. Use plain language. Example text you can send: Hi name we received an invoice dated mm dd for catering for our show at venue. Our contract confirms per diem of $X per person and that complimentary catering would be provided. Could you please send the itemized invoice and receipts for the catering charges and clarify why those costs are being passed through to artist management. We will review and respond within 7 days. Thanks.

Asking for details forces the promoter to reveal the chain of billing. Many times the promoter will quickly correct the mistake or the caterer will explain and you will find the issue is a simple duplicate billing. If the promoter tries to avoid providing documents that is a red flag and you escalate accordingly.

Step Four Escalate With A Chargeback Or Hold Payment If Needed

If you have to pay a card charge or wire and later detect fraud contact your bank or card processor and dispute the charge. If the contractor invoiced you for pass through costs do not pay the disputed amount until resolved. Make sure your contract allows you to withhold payment during a bona fide dispute. That clause alone will cut off many scam attempts cold.

Step Five Use Social Proof As A Last Resort

Public shaming on social platforms can get quick attention but it can also burn bridges and escalate things. Use it if you have exhausted reasonable options and the promoter or caterer refuses to provide transparency. Before you tweet check local laws and be accurate. False claims can rebound on you. Tell the truth with receipts and facts and not with hot takes.

Tax And Accounting Notes You Need To Know

Money talk is boring until the IRS shows up. Per diem and catering have tax consequences. Know the basics to avoid surprises.

Per Diem Can Be Reimbursed Or Taxed Depending On Structure

If a per diem is given as a true reimbursement under an accountable plan and you provide receipts or proof of travel then it is often not taxable as income. If the per diem is paid as an allowance with no requirement to substantiate it to the payer it may count as taxable income. If you are an independent contractor and a promoter pays you per diem without withholding taxes you may need to report it when you file. Keep records of receipts and the contract language so your tax person can treat it correctly.

Quick rule

• If you must justify expenses and return unspent funds to the payer it is more likely considered non taxable reimbursement.
• If you keep the money without substantiation it is more likely taxable income.

Catering Paid By Promoter And Billed To Artist Still Needs Documentation

Even if the promoter pays the caterer and then invoices you for pass through costs you should get the original receipts. Your accountant will want chain of custody documentation that shows you were billed for the exact amounts the promoter paid. If receipts are missing your accountant will assume the worst and that becomes a headache during audits.

Keep A Simple Expense Log

On tour keep a daily expense log that lists per diem amounts received what you spent and photos of receipts. You are not applying for a doctorate in finance. This is a minimal record that prevents the worst tax surprises. If you use software use one that can attach photos to entries so nothing gets lost when you sleep on a van bench.

Real Life Examples And What The Bands Did

Stories stick. Here are three true to life scenarios distilled and cleaned so you can learn without the trauma of being the one who went hungry.

Case One: The Festival That Charged The Band Twice

What happened

A small festival hired a large hospitality vendor to feed artists. The festival organizer paid the vendor directly. Later the festival organizer sent an invoice to the artist manager for hospitality pass through charges saying the festival had a funding shortfall.

How the band handled it

• The band manager asked for vendor invoices and proof of payment from the festival.
• The vendor confirmed they had been paid and sent a matching invoice to the festival. That exposed the festival invoice as incorrect.
• The festival apologized and rescinded the charge and updated their accounting so it would not happen again.

Lesson

Requesting the vendor invoice exposed the double billing. Promoters who rely on sloppy accounting will often fold when transparency is demanded.

Case Two: The Club That Claimed Catering Met Rider But Did Not

What happened

A club contract said catering would be provided between 1 p.m. and 3 p.m. The club staff set out one box of bagels at 2 40 p.m. and cleaned it up by 3 p.m. The band had purchased food out of pocket. The club applied an offset to per diem because catering was provided.

How the band handled it

• The tour manager had taken a photo of the catering at 2 41 p.m. showing a single empty box labeled staff only.
• The manager sent the photo plus the contract clause to the club owner and asked for the per diem made whole within 48 hours.
• The club reimbursed the band and agreed to confirm catering times for the rest of the season in writing.

Lesson

Photos and precise contract language fix most of these petty arguments fast. Do not be afraid to be firm and factual.

Case Three: The Tour Manager Taking Cash Per Diem Fraud

What happened

On a small tour the tour manager initially handed out per diem cash to everyone. One month later the manager resigned and the band discovered cash shortfalls. The manager had used the cash reserve to buy gear and falsified signature sheets.

How the band handled it

• The band contacted local authorities and the manager was prosecuted for theft.
• The band updated procedures to use bank transfers and to require signatures in person with witness initials each day.
• The band opened a small fund with two people required to authorize cash withdrawals.

Lesson

Cash is vulnerable. Use bank transfers petty cash with dual sign off or an accountable system that creates a clear audit trail.

Checklist Before You Sign Anything Or Agree To Hospitality

Copy this and keep it on your phone. Use it as a mental pre show checklist. It prevents the rookie mistakes that cost cash and dignity.

• Is per diem amount listed in the contract and is it per person per day.
• Is the headcount for catering named and accurate including crew and techs.
• Does the contract allow promoters to offset per diem when catering is provided. If yes is there a clear formula.
• Is there a clause requiring itemized invoices and receipts for pass through costs.
• Is per diem payable before first meal or at load in in cash or bank transfer.
• Is there a rider that lists allergies and dietary needs and a requirement for labeled food stations.
• Do you have a sign in sheet process or will you create one for the event.
• Is there an escalation and dispute resolution process described in the contract.

Sample Email Templates You Can Use Right Now

Short and direct emails work. Use these as templates and adjust to your tone. Keep copies of anything you send.

Request For Itemized Catering Invoice

Hi name

Thanks for having us at venue on mm dd. We received an invoice for catering that is listed as a pass through cost. Our contract requires itemized invoices for pass through costs. Could you please send the itemized invoice and receipts for the catering charges and confirm who paid the caterer. We will review within 7 days and respond. Thanks name band management

Polite Demand For Per Diem Payment At Load In

Hi name

Just confirming that per diem of $X per person will be available at load in tomorrow at X time as stated in our contract. We will need cash for 8 people. Please confirm who will bring the cash and where they will be at load in. Thanks name tour manager

Dispute Of Double Billing

Hi name

We have been billed for catering for mm dd. We were told the promoter had paid the caterer. Please provide the vendor invoice showing payment to the caterer and any receipts. If this charge is a duplicate of what the promoter has already paid we ask that the invoice be withdrawn. We will escalate to dispute resolution if we do not receive documentation within 7 days. Thanks name

Red Flags You Should Never Ignore

• Promoter refuses to provide an itemized invoice or copies of receipts.
• Contract language is vague about when per diem is reduced or offset by catering.
• Caterer invoices multiple parties for the same show with the same line items.
• Per diem is always handed out late or after show unless you explicitly agree otherwise.
• Manager or staff changes signature sheets after the fact or asks for retroactive initials.
• Promoter uses words like reasonable or adequate without defining them in writing.

When You Should Walk Away

Not every promoter is worth the fight. Consider walking away from deals where the promoter refuses transparency has a reputation for poor hospitality or insists on clauses that allow them to bill vague pass through costs. Sometimes the cost of energy and stress is higher than the booking fee. If the promoter tries to laugh off your questions about receipts that is not charm. That is an invitation to get financially burned.

Summary Of Key Actions To Protect Yourself Today

• Get per diem and catering specifics in the contract with exact amounts and headcounts.
• Insist on per diem in cash at load in or bank transfer in advance.
• Require itemized invoices and receipts for any pass through costs.
• Use a rider with names roles and dietary needs and require labeled food stations.
• Document catering with photos and a sign in sheet for per diem distribution.
• Use the email templates above to request documentation and dispute charges.
• Keep a daily expense log and receipts for tax and dispute purposes.

FAQ

What is double dipping in catering and per diem

Double dipping is when more than one party charges for the same catering cost or when per diem is reduced because food was supposedly provided and then you are billed for that food again. It looks like two invoices for the same meal or a promoter offsetting per diem while offering minimal catering.

Is per diem taxable

Per diem can be taxable or non taxable depending on how it is paid and whether it is an accountable reimbursement. If you must substantiate expenses and return unspent funds it is more likely non taxable. If it is an allowance with no requirement to report you may need to claim it as income. Ask your accountant for specifics for your situation.

Can a promoter offset my per diem if they provide catering

They can only do that if the contract allows it. You should not accept vague offset language. Insist on exact rules that say when and how offsets occur and what acceptable catering means. If you leave this ambiguous you will lose.

What if a caterer bills me and the promoter for the same invoice

Ask for itemized invoices and proof of payment. If the caterer was paid by the promoter the caterer should confirm that. Duplicate billing is often resolved by asking for documentation. If there is evidence of intentional fraud escalate to legal or bank channels.

Should I accept cash per diem

Cash is fine if you use a strict sign in sheet and retain a photo of the signed sheet. Cash is risky if one person controls distribution without oversight. Use bank transfers when possible and require dual sign off for petty cash funds.

How much per diem is standard

There is no universal number. Small club shows might offer $20 to $40 per day. Larger tours and festivals typically offer more. Ask peers and managers for local norms and negotiate based on headcount and how long the travel day is. Use your rider and back of the envelope math to determine what you need to survive the day.

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