It is amazing to me how many arts organizations still don’t use or require any kind of contract for their group sales. A signed contract is necessary both to protect the organization and the group.
Information the Contract Should Include (at the minimum):
1. Number of tickets
2. Seating location(s)
3. Payment due date(s)
4. Terms of Agreement
Your terms of agreement could include anything from return/exchange policies, to what will happen if payment is not made on time. Your organization’s regular single ticket policy is a good place to start in formulating this.
It is also important to make sure that your group leader actually signs the contract and returns it to you. An unsigned contract is as good as null.