The policies for promoters when a show is postponed or a co-headliner needs to cancel at the last moment can vary based on the specific contract terms, the venue’s policies, and local laws. However, here are some common practices:
1. Show Postponement:
- Ticket Validity: Typically, tickets purchased for the original date are valid for the rescheduled date. Promoters usually announce the new date as soon as possible.
- Refunds: Promoters often offer refunds to ticket holders who cannot attend the rescheduled date. The refund policy and process should be clearly communicated to ticket holders.
- Communication: Prompt and clear communication with ticket holders is essential. This includes announcements on social media, the event’s website, and direct emails to ticket purchasers.
- Expenses: Promoters may need to renegotiate contracts with vendors, staff, and the venue to accommodate the new date.
2. Co-Headliner Cancellation:
- Replacement Act: If a co-headliner cancels at the last moment, promoters may try to find a replacement act of similar stature to maintain the event’s appeal.
- Refunds: If the co-headliner is a significant draw and their absence materially affects the event, promoters may offer partial refunds or full refunds, depending on the circumstances.
- Promotion and Marketing: Any changes to the lineup need to be communicated promptly. This includes updating promotional materials, informing ticket holders, and managing public relations to maintain the event’s reputation.
- Contractual Obligations: Promoters need to review the contract terms with the co-headliner. Contracts usually include clauses about cancellations, such as penalties or obligations for rescheduling.
Best Practices for Promoters:
- Clear Contracts: Ensure contracts with artists, vendors, and venues have clear terms regarding cancellations and postponements, including force majeure clauses.
- Insurance: Event insurance can cover losses due to unforeseen cancellations or postponements.
- Transparency: Maintain transparency with all stakeholders, including ticket holders, artists, and vendors, to manage expectations and maintain trust.
- Contingency Plans: Have contingency plans in place for various scenarios, including alternative dates, replacement acts, and refund processes.
