It’s never something you want to happen, but you will likely need to cancel a gig as a performer or event service provider at some point in your career. Our team aims to make the process as smooth as possible for both you and your client! Read on to discover how to cancel a gig on GigSalad while maintaining positive relationships and minimizing the negative impact.
How to Avoid Cancellations
Emergencies, illness, and unpredictable circumstances are outside of your control. However, there are a few practices you can put into place to avoid unnecessary cancellations based on scheduling or communication issues.
Confirm the details before sending a quote
When you send a quote on GigSalad, the client can immediately book you. Since the quote becomes an official agreement, wait to send one until you know all the details. Instead, you should send a message to introduce yourself and your services. Confirm the setup and performance times, services to be provided, event location, and any other crucial information to avoid unnecessary cancellations. Once you know that you’re able to complete the gig, then you can send an official quote.
🗣️ Check this out: How to Respond to a Lead from a Potential Client
Organize your schedule
Take control of your calendar and avoid cancellations caused by double bookings or scheduling issues. The GigSalad calendar offers the tools you need to keep your gigs organized! You can block leads for already booked dates, add recurring unavailability, and see potential conflicts. Enter dates manually or sync your external calendars to your GigSalad calendar so you never have to cancel due to a scheduling conflict.
Communicate consistently
It’s important to maintain regular communication with event planners to keep them updated on any changes or potential issues that may arise. By giving clients advance notice of any timing or travel concerns, they may be able to make necessary adjustments to accommodate the performance time. After confirming the changes through the GigSalad message thread, you should contact our Customer Happiness team to update the booking details.
🧑💻 You may also like this: How to Respond to Your Leads with One Click
How to Communicate a Cancellation
Canceling your gig will most likely disappoint your client. They have spent time and money finding and booking you. However, if you communicate clearly and kindly, you can make the bad news a little easier to handle.
Provide ample notice
Obviously, you can’t help it if you are sick on the day of the event. However, try your best to notify your client about canceling as early as possible. Finding and hiring entertainment or event services can be time-consuming. Send a message through the inbox, and if you don’t receive a response quickly, try to call or text them to ensure they are aware.
😶 No response? We have a few tips: How to Deal with Unresponsive Clients
Be apologetic and professional
When canceling your gig, communicate with empathy and professionalism. Even if the reason for canceling is outside your control, always apologize for the inconvenience. Additionally, stick to the facts and avoid oversharing about the reason for canceling. Otherwise, it may sound like you are making excuses. If the client responds negatively, remain professional and kind.
Clarify the next steps
Let the client know that our Customer Happiness Team will be in touch with them, and they will receive a full refund under GigSalad’s Worry-Free Guarantee. Additionally, if you have a colleague you can suggest for the event, this is a great way to alleviate some of the added stress. Send your client a link to their GigSalad profile or provide their contact information to make the process easy.
❓ Have questions? Check out our Help Center for information on booking gigs, cancellations, and more!
How to Cancel a Gig on GigSalad
When you need to cancel a gig, we ask that you follow a procedure to ensure the client receives a refund as quickly as possible and has time to book another entertainer or service provider.
Step 1: Message the client
The first step to cancel your gig is contacting your client. Inform them as early as possible so they have time to hire someone else. We require that you send a message to the client through the inbox on GigSalad, letting them know you must cancel your booking. Remember: keep it simple, apologize, and let them know they will receive a full refund.
Step 2: Contact GigSalad
After you message your client on GigSalad, please contact us. Email help@gigsalad.com, use the contact form, or call us at (417) 889-9909. Let us know that you need to cancel a gig, and be prepared with your client’s name and the booking agreement number. We will confirm that a message has been sent, cancel the booking, and start the refund process.
Step 3: Return payments to GigSalad
As mentioned earlier, clients receive a full refund if a provider cancels a gig for any reason. You are required to return your deposit payment to us and pay a cancellation fee equal to the client’s service fees and costs associated with processing payments.
There are two ways to make the payment to GigSalad:
💸 Send the money through PayPal: Send money to gigs@gigsalad.com. Be sure to include the client name and booking number (which you can find at the top of your agreement) in a note with your payment.
☎️ Pay by phone with a debit or credit card: Call us at 417-889-9909 to pay over the phone.
Canceling a gig is disappointing for both you and your client, but by booking your gigs on GigSalad, the process is easier for everyone involved. The Customer Happiness team is just an email or call away to support you and answer your questions about cancellations or anything else! 😁
Matt Holland is a Customer Happiness Agent at GigSalad. With 10+ years of experience performing as a jazz drummer, he has gained insights into the life of a gigging musician as well as what makes an event go off without a hitch. Outside of work, he enjoys traveling, hiking, reading, cooking, and watching the newest TV shows with his wife.