How to Handle Holiday Gig Challenges

Last updated on September 26, 2024

The holiday season is a time of festive cheer, but for event professionals and entertainers, it’s also one of the busiest and most demanding periods of the year. With an uptick in event requests, there’s a lot to juggle, from managing expectations to navigating last-minute bookings. The key to surviving—and thriving—during the holiday season is preparation. Here’s a closer look at the most common holiday gig challenges and practical strategies to ensure you make it through with plenty of holiday spirit intact.

Managing high expectations

When it comes to holiday events, clients tend to have big ideas and sometimes even bigger expectations. They might imagine a winter wonderland or a New Year’s Eve performance that dazzles beyond belief, often without fully understanding what’s feasible within their budget or your skillset.

Solution

From the outset, it’s crucial to set clear boundaries around what you can and cannot deliver. A detailed conversation with the client about their vision will allow you to explain your offerings and establish a realistic plan.

Consider creating a few holiday-themed packages that outline exactly what’s included. This will make it easier for clients to select a service that meets their needs without leaving room for misinterpretation. Contracts should also be as clear as possible, ensuring both parties are on the same page about what will happen at the event.

✏️ Pro tip: Use GigSalad’s Saved Quotes or Saved Messages to build out your packages before the season hits.

Juggling multiple events

During the holidays, you might find yourself booked for several events in one day or even in different cities. Managing multiple events can be exhilarating but also logistically tricky, especially when travel and setup times are involved.

Solution

To keep things running smoothly, prioritize efficiency. If you’re performing or providing services at multiple events, try to streamline your setup and takedown processes.

Travel time is another key consideration — use GigSalad’s travel preferences feature to avoid scheduling events that are too far apart or difficult to reach within a short time window. If possible, work with clients to ensure the timing and location of each event are manageable, and always have a backup plan in case of unexpected delays.

Dealing with weather issues

Winter weather can be unpredictable, and a snowstorm or icy roads can quickly derail even the best-planned event. Cancellations, delays, and rescheduling are all potential headaches when the weather turns.

Solution

Weather-related disruptions are inevitable during the holidays, so it’s important to address them in your contract. Make sure there’s a clear policy for rescheduling or canceling due to extreme weather conditions. If you’re traveling to events, consider building extra time into your schedule to account for potential delays.

It’s also a good idea to stay in close communication with your clients leading up to the event so that everyone is on the same page if the weather becomes an issue. Having a contingency plan in place will help you avoid scrambling at the last minute.

📝 Read this: 6 Things Your Booking Agreement Must Have

Handling last-minute gigs

During the holiday season, some clients inevitably wait until the last minute to book entertainment or services. These last-minute requests can be great for boosting income, but they can also disrupt your carefully planned schedule.

Solution

If you’re open to taking last-minute events to increase your holiday bookings, consider setting a special “last-minute rate” that reflects the additional pressure and logistical challenges of squeezing in another event. Be honest with clients about what’s possible at short notice, and don’t be afraid to say no if it doesn’t fit into your schedule.

By syncing your external calendar to your GigSalad calendar, you can block out dates that you aren’t available or see potential conflicts when you get new leads. You can also edit your advance lead notice in your lead preferences to avoid last-minute requests if they’re too stressful.

🎁 You might also like: How to Land Extra Holiday Gigs

Staying organized

The flurry of holiday events can make it challenging to stay on top of everything. From managing bookings to communicating with clients, things can get chaotic quickly if you don’t have a system in place.

Solution

The holiday rush requires organization. Use GigSalad’s platform to keep all your bookings, communication, and scheduling in one place. Sync your calendar, set reminders for key deadlines, and block off time for essential tasks like invoicing, follow-ups, and contract reviews.

Consider designating certain days for administrative work so you don’t fall behind on emails or client communication. Staying on top of these details will help prevent issues from snowballing as the holiday season reaches its peak.

📱 Pro tip: Turn on text notifications to ensure you don’t miss any leads or messages from clients.

Avoiding burnout

The sheer volume of events can be draining, and as the season progresses, it can become harder to stay enthusiastic and energetic. But for many, the holidays are the highlight of the year, and clients expect a high level of performance no matter how tired you may feel.

Solution

Staying energized throughout the season requires a mix of physical and mental preparation. Try to establish a routine that allows for rest and relaxation between events. It may even make sense to schedule in “buffer” days in between events. Simple things like getting enough sleep, staying hydrated, and eating well can make a big difference in maintaining your energy.

Mentally, it’s helpful to take time for yourself to recharge — whether it’s through meditation, a walk outside, or spending time with loved ones. Finding ways to preserve your energy will ensure you can give every performance your all, right through the end of the season.

The holiday season doesn’t have to be overwhelming. By preparing in advance, staying organized, and being mindful of your limits, you can turn this busy time into a rewarding opportunity for growth and success. Set clear expectations, take care of yourself, and remember that even in the busiest moments, there’s room for joy and holiday magic. Now go forth and sleigh your holiday season — after all, you’ve got the tools and the talent to make it a memorable one! 🎄