In these uncertain times, you might have some upcoming bookings. You might have a few questions: Are the gigs still on? Do they want to reschedule? Will I lose money?

I wanted to share with you a strategy to help you reassure your clients in this time, and get the clarity you and your group members need.

Doing these simple steps will help you leave a lasting impression. Clients will truly appreciate your thoughtfulness, you’ll reduce cancellations and you’ll build a reputation that will pay dividends once things return to normal.

“All I can say is thank you, thank you, thank you for that assurance! You are wonderful.”

From a couple whose wedding is in June

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Step One: Triage by Gig Date

The first step is to create a list of upcoming gigs that might be canceled or rescheduled. I use my list in BookLive Pro which automatically sorts by date.

Upcoming Performances
Upcoming gigs in BookLive Pro

From there, prioritize gigs that are coming up in the next 3-4 months. It’s impossible to know when things will return to normal, but it’s safe to assume that clients with weddings in the next 3 months are worried about the impact of coronavirus.

Step Two: Reach Out and Reassure

Send each of these clients an email reassuring them that you’re there for them.

Hi [name],

I know your wedding is 2 months away but this is usually the time I start assigning musicians. Since this pandemic has thrown everyone’s lives into chaos I’m checking in and seeing if you’re in a wait-and-see mode.

If you’re staying the course we’ll keep on as planned, but if changing the date is something you might be considering I want you to know that we are here for you no matter what. The date on the contract can be changed and the deposit is fine. We don’t have change fees like the airlines!

Let me know when you can. Thanks so much!

Jared, Music Coordinator – Dream City Strings

Step Three: Followup and Reschedule as Necessary

If you get any followup questions, answer them honestly and generously. Now is not the time to be greedy.

If you get a request to reschedule, make sure to amend your contract and let your musicians know.

Amend your contract.

Use Lighting Group Scheduling to coordinate your group quickly.

Guide Your Clients and Become The Hero

By being there for your clients in their time of need, you stop feeling uncertain and helpless. Instead, you become the leader that helps your clients navigate this crisis.

At BookLive, we’re here to help you be the hero. To easily reschedule your gigs canceled due to coronavirus, sign up for a free 30-day trial and see just how easy it is.

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