Community Theater Green Room Discussion Board: cancellation policy

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Nanette
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Joined: 8/01/06
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Posts: 399

Topic: cancellation policy
Posted: 2/28/08 at 2:30pm

We have a new problem and I'd like to hear how others handle situations as such.

As a favor, we were asked to give a performance to a group of children whose trip to see a professional performance was cancelled due to the weather. We obliged and made arrangements for our space, actors, techies, etc.

Three days later, we were called and told that they felt our show might be "over the heads of the audience" and that they had changed their minds about coming to see the show. (Note: We had told them not only the title of the play, but also our suggestions for age appropriateness.)

We've been able to scrape together a small audience in the last couple of days, but will not make enough to cover our expenses. How do other community theatres handle something like our experience? (Don't worry, it won't happen again. We're getting policy into place for the future.)

In a world of margarine, be butter!

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JoeMc
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Joined: 3/13/06
Location: Australia
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Posts: 832

Posted: 2/29/08 at 2:46am

Just send them a bill, for the projected short fall &/or give them the oportunity to take up the seats to cover the cost of the performance.

If nothing else it will stir a reply & give the theatre the oportunity to put their side of the story & prove thier loss.

Frankly in future a 'no cash - no seat' booking policy, may be in order.

[western] Gondawandaland
"Hear the light & see the sound!
TOI TOI CHOOKAS
{may you always play to a full house!}

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biggertigger
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Joined: 4/16/07
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Posts: 188

Posted: 3/01/08 at 9:51pm

I agree with Joe on this one. Like your theater group you are responsible for the appropriate payments if you cancelled your performance, i.e. theater rental, pay checks, royalties, etc. If you must follow this policy, they entered into a verbal contract and thus are liable for their expense.

You should make it clear that any cancelation must be done by these requirements. If they cancel they should have done it in a timely manner.

If having a small audience will not pay the bills, you may offer them a ticket for a future performance and just cancel that performance all together.

Hope everything works out for you.

The two greatest days in a theater persons life, the day you start a new show and the day the damn thing closes.

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JoeMc
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Location: Australia
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Posted: 3/02/08 at 3:32am

Good piont biggertiger!

There are three types of contracts;-

Writen, Verbal & implied, each are valid. Although writen is easier to proved in court, than Implied, but the latter can't be dismissed, unless unproveable.

You have suffered costs &/or damages. Thus the normal course of recovery action can be applied. Send a Bill & if they refuse to pay - summonds them! Even a school can summons & be sumond!

Usualy just the threat is enough to get them to open a dialogue with your theatre, about the situation - even resolve the problem to a mutal satisfaction.

As i'm sure you will find they would have no hesitation to do unto your theatre - if you did it to them.

I found with schools 7 institutions they will aviod any of these problems politicly & pay up, rather than look like ratbags!

Chookas

Joe

[western] Gondawandaland
"Hear the light & see the sound!
TOI TOI CHOOKAS
{may you always play to a full house!}

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B-M-D
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Joined: 11/03/05
Location: United States
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Posts: 346

Posted: 3/05/08 at 8:12pm

Next time get the money up front and have no refund policy. In this instance demand the money and sue them if they aren't forthcoming in a timely manner.

"Dying is easy, comedy is hard."

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Nanette
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Joined: 8/01/06
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Posts: 399

Posted: 3/06/08 at 9:22am

I've really considered sending them a bill, but I'd be burning some valuable bridges (we are in a VERY small community). So, instead, an article made it into the local papers explaining (in a very PC manner) what happened and how we were still able to scrape together a small audience and do a wonderful show for them. We now look great in the eyes of the community and the hen now has egg on her face.

In a world of margarine, be butter!

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JoeMc
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Joined: 3/13/06
Location: Australia
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Posts: 832

Posted: 3/07/08 at 12:57am

Good for you Nanette 'Blame & shame' works everytime!

However it may be worth a follow up article in the local 'Rag'. With the actual $ amounts the theatre lost or an estimated & inflatted amount,

Cry hardship making up the loss, you never know you may get the odd gold brick in the mail. From either the old chook [hen] that perpertrated the loss or a kind member of the community?

Although I would still prefer to bill the school & hopefully give them a lesson in commercial ethics & practices.

[western] Gondawandaland
"Hear the light & see the sound!
TOI TOI CHOOKAS
{may you always play to a full house!}

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Nanette
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Joined: 8/01/06
Online Status: Offline
Posts: 399

Posted: 3/07/08 at 9:38am

There have been a couple of responses ... specifically, someone donated the money to cover our royalties for the performance. Also, another group who had considered attending (but hadn't confirmed, so no hardships there) are now feeling guilty about not coming.

In a world of margarine, be butter!

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Running Your Theater
Community Theater Green Room Discussion Board :Theater Administration :Running Your Theater

Author	Message
Nanette Celebrity Joined: 8/01/06 Online Status: Offline Posts: 399	Topic: cancellation policy Posted: 2/28/08 at 2:30pm
	We have a new problem and I'd like to hear how others handle situations as such. As a favor, we were asked to give a performance to a group of children whose trip to see a professional performance was cancelled due to the weather. We obliged and made arrangements for our space, actors, techies, etc. Three days later, we were called and told that they felt our show might be "over the heads of the audience" and that they had changed their minds about coming to see the show. (Note: We had told them not only the title of the play, but also our suggestions for age appropriateness.) We've been able to scrape together a small audience in the last couple of days, but will not make enough to cover our expenses. How do other community theatres handle something like our experience? (Don't worry, it won't happen again. We're getting policy into place for the future.)
	In a world of margarine, be butter!

	IP Logged

JoeMc Celebrity Joined: 3/13/06 Location: Australia Online Status: Offline Posts: 832	Posted: 2/29/08 at 2:46am
	Just send them a bill, for the projected short fall &/or give them the oportunity to take up the seats to cover the cost of the performance. If nothing else it will stir a reply & give the theatre the oportunity to put their side of the story & prove thier loss. Frankly in future a 'no cash - no seat' booking policy, may be in order.
	[western] Gondawandaland "Hear the light & see the sound! TOI TOI CHOOKAS {may you always play to a full house!}
	IP Logged

biggertigger Celebrity Joined: 4/16/07 Location: United States Online Status: Offline Posts: 188	Posted: 3/01/08 at 9:51pm
	I agree with Joe on this one. Like your theater group you are responsible for the appropriate payments if you cancelled your performance, i.e. theater rental, pay checks, royalties, etc. If you must follow this policy, they entered into a verbal contract and thus are liable for their expense. You should make it clear that any cancelation must be done by these requirements. If they cancel they should have done it in a timely manner. If having a small audience will not pay the bills, you may offer them a ticket for a future performance and just cancel that performance all together. Hope everything works out for you.
	The two greatest days in a theater persons life, the day you start a new show and the day the damn thing closes.
	IP Logged

JoeMc Celebrity Joined: 3/13/06 Location: Australia Online Status: Offline Posts: 832	Posted: 3/02/08 at 3:32am
	Good piont biggertiger! There are three types of contracts;- Writen, Verbal & implied, each are valid. Although writen is easier to proved in court, than Implied, but the latter can't be dismissed, unless unproveable. You have suffered costs &/or damages. Thus the normal course of recovery action can be applied. Send a Bill & if they refuse to pay - summonds them! Even a school can summons & be sumond! Usualy just the threat is enough to get them to open a dialogue with your theatre, about the situation - even resolve the problem to a mutal satisfaction. As i'm sure you will find they would have no hesitation to do unto your theatre - if you did it to them. I found with schools 7 institutions they will aviod any of these problems politicly & pay up, rather than look like ratbags! Chookas Joe
	[western] Gondawandaland "Hear the light & see the sound! TOI TOI CHOOKAS {may you always play to a full house!}
	IP Logged

B-M-D Celebrity Joined: 11/03/05 Location: United States Online Status: Offline Posts: 346	Posted: 3/05/08 at 8:12pm
	Next time get the money up front and have no refund policy. In this instance demand the money and sue them if they aren't forthcoming in a timely manner.
	BD "Dying is easy, comedy is hard."
	IP Logged

Nanette Celebrity Joined: 8/01/06 Online Status: Offline Posts: 399	Posted: 3/06/08 at 9:22am
	I've really considered sending them a bill, but I'd be burning some valuable bridges (we are in a VERY small community). So, instead, an article made it into the local papers explaining (in a very PC manner) what happened and how we were still able to scrape together a small audience and do a wonderful show for them. We now look great in the eyes of the community and the hen now has egg on her face.
	In a world of margarine, be butter!
	IP Logged

JoeMc Celebrity Joined: 3/13/06 Location: Australia Online Status: Offline Posts: 832	Posted: 3/07/08 at 12:57am
	Good for you Nanette 'Blame & shame' works everytime! However it may be worth a follow up article in the local 'Rag'. With the actual $ amounts the theatre lost or an estimated & inflatted amount, Cry hardship making up the loss, you never know you may get the odd gold brick in the mail. From either the old chook [hen] that perpertrated the loss or a kind member of the community? Although I would still prefer to bill the school & hopefully give them a lesson in commercial ethics & practices.
	[western] Gondawandaland "Hear the light & see the sound! TOI TOI CHOOKAS {may you always play to a full house!}
	IP Logged

Nanette Celebrity Joined: 8/01/06 Online Status: Offline Posts: 399	Posted: 3/07/08 at 9:38am
	There have been a couple of responses ... specifically, someone donated the money to cover our royalties for the performance. Also, another group who had considered attending (but hadn't confirmed, so no hardships there) are now feeling guilty about not coming.
	In a world of margarine, be butter!
	IP Logged

Topic: cancellation policy( Topic Closed)