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Handling Speaker Cancellations
By:
Brooks
Among all of the planners and professional speakers that I work with, cancellations are the one thing that everyone fears. Planners hate them because they can wreck havoc on the timing and flow of an event, especially if portions have been built around the speaker. Corporate entertainers hate them because they mean disruptions in travel plans and cash flow.
Cancellations will always be disruptive, but the difference between one that feels like a trip to the dentist and one that feels seems like a full on root canal lies both in the type of cancellation and what you do about it.
There are a few different types of cancellations, and they all get treated separately.
Natural disasters, acts of God, etc. Most often a meeting that is cancelled because of weather or other unforeseeable circumstance will simply be rescheduled. However, some events are simply too time or location sensitive to work with a delay or new location. In that case, you can expect to get any deposits that have been paid returned, but won't be reimbursed for any programs or other marketing materials. In other words, bad weather can save you on a speaker, but you'll still be stuck with out of pocket expenses.
Sick Days. Illness can be another concern. Speakers are still human beings, and as such can become ill like the rest of us. Should your speaker become physically unable to attend or speak at your event, the speaker or celebrity booking agency will simply do their best to give as much notice as possible and find a healthier replacement. Obviously, the more time you have to work with, the easier this becomes. That being said, I know that our agency has gotten a substitute speaker with just a couple hours' notice, so anything is possible. Of course, if the speaker absolutely can't attend and no replacement can be agreed upon, you should expect to receive any money you've paid to be returned promptly.
Be prepared to pay. Suppose your event is cancelled because of internal factors - changes in budgets or management, new corporate direction, change of heart, etc.
Your contract with the speaker (or speakers bureau for entertainment) should outline the cancellation policy carefully. In most cases, if you cancel an event outside of ninety days, you'll only be responsible for one half of the speaker's fee, which is a typical deposit. Within ninety days, most speakers will require their full fee. In some cases, if the speaker or bureau has already incurred travel costs, these may be incurred as well.
Know your contract. As in many areas, big names can be exceptions to the rule. Most celebrities will have an out clause in their agreement, specifying that they can cancel within thirty or sixty days to honor other professional commitments. This binds the planner more tightly than it does the speaker in some cases, but that's a typical tradeoff when it comes to big name personalities.
Work quickly. No matter what the reason for your cancellation, the most important rule is to act quickly. Moving forward to find a replacement speaker or save on costs can save you a great deal of time, stress and money.
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