How to Avoid the Top 6 Cancellation Blunders

How to Avoid the Top 6 Cancellation Blunders

If you’re planning an event in the run up to the festive season you could be exposed, financially. Bad weather, illness and delay become more prevalent as the nights draw in and the temperature drops. Some of the big name festivals cancelled this year including, Bloc Festival, The Big Chill, Sonisphere and the Hit Factory Live due to the sodden weather over the summer, so it can only get worse in the winter months. We unearth 6 of the biggest reasons for event cancellation below, to help you identify if your bottom line is at risk.

If the word ‘cancelled’ brings you out in a cold sweat then you should be trying to mitigate your biggest risk exposures. You can use our question set to determine where your biggest risks lie, and if you should be thinking about Cancellation Insurance.

Could any of the following have financial implications for you?

  1. Travel: are you planning an event featuring a named artist or speaker. Could you be affected by their travel delays?
  2. Non-appearance: what would be the cost to you if your speaker or named artist were unable to appear?
  3. Bad Weather: could you be affected by bad weather i.e. snow?
  4. Ticket Refunds: would you need to refund tickets? If you’re using a ticket seller most require proof of cancellation insurance.
  5. Additional cost of cancelling an event: if you have to refund 1,000 tickets how much would this cost you to administer?
  6. Illness: Illness of an artist you manage?

If you answered yes to one or more questions you should be thinking of ways to protect your income streams.

Cancellation cover replaces lost revenue and reimburses expenditure incurred from an event which is necessarily and unavoidably postponed, abandoned, cancelled, curtailed or relocated in circumstances beyond your control. For artist managers, it can protect commission income streams for high-earning performers. Plus if you buy well in advance (and before the horrific weather sets in) you will secure better rates, 3 months if you can but 14 days as a minimum.

Public And Products Liability Violin Mime

“Service was good and you found the best value for money cancellation quote.”

Dave L, Festival


Case Study

Fog causes flight delays. A major national orchestra was stranded at Heathrow airport due to fog. Cancelling the first date of the tour would be both disappointing and extremely costly. We negotiated for the insurer to charter a private plane to get the orchestra to the venue - in fact this was a lower cost option for the insurer!

Snow! Several touring performing arts clients were recently affected by snow whilst travelling to performances in Europe. Eurostar was particularly affected and we were on hand to talk clients through this and provide the necessary advice and peace of mind. Most of them did make their performances on time, but a small number had to cancel. This situation would not be covered by Business Interruption Insurance - separate Cancellation Insurance would be needed to cover lost fees and ticket refunds. Cancellation Insurance gives peace of mind that your income stream is protected.

Equipment failure. Another artist was unable to perform due to the failure of mechanical staging at the venue. Depending on their contract terms, they may have lost their fee or if a self-promoted event, have lost their income and had to refund ticket sales, leaving a gaping hole in their budget.

Ready to work with us?

You can call us to talk more about your business on +44 (0)1223 200650 or +44 (0)20 3865 0149

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About La Playa Arts & Entertainment

Specialist & Independent

Specialist & Independent

The arts present a very specific set of risk exposures – and now your digital and online risks can expose you globally. We understand the risks and pressures you face - and we speak your language. We’ll support you with great advice - helping you make good decisions for your organisation.

Our exclusive portfolio policies can help streamline costs, and we’ll always help you stay ahead of the game in managing risk. The show must always go on - insurance isn’t just about processing a claim, it’s about thinking laterally to solve challenges and problems fast.

At La Playa, we’re passionate about the arts and creative industries – many of us are practitioners and active consumers; in fact, La Playa founded the first ever corporate art collective!

In-house IFA

We also offer Business Protection (including Key Person Insurance) and Employee Benefits: a joined up approach with a team of advisers working for your best financial interests - all under one roof

Advice You Can Trust

…from an expert who understands you

  • Specialist insurance for entertainment and the arts
  • Independent professional advice
  • Relationship-based service: right beside you when you make a claim
  • “Can do” culture
  • Seamless insurance across UK and US

Premiums start from £560 inclusive of IPT

What does “Boutique Service” actually mean?
La Playa’s Personal Risk Concierge means:

  1. A dedicated adviser so you can speak to the same person each time
  2. Careful listening to really understand your needs and priorities
  3. As much help as you need with completing forms to provide risk information
  4. A discreet and complimentary appraisal* of your property to assess the risks and ensure you have the right cover where you need it
  5. An independent market review - so you don’t have to shop around comparing policies, cover limits, risks covered and smallprint exclusions
  6. Careful monitoring of the insurers’ financial strength, claims and customer service
  7. An independent recommendation of the best policy for you - and, importantly, why
  8. Specialist policy wordings from underwriters who have demonstrated excellence and deep understanding of your risk exposures. We have analysed a wide range of policy wordings and have selected only the best for our panel. Our advisers have a deep working knowledge of these policies 
  9. An intelligently designed portfolio of protection across multiple asset classes and territories
  10. Advice on how best to manage your risks - to keep you safe but also to keep insurance costs down
  11. Expert guidance on valuations, security and risk management, and connecting you with specialist advisers and suppliers
  12. Direct phone, mobile and email access to your adviser for questions and advice. We aim to respond to emails within 60 minutes
  13. Policy documents emailed to you - no logins and passwords to remember
  14. An advocate beside you if you make a claim - thinking laterally to mitigate the impact, making useful connections to get you back up and running; driving through to a swift and fair financial settlement

Oh, and...

  • No call centres
  • No ‘hold’ music
  • No hidden fees

*subject to availability with our insurer panel


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Photo of Tracey McCreath ACII

Tracey McCreath ACII


Direct Dial: +44 (0) 1223 200655

Mobile: +44 (0) 7747 536965


Twitter: @TraceyatLaPlaya