Find an artist for your event...

Coronavirus Support For Our Customers

If the future of your event is a little uncertain at the moment, we're here to help. Our team is on hand to provide support and guidance to you and our community of artists throughout this crisis. 

If you have an existing booking, we know you may have questions about how this could impact your event.  We've put together some useful information and FAQs below that we hope will help.

Should you prefer to get in touch, we're here for you... even if our lines are busier than usual! Call us on 01782 740839, email enquiries@alivenetwork.com, or contact your dedicated Entertainment Coordinator directly.

Last updated: Wed 1 July, 14:46

Can I Cancel Or Move My Booking If It's Affected By COVID-19?

Postponing or cancelling your event is a heartbreaking and difficult decision. We're here to help make it as pain free as possible.

If you need to change your Alive booking, we won’t charge you any admin fees to do so. Your full deposit will be credited to your account to use towards a new deposit for any event before September 2021.

For clients that can move or postpone your booking, this might be a better option with the least disruption to your plans, rather than cancelling completely.

Events before 31 July
If your event is before 31 July, the Government’s social distancing measures up to that date may prevent it from going ahead. We think this is probably a force majeure reason for amending or cancelling your booking, with not much risk of owing artist fees.

Events in August
By August, there is a chance your venue might be able to host a version of your event. But this might still involve compromises.

As long as your booking can potentially go ahead, any cancellation might be considered a precaution. There's a chance this might not be force majeure, and an artist could claim fees to cover loss of income. If it later turns out that your event would have been prevented by restrictions, force majeure may be applied retrospectively.

Cancellations could also be covered where restrictions stop your artist from performing or delivering their service. For example, your face painter may not be able to perform due to social distancing rules, in which case no fees would be due.

For most clients, the biggest question is whether you want the day you’ve spent months planning to go ahead under any circumstances. If you’d rather change your plans, moving or postponing your booking might be a better option than cancelling. Your artist is far less likely to seek any fees if you’re rebooking them for a new date.

Where you’re in any doubt, we’d be happy to chat through your individual situation and offer further advice.

How Do I Make Changes To My Booking?

We’ve made it really easy for you to request changes to your Alive booking with our new online wizard.

You can check your options, submit a request to reschedule, cancel, postpone your booking, or even suggest potential new dates for your artist, all with a couple of clicks. Once we have your request, your Entertainment Coordinator will follow up with the usual personal support.

Visit the wizard here, or feel free to get in touch with your Entertainment Coordinator directly. You can also give us a call on 01782 740839.

Will I Be Charged To Amend or Cancel My Booking?

No Alive Fees
In the event that you need to postpone, cancel or reschedule due to Coronavirus, we won't charge you any admin fees to make changes to your booking.

Deposit Credit
During the COVID-19 pandemic, we’ve updated our policy to ensure all deposits are transferable against a new deposit. This ‘deposit credit’ can be used towards any future booking with Alive Network for any event before September 2021.

Although usually non-transferable, all clients that have paid a deposit whose events are affected by the pandemic will receive deposit credit.

The deposit covers the entire service and support provided Alive Network, up to your event date. This includes negotiating prices, drawing up legally-binding contracts, customer support and 24/7 emergency cover. As much of this service has already been delivered by the time a booking is made, deposits are always non-refundable, unless the contract is cancelled within 48 hours of booking.

Artist Cancellation Fees
If your booking cancellation is for a force majeure reason, it’s unlikely that your artist would seek fees for loss of income. We think this will include events up to 31 July 2020 that are either banned or prevented by social distancing measures.

If your event has not been prevented from taking place by official measures, this might not be force majeure. There is a risk that an artist may claim fees, but most are working with their clients to avoid this wherever possible.

Check our at-a-glance guide below on force majeure and where it may apply.

Why Would An Artist Charge Cancellation Fees?

No artist wants to charge cancellation fees, and that is especially true in the current crisis.

If an artist is entitled to seek fees they may do so, but only to recover the income they've lost.

Cancellation fees are not a penalty, and can only be charged where an artist has lost out on earnings. Summer and autumn dates, and especially Fridays and Saturdays, are peak dates for events, and they may have turned down other bookings to accept yours. If they can replace your cancelled booking with another of the same value on the same date, then no earnings would be lost.

Do bear in mind that your artist is a small business whose livelihood is being threatened by the pandemic too. Despite facing personal hardship, most are doing their very best to accommodate changes at no charge, and will often forgo fees where they are available for a new date.

Supporting Artists Should You Need To Cancel

Sadly, loss of work due to COVID-19 is having a substantial financial impact on artists, who are largely self-employed with no alternative income. That’s another reason why we’re asking our client community to consider re-booking their artist for an alternative date in the future, rather than cancelling completely. We are also asking you to consider paying 50% of the artist's fee in advance, as a ‘down payment’ on a future booking, to help artists get through this difficult period now.

If you have a new date, or know that you wish to postpone your event rather than cancel, we’d really appreciate it if you would consider this approach. This means you can be safe in the knowledge that you’ve secured your artist of choice at your initial price (as well as being a hero!).

What If My Artist Isn't Available For My New Date?

If you’ve already rescheduled your event and your artist is unavailable on your new date, we will help you find a replacement. Our talent pool is one of the biggest and best in the business and we’ll be happy to help you find another fantastic artist that’s right for you.

If your original event date is before 31 July 2020, you probably have a force majeure reason for amending your booking. So it's unlikely that artists would charge fees, even if they are unavailable for the new date.

For clients whose events are beyond this date, we are exploring ‘artist swaps’ where possible. This is where Artist A and Artist B may both have cancellations and are not available for their clients’ alternative dates but they are available for each other’s proposed date. By mutual agreement, clients can effectively swap their artist with the available artist at no fee. Your Entertainment Coordinator will be happy to chat through your options - please give us a call on 01782 740839.

I've Already Moved My Booking - What If I Need To Move It Again?

We appreciate how frustrating it must be to have to move your event a second, or even third time.

The good news is that all affected clients can transfer their Alive deposit credit multiple times, as long as their new event takes place before September 2021.

In all cases, we won’t charge any admin fees to amend your booking.

If your latest event move is due to a force majeure reason - eg. if Government restrictions have prevented your event from taking place - we think it’s unlikely that an artist will seek cancellation fees, especially if you are rebooking them for your new date.

To request a booking change or check new potential dates with your artist, please visit our online wizard here.

I Don't Know If I Should Move My Booking. What Can I Do?

Coronavirus has placed many of our clients in limbo. Below we've outlined a few things to consider to help you move forward.

    1. Check your options: As a first step you may want to check your options using the guide below.
    2. Check where you stand: If you are planning an event before 31 July, our advice is to reschedule or postpone if you can. We won’t charge any admin fee to move dates, and you will receive deposit credit to use towards a new booking before September 2021. If official restrictions stop your event from going ahead, it is unlikely that your artist would seek compensation.
      For events beyond the 31 July, there are no Alive admin fees to amend or cancel your booking, and you can still take advantage of Alive’s deposit credit. Your artist may be entitled to recover lost income if your cancellation is not force majeure. If you're on the fence about changing your plans, moving or postponing your booking might be a safer option than cancelling -your artist is less likely to seek any fees if you’re rebooking them for a new date.
    3. Check out the wizard: You can request changes using our online wizard. If you're undecided, you can check potential new dates with your artist and see where you stand.

What If I Have Wedding or Event Insurance?

It’s a good idea to check your policy to see under what circumstances you are covered before cancelling. This may help recover some, if not all your costs.

What If The Situation Changes?

If Government restrictions do prevent your event from taking place, you would not be liable for any artist cancellation fees. We’ll edit this page regularly, so do check back for the latest updates. You might also want to keep tabs on the UK Government's official restrictions here.

What Are My Options? At-A-Glance

Check our advice on our clients' most common scenarios below.

Scenario Force Majeure? Options
"The UK Government lockdown/ restrictions on social gatherings mean my event can't go ahead"

Yes.

This official decision means that you and your artist cannot fulfil the contract. We don't expect that cancellation fees would be due.

1. You can reschedule or postpone at your discretion. We'd be happy to help you transfer your booking and secure your artist for a new date. Please call us on 01782 740839. Or visit the wizard to quickly request changes.

-or-

2. Cancel with fees unlikely.

“My venue is now closed on my event date” Yes.

This is a third party decision that will prevent your event from taking place, so we would assume you would not be liable for any cancellation costs.
1. You can reschedule or postpone at your discretion. We'd be happy to help you transfer your booking and secure your artist for a new date. Please call us on 01782 740839. Or visit the wizard to quickly request changes.

-or-

2. Cancel with fees unlikely.
"My event is in August but I'm worried it may be affected"

Possibly no.

This is difficult to determine given the current uncertainty. In theory, if current government restrictions affecting events have been lifted in time for you to have your event, then a cancellation now may not fall within force majeure.

But force majeure may be applied retrospectively if it later turns out that your event would have been prevented by restrictions, or your venue remains closed.

1. If you don't wish to go ahead with your event, please chat to us. We can work with you and your artist to agree a new date. Call us on 01782 740839. Or visit the wizard to quickly request changes.

-or-

2. Cancel your booking. Whether or not an artist may be entitled to claim cancellation fees is currently unclear. However, we will be happy to transfer your deposit to any new date to September 2021.

-or-

3. Check any wedding or event insurance policies you may have should they help you cover cancellation costs.

“The event organiser has cancelled the trade show I’m exhibiting at” Yes.

If your event cannot take place due to a third party forcing cancellation, then you are not liable for fees.

1. You can reschedule or postpone at your discretion. We'd be happy to help you transfer your booking and secure your artist for a new date. Please call us on 01782 740839. Or visit the wizard to quickly request changes.


-or-

2. Cancel with fees unlikely.

“We may have to restrict the number of guests”

Possibly no.

It’s understandable that some clients would prefer to postpone if it won’t be the event they have dreamed of.

If restrictions prevent your artist from performing or delivering their service, force majeure may apply. One example may be where you’ve had to reduce numbers due to social distancing measures in your venue, and you now can’t physically facilitate your 12-piece band. In this case, your contract may become impossible to deliver, and a cancellation could be considered force majeure.

Where an artist can feasibly deliver their service, a cancellation is unlikely to fall under force majeure.

1. If you don't wish to go ahead with your event, please chat to us. We can work with you and your artist to agree a new date rather than risk cancellation fees. Please call us on 01782 740839. Or visit the wizard to quickly request changes.

-or-

2. Cancel your booking. There is a chance that your artist may seek fees to cover loss of income.


-or-

3. Check any wedding or event insurance policies you may have should they help you cover cancellation costs.

“We are showing symptoms of COVID-19 and are having to self-isolate” Yes.

1. You can reschedule or postpone at your discretion. We'd be happy to help you transfer your booking and secure your artist for a new date. Please call us on 01782 740839. Or visit the wizard to quickly request changes.


-or-

2. Cancel with fees unlikely.

How we're ensuring continued support for our clients and artists

  • Our team is here as usual to support our clients and artists throughout the coronavirus crisis.
  • The welfare of our staff, customers and artists is our top priority, and we will be following the guidance laid out by the government to help protect everyone.
  • Currently, all our staff are working remotely from home using the same phone and administrative systems we use in the office.
  • There should be no disruption or changes in how you can contact us or individual members of staff, though we are busier than usual.
  • Where individual entertainment coordinators may become ill, the rest of the team has immediate access to support their events through our cloud based booking management system.
  • We will use our own bespoke cloud based CMS / CRM systems to continue managing enquiries, bookings and artist profile information as normal.
  • We are using video conferencing and chat software to facilitate immediate and efficient communication between all staff and teams.
  • We are using project management software to coordinate and develop contingency plans across our teams.
  • Our recording and video production studios are now closed following government advice.

If you need more help, please don’t hesitate to drop your Entertainment Coordinator an email, or give us a call on 01782 740839. We’re here to help wherever we can.

Useful resources:

UK government response
UK travel advice

Change of Plans?

We won't charge you any admin fees to change your Alive booking. You'll receive full deposit credit to use against any new deposit for bookings up to September 2021.

Simply call us on 01782 740839, or drop your Entertainment Coordinator an email.

A UK-wide & International Entertainment Agency

We book acts for venues across the UK and internationally.