In this case, I’ve opted to do a different show. I won’t get my booth fee back from show #1, so that’s not an issue. It’s more that I don’t want to burn my bridges. This is a small show, run hands on mostly by one person. So it’s not like a big anonymous group running it, who will just dispassionately cross me off, and call someone on the wait list. I’m sure they DO have a wait list, though. The only other time I got in, it was being called off the wait list a few days before the show. If I hadn’t been given a really bad booth location this year, I wouldn’t be canceling: but I am sure I can’t say that.
My standard cancellation reads,
“I regret that I must cancel my planned participation in the … Arts Festival, due to a scheduling conflict. I am sorry I will not be able to attend. I have enjoyed exhibiting with you in the past.” Then I might add specifics to that show.
If I don’t get in in future years, I will be convinced that I said the wrong thing.
Replies
I had a potential conflict this year with one wait list (the show I would rather do) and one solid acceptance. As the money came due for the acceptance I emailed the folks at the other show saying "I have been accepted here but I would prefer to do your show. I hand out cards with my schedule and post it on my web site so I would like to have that weekend sorted out before my first outdoor show this year. Can you tell me when you will resolve the wait list?"
They responded back a day later that I was in and my issue was solved. That may have been a lucky try, but it helped avoid a conflict that I didn't want to deal with.
Of course you knew what you were doing here, Linnea. I just returned from the ZAPP conference and was amazed to learn all the people who were reading this site.
All I know of as a director is that we want to know as soon as possible so we can make adjustments, find someone else, redo the layout, change the database, the booth signs, the press info, etc. So the sooner the better is appreciated.
This was the proper and diplomatic way to handle this. This is a business and everyone appreciates straightforward dealings. Anyone who has been doing this for awhile realizes that artists can change their minds for many reasons about doing a show and those reasons should be respected.
Not showing up is never a good idea. Telling the truth as you did, Linnea, is professional and appropriate.
That’s why I’m feeling the urgency. I know there’s bound to be someone else on the waiting list. After all, that’s how I first did this show: by being called off the wait list a few days before. It took me a long time to make up my mind to go with the second show. But now I’ve sent in their booth fee, so I can’t wait any longer. If I cancel now whoever replaces me has more time to prepare. Good point, to mention the wait list: it's on my mind, so I might as well verbalize it.
Your secret is safe with us - good thing show directors don't have access to computers!
I wrote this with the full expection that it could be read. If anything, I assumed it would be. If they decide they don't want to let me in again because I canceled, then, "C'est la vie." At least I was polite, I DID cancel, rather than simply fail to show up (as a few friends suggested). I didn't make up excuses, or ask for my booth fee back, plus cleared the way for another artist to do the show.
I just posted in the first place, because I wanted to know how other artists handled cancellations with diplomacy, as I figured there is always something to learn.
There, not even a white lie.
Larry Berman
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