Late Cancellations versus Waiting List

Hi there~
Can someone please confirm the difference between a waiting list spot and a cancellation spot? We were wait-listed for a booth because of the size we requested, and the show said they won't know until the very last minute - basically, a cancellation past the wait list cut-off date. How is this possible to do? We must plan, book hotels, get a dog sitter, etc. And it also appears that they will then resell that space to us, and the canceled party does not get their money back either, I don't think. I understand things happen, but I don't know how this works for people unless the show is in their backyard. And shouldn't there be some discount for being the "Girl Friday" who steps in at the last minute to save the day?

I thought the "wait list" had a definitive cut-off date before being charged, and picking up a cancellation took an MIA pre-paid. Splitting hairs, OCD? Perhaps. But please clarify so I know what to do in the future. Thanks, friends!

As a former show director, I'd say a lot depends on the show and its rules. When the cut-off date for the booth fee is reached, we start assigning from the waitlist. If an artist who was accepted contacts us to cancel before the booth fee due date, we've already gone on the wait list for a replacement. Most of the time, a few days before the deadline, we call everyone who was accepted and unaccounted for. Normally I also contacted the wait list artists asking if they could be available last minute, and if not, what is the latest date they could be available to do the show. Many times we assign spaces on set-up day when there is a no-show.

I advise figuring out how much time before the show you need to plan, book a hotel, pack, and drive to the show. Then move on if you don't hear from the show by then. There is no discount for taking a space at the last minute. It would be nice if it worked that way. I have given a booth away to the neighboring artists a few times. It's not good for the artists to be next to an empty booth as it tends to become a trash collection area and interrupts the traffic flow. Better to divide the space with the artists on either side if they have the supplies to fill the booth.

Replies

Mary Strope June 12, 2023 at 3:28pm

As a former show director, I'd say a lot depends on the show and its rules. When the cut-off date for the booth fee is reached, we start assigning from the waitlist. If an artist who was accepted contacts us to cancel before the booth fee due date, we've already gone on the wait list for a replacement. Most of the time, a few days before the deadline, we call everyone who was accepted and unaccounted for. Normally I also contacted the wait list artists asking if they could be available last minute, and if not, what is the latest date they could be available to do the show. Many times we assign spaces on set-up day when there is a no-show.

I advise figuring out how much time before the show you need to plan, book a hotel, pack, and drive to the show. Then move on if you don't hear from the show by then. There is no discount for taking a space at the last minute. It would be nice if it worked that way. I have given a booth away to the neighboring artists a few times. It's not good for the artists to be next to an empty booth as it tends to become a trash collection area and interrupts the traffic flow. Better to divide the space with the artists on either side if they have the supplies to fill the booth.
- David Baldwin > Mary Strope June 12, 2023 at 6:57pm
  
  Thanks, Mary Strope. I understand your answer, and it did help me figure out how I want to handle these situations. I love that you asked the wait-listed folks when was the last possible day or if they could be last minute - that would have made a HUGE difference for us. Have a great day!

This reply was deleted.