Cancellation Policies

Cancellation Policy Guidelines for Musicians

When using the MGI Professional Services Agreement, you have complete flexibility to set cancellation terms that work for your business and your client relationships. Here are some considerations:

Factors to Consider When Setting Your Policy:

  1. Type of Client

    • Corporate/Private Events (Weddings, Galas): Consider stronger protection with non-refundable deposits and cancellation fees

    • Community/Non-Profit (Seniors Homes, Schools): May warrant more flexible terms, especially for illness-related cancellations

    • Regular Gigs/Residencies: Different expectations than one-time events

  2. Your Business Costs

    • Time spent on preparation and rehearsals

    • Other gigs you may have turned down

    • Non-refundable expenses (travel bookings, etc.)

    • Administrative work already completed

  3. Industry Standards

    • Deposits: Typically 25-50% to secure the date

    • Cancellation Timeline: Many professionals use 30-day, 15-day, and 7-day tiers

    • Force Majeure: Usually allows for rescheduling rather than penalties

Sample Policy Structures:

Option A: Standard Professional Policy

  • 50% deposit to secure date (non-refundable after 30 days)

  • Cancellation 30+ days out: Deposit retained

  • Cancellation 15-30 days out: 75% of total fee due

  • Cancellation <15 days out: 100% of total fee due

Option B: Flexible Community Policy

  • Smaller or no deposit required

  • Cancellation with 7+ days notice: No penalty if rescheduled

  • Last-minute illness cancellation: Offer to reschedule or partial fee

  • Understanding that community organizations often face last-minute issues

Option C: Hybrid Approach

  • Customize based on client type

  • Discuss cancellation expectations during initial consultation

  • Document agreed terms clearly in your contract

Professional Recommendations:

  1. Always Have a Written Policy – Even if flexible, put it in writing

  2. Communicate Clearly – Discuss cancellation terms before booking

  3. Be Consistent – Apply similar policies to similar clients

  4. Build in Compassion – Allow for special circumstances while protecting your income

  5. Consider Rescheduling First – Often the best solution for both parties

Remember: Your cancellation policy should reflect your business needs while maintaining positive client relationships. The MGI contract template gives you the flexibility to fill in terms that work for each specific engagement.

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