When a concert gets postponed, it can be disappointing for fans who were looking forward to seeing their favorite artist perform. However, postponements are often unavoidable and are done for valid reasons. As frustrating as it may be, try to keep perspective – concerts get rescheduled all the time and the show will still go on eventually. Here we’ll walk through some of the key things that happen behind the scenes when a concert gets postponed.
Reasons for Postponement
There are a variety of factors that can cause a concert to be postponed:
- Illness – If the performer gets sick and cannot sing or play their instrument, they may need to delay shows to recover.
- Injury – Similarly, if the performer sustains an injury that inhibits their ability to put on a good show, they may opt to postpone.
- Equipment/technical issues – Problems with sound, lighting or other production elements can force a postponement.
- Weather – Severe weather like snowstorms or hurricanes that make travel hazardous may lead to shows being pushed back.
- Logistical issues – Sometimes unforeseen circumstances interfere with travel, shipping of stage equipment, or other logistics required to mount the concert.
- Poor ticket sales – While not ideal, artists sometimes delay a low-selling show to a future date in hopes that it will sell better later on.
The decision is usually made by the artist’s management team, in conjunction with the concert promoter and venue. They try to make the call as early as possible to avoid major disruptions. However, last-minute postponements can still happen if the situation warrants it.
Communication Process
Once the postponement is confirmed, a coordination process kicks into gear to notify all parties involved. Here are some of the key communications that typically happen:
- The artist’s publicist drafts a press release announcing the postponement. This is distributed to media outlets and social media sites to notify fans.
- Venue staff update the venue website and social channels with the new concert date information.
- Ticket sellers email all ticket buyers directly with details on the new show date.
- Promoters advise vendors (merchandise, concessions, sponsors, etc) contracted for the original date of the change.
- The tour manager coordinates with the production team (stagehands, sound & lighting crew) to inform them.
- Bus drivers and air charter companies are notified to reroute transportation.
- Hotels and other hospitality services booked for the original dates are cancelled and re-secured for new dates as needed.
Ideally, a new date is provided immediately so fans know when to anticipate the rescheduled show. However, if details are still being determined, the communications will indicate that a new date is still TBD.
Impacts to Fans
While artists, promoters and venues aim to make the postponement process as smooth as possible for fans, there are still some common impacts:
- Disappointment – Many fans will feel letdown by the show being delayed, especially if they were traveling for it.
- Logistical hassles – Fans may need to change travel plans or take off work for the new date.
- Parking/accommodation changes – Any parking or hotel reservations for the original date will need to be cancelled and rebooked.
- Schedule conflicts – The new date could conflict with other plans fans have.
- Refund requests – Some fans may seek refunds on their tickets if they cannot attend the rescheduled concert.
Venues and ticket sellers typically try to accommodate date changes, refunds or exchanges to provide options for impacted ticket buyers.
Refund and Exchange Policies When a Concert is Postponed
When a concert is postponed, fans holding tickets have a few options:
Keep Existing Tickets
In most cases, existing tickets will be valid for the new rescheduled date. Fans can simply hold onto their tickets and attend on the new date. This is the easiest option logistically, though it depends on fans’ availability for the alternative date.
Request a Refund
Many venues and ticket sellers will allow refunds on tickets if a concert is postponed. Refund eligibility, timing and fees vary. Some general guidelines:
- Refunds are often only offered for a limited window after the postponement announcement.
- Refunds typically revert to the original form of payment.
- Processing fees may not be refunded.
- Refunds can take 2-4 weeks to process via the bank.
- Scalped or resold tickets may not be refundable.
Fans should check directly with the ticket outlet they purchased from for the specific refund policy.
Exchange Tickets
Exchanging tickets for another date or concert is another option many ticket vendors offer. Exchanges allow fans to go to a different show, often within 12 months, rather than get a cash refund. Exchanges can be appealing because they let fans see another artist they like. Exchanged tickets typically need to be for a concert of equal or greater face value. Exchange fees sometimes apply as well.
Behind the Scenes of Rescheduling the Concert
Rescheduling a major concert is a massive undertaking. It requires coordination among many parties, as well as navigating busy venue and artist schedules. Here’s a look at what has to happen behind the scenes:
Finding an Alternate Date
The process starts with identifying a new date that works for the artist, venue and promoter. This involves checking the schedule for:
- Artist tour dates
- Venue availability
- Avoiding conflicts with other major events in the same market
Artists and venues both lose money when shows are postponed, so they are incentivized to find a new date quickly. However, with packed touring calendars and busy venues, landing on an alternate date that works for all stakeholders can take weeks or months.
Venue Rebooking
Once a new date is chosen, the venue must revise all the operational plans:
- Move any other pre-scheduled events set for the new date.
- Notify staff schedule changes.
- Secure all vendors, contractors and services again.
- Update online event calendars and notify current ticket buyers.
Venues may incur additional marketing costs to promote the rescheduled show.
Routing and Logistics
The artist’s tour staff reconfigure routing and logistics for the new concert date:
- Update all travel for the artist, crew and equipment.
- Modify hotel and ground transportation.
- Secure gear shipment and staging schedules.
- Rebook side events like media appearances.
- Adjust rehearsal schedules.
Rerouting an entire concert tour is massively complex, especially for global tours involving hundreds of people.
Financial Impacts
Postponements create costs for both artists and venues related to:
- Marketing – Promoting the new date costs additional advertising money.
- Logistics – Changing extensive travel, lodging and shipping plans accrues fees.
- Personnel – Venues must pay staff for the cancelled show and the new show date.
- Refunds – Refunded ticket sales result in lost revenue.
Additional losses stem from forfeited concession and merchandise sales.
| Postponement Costs | Impact on Artist | Impact on Venue |
|---|---|---|
| Marketing | Absorbed by artist promotions budget | Paid for by venue marketing budget |
| Logistics | Covered by tour routing budget | Minimal effect |
| Personnel | Crew and band still paid | Must compensate staff for cancelled date |
| Refunds | Lower gross ticket revenue | Loss of ticketing fee income |
While artists and venues aim to minimize losses where possible, postponements almost always negatively impact the bottom line for both parties.
Best Practices for Fans When a Concert is Postponed
Having your most anticipated concert of the year get postponed can be a major disappointment. Here are some tips for coping with a show postponement as a fan:
Get the Details
Carefully read all communications from the ticket seller and venue to understand whether the show has been rescheduled or fully cancelled. This will determine whether you can attend a future date or should seek a refund.Having the key details will enable you to make the best decisions.
Assess Your Options
Do you want to attend the concert on the new date or get a refund? Can you easily change any travel plans and take off work again? Weigh the costs and benefits of each option based on your personal situation. Don’t feel pressured to just accept the postponement if it won’t work for you.
Act Quickly If You Want a Refund
Refund windows after a postponement are often short. To get your money back, request a refund as soon as possible following the announcement. Understand the refund policies before assuming you’ll be able to get a full cash refund.
Be Patient
Processing postponements takes time for venues and ticket sellers. Expect delays on new show announcements, refunds, and communication responses. Stay patient vs getting angry at customer service reps – they are fielding questions from thousands of disappointed fans.
Get Excited Again
Don’t let the postponement sully your excitement to see the concert eventually. When the date is reconfirmed, shift your mindset back to looking forward to an amazing show. It will be worth the wait!
Conclusion
Postponing a major concert is a huge undertaking that requires coordinated effort between artists, promoters, venues, vendors and fans. While disruptive, postponements are often unavoidable and allow the show to go on once any issues are resolved. By understanding the key processes involved, fans can make the best of concert delays even though they require flexibility and patience. With some creative problem-solving, the live music experience we love can be delivered after a slight delay!
