How to Cancel a Show Like a Pro

It is the best of problems, and it is the worst of problems: You've accidently double booked yourself! There are a million ways this could happen, and everyone has done it, so don't worry too much. While stand up comedy is something you might see as your career or future career, it's not as ridged as a 9 to 5 day job where if you book a doctor's appointment you have to get three supervisors at work to approve missing an hour of your week. While it can still be a very frustrating situation and cause anxiety, as long as you are open and honest, you'll be fine. Bookers deal with this a lot, but there are best practices depending on the situation. Here are a few things to consider when dealing with having too many venues wanting you on the same night. 

When You Accidently Double Book 
You get an email for a show in one month. It even pays. You're excited. Then you go to your calendar and realize you agreed to do a show somewhere else. You like both gigs equally. You're living out Sophie's Choice in the world of comedy. In this case, you have a few things to consider. 

1) Which venue gives me the most work?
2) Which venue has the most opportunities for future gigs?
3) Which booker responds the easiest to adjustments?
4) Which show is paying the most?
5) Have I canceled on this booker before?   

In an ideal world, you wouldn't have to ask these questions, but in an ideal world you wouldn't be double booked. If someone has been really loyal to you, then consider that. If the other show has access to comics you always wanted to work with, then think about that upside. If this is becoming a pattern with a booker, and you've canceled before, maybe don't cancel again, right? And do not discredit pay, as you have to make rent. 

Regardless, make a choice as quick as you realize what you've done and cancel the show that you weighed as less favorable. Email or DM quickly, with a short message: I'm so sorry, but I realized I double booked. Would I be able to reschedule? I'm free on ______. Again, I'm so sorry, and I'll never let that happen again.     

Then make sure you never do that again to them. If they don't want to rebook you, that is their prerogative. You put them in a tight space and added work to the show producing. But I've found most bookers are fine if you give them enough time. If they can't rebook you, wait a few months and just approach like you would a rebooking. More than likely they will have forgotten the canceling.  

When You Knowingly Double Book 
Now, let's say you get a booking and someone calls you up and asks you to be on their show. You know you're booked. You wanted that booking. But this other booking offered is also great. Here's what I'll say, the comedy gods tend to be kinder to accidental double bookings then to comics always looking for the better opportunity.

If you are booked for a show and venue sends a message requesting you to be on a show, just know you can say "I'm booked, but an other date down the road looks great. Can you shoot me a few dates you're looking to book?" 

While double booking and canceling the other shows seems no different than the accidental booking, keep in mind, you're training yourself to lie and be deceptive. And those type of characteristics bleed into other areas of your life. I can almost always tell when a comic cancels authentically and when its clear they think my show was their back up plan. 

If the new show isn't able to work with you on a better date, and you feel the need to cancel, again just email or call immediately. 

But there is one exception: If you work with an organization regularly, as a host, sound person, feature, etc. I would call if you are permanently leaving. Whenever I left a producer I was working with quarterly or weekly, I would call them and talk on the phone as a courtesy and sign of respect. The type of working relationship you have should have different ways in which you address these hard situations. Plus, this way you know you're getting a receptive response. Sending a message into the abyss might not get to them in time or leave more questions than answers.     
The basic golden rule: Do unto comics and bookers as you would want them to do unto you.    

Beware of Comics Who Say Yes But Don't Mean It 
On a side note, there is a tendency in some comics to agree to shows, even in writing, but not plan to go unless they feel up to it. There was a comic I used to book a lot, but I realized when I sent my Monday reminder message after locking him in weeks before, he'd always go "I'm sorry I forgot!" Once I didn't send a reminder and he never showed. I realized what he was doing - He was agreeing and only going to attend if I reminded him AND he hadn't booked something "bigger." 

While it's a hard realization that your show is expendable to some, I also know my shows have been a great experience for others. Behavior is a language. Believe them when they flake multiple times, and I've seen these comics have a good run, but eventually dry out of gigs because they assume the shows they didn't respect will always want them or ask them down the road. That's just not the case. Training yourself to be unprofessional will bleed into other areas of your career, so don't become "that guy."    

When You Have to Cancel a Gig For Personal Reasons 
Let's say tragedy occurs or you find out your family is having a birthday party for your dad and no one told you until a few days before - if you can get out of the show, tell the booker what happened. Over the past decade I've had road gigs I had to cancel because I was in the hospital, because my family had a party I wasn't aware of until days before, and even weddings where I had to attend. I simply messaged them and told them clearly what happened.

Personal business might seem like none of their business, but I believe in transparency in these situations. Writing "Hey, something personal came up, I can't make next week" sounds like a fishy situation, and I just won't reach out again. But if someone writes, "Hey, my family member needs me to take them to the hospital" or "My job is making me come in tonight, I'm so sorry" - I feel sympathy and try to rebook them as soon as I can. 

I've had to cancel because of a family death one time, so if someone has similar events, I immediately sympathize. With that said, I've also missed parties, said no to dates with women I liked, and went in later that night to work after telling my boss I need to be at the show. Sometimes we have to sacrifice to make it. It's case by case, but the more honesty you display, the better off you'll be.    

Final Thoughts   
Canceling a gig is never easy, but having to because you double booked that night makes it even more embarrassing. But stick with the general rule of being as professional as possible, and don't forget that everyone has done this. Comedy is a hard industry to navigate, and we all fear missing out on the next big opportunity. But if you just relax, communicate clearly, and remember your career won't end because you need to change your booking agreement, you'll have a much longer career than those who let these moments eat them up inside.    

​With that said, if you ever double book or cancel on me, you'll never work in this town again! (Please read in evil sarcastic voice).