Your First Move: Check the Contract
Everything starts here. A properly drafted performance contract will specify: the cancellation notice period required, whether a deposit was paid and under what conditions it's refundable, any force majeure clauses (pandemics, acts of God, etc.), and what compensation is owed for late cancellation. If you have this documented, you have a claim. If you agreed verbally or over email without a formal contract, it's harder but not impossible.
Quantify Your Losses
Write down every cost you've incurred or will incur as a result of the cancellation: flights/travel already booked, accommodation that can't be refunded, crew costs owed, equipment hire, lost earnings from the shows themselves, and any other band-side costs committed in preparation. This is your claim amount.
Formal Demand: Start With a Letter
Send a formal written demand (email is acceptable) to the promoter detailing the cancellation, the contract clause they've breached, and the total amount you're claiming. Give them a deadline — 14 days is standard. Many promoters will settle rather than face legal action once they see a formal demand. Keep this professional, not aggressive.
Mitigation: Try to Replace the Shows
Legally, you're required to take 'reasonable steps to mitigate your loss.' This means actively trying to rebook the cancelled dates or find alternative income for those weeks. Document your efforts. This both reduces your actual losses and strengthens your legal position by showing you acted reasonably.
If They Don't Pay
For amounts under £10,000 (UK) or equivalent in other jurisdictions, small claims court is an accessible option without needing a lawyer. For larger amounts, a music industry solicitor is worth consulting. The Musicians' Union (UK) and equivalent organisations in other countries also offer dispute support for members.
Preventing It Next Time
Always require a deposit — typically 50% of your fee — paid before tour dates. The deposit should be non-refundable if the promoter cancels within a defined window. Never commit significant costs without having this deposit confirmed and the contract signed.