Cancellations! It happens...a lot (Part 3)

Cancellations are the worst. You spend ages planning a shoot. You find the perfect team and all of a sudden one of them cancels and that's it. It ruins everything! Everybody in your team is important and if you cancel, you're letting everyone down. I thought this would be the perfect time to share this as last week, for the first time ever, I had to cancel a shoot completely...less than an hour before it was due to start.

The shoot that I had planned, I was working with a designer, an MUA and 2 models. The designer and MUA I have worked with before, I knew they are reliable and I trusted them to not let me down. The models however were a different story. As I had the studio booked for the whole day, I decided to juggle 2 shoots at the same time. Both were of the same theme so it would not have been much of an issue. 1 model was to wear the designers clothes and the other was to bring her own. As the designers clothes were a certain size, it was vital we had a model of that particular size. When posting a casting, a model I had worked with before messaged me to say that she was interested and was of that size. She's an incredible model and having worked with her before, I was certain she was reliable. The other model I spoke to regularly and had good references so I wasn't too worried.

Well...I should have been. The first model had accidentally over booked herself and was no longer able to come. This was 2 days before my shoot. I needed to find another model with a very specific size in 2 days. After speaking to the designer, we thought it best to re-schedule. So, now I only had one model. That's fine, these things happen. At least I'll be getting some photos...right?

After this, I got worried. I messaged the other model and she reassured me that she was coming 100%. Okay awesome! I still have a shoot. The day comes, I go in to the studio and sign in, I pick up the equipment I had booked out, everything was going fine...until I received the dreaded text. Its the model...and she can't come...the MUA is just about to board a train for her 45 minute journey, the shoot was due to start in an hour and I have no model. WHAT DO I DO?! For the first time ever, I had no choice but to cancel.

Cancelling a shoot RARELY happens for me however in this circumstance, there was nothing I could do. What isn't rare is last minute cancellations. As my lecturer says "its the nature of the beast." It happens ALL the time. Here are some tips on how to deal with last minute cancellations:

DON'T PANIC

It is the worst thing you can do! Yes it's frustrating but panicking will get you nowhere. Take a deep breath, and think about how you can solve the problem.

Put out an urgent casting

I have done this countless times and it has worked more often than not. There are people out there that would love to help you. Explain your situation and sell your idea well and SOMEBODY is likely to be interested.

Be understanding

These things happen so don't think badly of whoever has cancelled. They could be ill or have a family emergency. If you feel they are unreliable then be sure not to book them again. Remember, you want to maintain a good reputation. If you speak badly of the people that have cancelled then its you that will look bad. Be understanding and learn who is reliable and who isn't.

If you feel the need to cancel, take note on what you should do without ruining the whole shoot for someone else in the team.

Give them plenty of notice!

I have deadlines so when someone cancels on me an hour before a shoot, this can dramatically affect my grade. Shoots also take a lot of time and effort to prepare. I have to book the studio and equipment, as I am using my universities studios, I have to sign everyone in 24 hours in advance in order to get a visitors pass for them. If you cancel on me 2 days before, chances are, I have to cancel the whole thing. Be sure to give other members of your team plenty of notice to replace you!

Make sure you let them know

Some people hate letting the team down and to avoid confrontation, they won't say anything and not turn up at all. If somebody messages asking if you're still coming and you can't go STILL ANSWER THEM! There is nothing more frustrating when someone just decides to stop replying after promising they will come. It doesn't make you look good at all.

Don't make empty promises

If you don't think you can make a shoot, don't reply to the casting in the first place. It's time wasting and you could be making someone else miss the opportunity.

READ THE CASTINGS PROPERLY!

I have had models agree to come to a shoot and not read what day the shoot is. A week before the shoot I'll message saying "Hey! You still up for Friday?" only to get the reply "Oh...I'm sorry. I didn't realise it was Friday. I have work that day." Then why did you SIGN UP FOR THE CASTING?!

Be reliable!

Above all else, try to be as reliable as possible. If you commit to something, try your best to see it through. There is nothing worse than cancelling last minute. Even if you have a valid reason the rest of the team are being let down and you want to be as professional as possible!