Last minute change of finish time

​Hi rory it’s J, I booked you for the 18th October, 
I’m so sorry I’m rubbish at communicating over email, I did look over your set lists, I absolutely love set 3 but is it possible to take a few songs out of it? Also I booked a dj to start at 8:30 so I only need you to play till then if that’s ok? x

Title
Last minute change of finish time

Description
RD arrived at The Courts, Penarth, Cardiff at 15:30 and completed set-up and sound check in preparation for a confirmed performance start time of 18:00 and finish time of 21:00, as agreed in the show advance and contract email correspondence (29/09/2025, 04/10/2025, and 13/10/2025).
At 16:47, while waiting to begin, RD was approached by the client, J, who requested, “Can you start now?” The artist complied, beginning the performance at 16:47 despite the confirmed start time being two hours later. The client also verbally advised that the performance would now conclude at 18:30 instead of 21:00.
The original email correspondence had clearly stated and reconfirmed the start and finish times in writing. The client had not provided any written notice of changes before the day of the event. This last-minute adjustment also rendered previously booked accommodation unnecessary, resulting in additional cost.
J had earlier messaged via WhatsApp on 07/10/2025, stating, “Hi RD it’s J, I booked you for the 18th October, I’m so sorry I’m rubbish at communicating over email, I did look over your set lists, I absolutely love set 3 but is it possible to take a few songs out of it? Also I booked a DJ to start at 8:30 so I only need you to play till then if that’s ok? x”

Action Taken
RD was early and therefore able to comply with the client’s request to begin the performance immediately. The artist commenced at 16:47 and played continuously until 18:30, ensuring the event proceeded smoothly despite the unplanned change.

Resolutions
The performance was completed successfully, and the client expressed positive verbal feedback on the day. No disruption occurred to the event itself, though the artist incurred avoidable costs due to the timing alteration.

Notes Comments
Future show advance email templates should include stricter wording to emphasise that clients must confirm all performance times and event details in writing prior to the event. This will mitigate confusion and ensure accountability. Clients should also be made aware that last-minute changes cannot always be accommodated, and artists cannot be held responsible for issues arising from unconfirmed or ignored correspondence.

Reported
Reported Date: 20/10/2025
Reported By (Individual): RD
Reported By (Organisation): R

INDIVIDUALS

Responsible, Responsive, JMO, Client
Communicating event timings and managing entertainment schedule

Impacted, Active, RD, Artist
Adhering to confirmed booking terms, delivering performance