Your Toast Booking - COVID-19 & FAQs

Your Toast Booking - COVID-19 & FAQs

We hope that the answers provided below will help to provide some clarity in regard to your upcoming booking.

The information provided in this FAQ’s guide on COVID-19 will be continually updated as new information or government guidelines are announced.

Last updated: 20th March 2020


What is the current legal status on gatherings?

Currently, there is no government legislation to enforce the banning on mass gatherings or indeed gatherings of any size, yet the government’s action plan published 3 March 2020 raised the possibility of reducing the number of large-scale gatherings at some point. 

In the meantime, the Government has published its latest guidance on social distancing in relation to COVID-19. 

In line with the latest social distancing guidance, it is advised that large gatherings should not take place. While the risks of transmitting the disease at mass gatherings are relatively low, these steps will also allow emergency services that would have been deployed for these events to be prioritised in alleviating pressure on public services.

Social distancing is advised for the protection of older and vulnerable people to help reduce the transmission of COVID-19. Officials have advised that length of time social distancing will be encouraged might be as long as it takes to develop a vaccine, which could be between 12-18 months.

The thought of cancelling or postponing your wedding or event is obviously a difficult one, but we are here to offer some practical advice to help you through it. As we all navigate this situation together, our main objective is to limit the potential disruption this can cause for both clients and artists and help everyone to achieve the best possible outcome given the circumstances.


My booking falls before 30th June 2020

If your booking falls on or before 30th June 2020 we are strongly recommending postponements; that is rearranging your booking to an alternative date, over cancelling your booking.

You obviously need to first liaise with your venue to secure a new date for your event. 

Please call us to rearrange your booking to a new date which should fall within 12 months of your original date, to ensure your deposit is transferred and no amendment fee incurred for the rearrangement. 

As long as your currently booked act is available on that date we will secure that same act for the rescheduled date.

As things stand, this is the most beneficial resolution for all parties involved.


What happens if I am forced to cancel my event due to COVID-19?

If you have the decision taken out of your hands, this is known as ‘force majeure’. In these situations, neither you nor the artist would be able to fulfil the contract and no cancellation fees would be due. 

Examples of force majeure are;

  • If the UK Government produces legislation to officially ban small gatherings
  • If you or your partner become ill with COVID-19
  • If your venue closes down
  • If a third party event organiser cancels your event

(Please note that, unless cancelled within 48 hours of booking, your deposit is non-refundable.)

Examples of what does NOT count as force majeure:

  • Cancelling an event as a precaution
  • Cancelling due to social distancing
  • Cancelling because you are worried about the health of your guests
  • Cancelling because people can’t travel to your event

While understandable these situations, unfortunately, can not be classed as force majeure. This means you may become liable for cancellation fees that are due to your artist. 

As mentioned, where a cancellation is enforced, we can work with you and your artist to move things to a mutually agreeable new date to help avoid paying any fees where possible.


Does my wedding insurance cover COVID-19?

If you do have any type of wedding insurance, it is a good idea to check your insurance policy to find out what is covered. This may help you recover some or all of your costs if you are forced to cancel. It would be wise to find out this information before calling us to cancel or rearrange your booking.


My event takes place after June 2020, what should I do?

At this moment in time, we currently have no reason to believe June onward will be an issue for events.

Our focus is on helping both acts and clients navigate the next 3 months of bookings and queries until any official evidence is produced to suggest events should not go ahead long term. 

If your booking is due to take place after 30th June 2020, unless force Majeure means that your event cancellation is unavoidable, choosing to reschedule a booking will incur an administration fee.


What if the act I have booked is ill?

If your act or a member of your band becomes ill, they will have musicians in place who can step in and take their place. This is standard practice and known as a dep performer.

The worst-case scenario would be the entire band being ill, and all of their deps being ill. In this case, we would start looking for a suitable alternative band or act for your date as per our normal procedures in line with our terms and conditions.


What if my act isn’t available on my new date?

If you’ve already rescheduled your event and your artist is not available on your new date, we will help you find a replacement. We have a fantastic pool of talented acts and we’ll be very happy to help you find another incredible artist that’s right for you. 


How you can support our artists in the event of cancellation

Sadly, loss of work due to the COVID-19 pandemic will result in serious financial hardship for many of our artists, who are mostly self-employed with no alternative income. That’s another reason why we’re asking our client community to consider re-booking their artist for an alternative date in the future, rather than cancelling completely. As an act of goodwill, we are also asking you to consider paying 50% of the artist's fee in advance, as a ‘down payment’ on a future booking, to help artists get through this difficult period now. Whilst we are asking this to be a consideration, we also appreciate the difficult financial position COVID-19 leaves so many people in and so are leaving that down to individual choice.


What if legislation on group gatherings changes?

If official restrictions do prevent your event from taking place, you would not be liable for any artist cancellation fees. We aim to keep this page updated in line with any changes that come about so please do revisit.


Please visit back here if you are looking for the latest on your booking with Toast Functions.

If you have further questions or are still looking for further advice or guidance on your booking with us in light of the current situation, you can contact us on info@toastfunctions.com

Please bear with us whilst we experience a high volume of calls and administration to deal with the current demand.


We are here to help wherever possible and want to find the best solution for your situation.


Let’s work together!

With thanks,

Team Toast


Posted 20 March 2020 by Nathan Evans

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