You Can Do This If You Need To Postpone Your Event
The worldwide coronavirus outbreak is wreaking havoc on the event sector. Organizers all around the globe are facing a forced pause from their activities, which will last for an unknown amount of time. We want to offer you some advice in this unusual circumstance.
Rather than canceling an event, many organizers choose to reschedule it. You save time by making this choice, allowing you to assess the present situation better and organize your event.
If your event must be rescheduled, here are a few easy-to-implement and practical suggestions. As a result, you’ll be able to manage expectations and educate your visitors appropriately.
#1 Make sure your service providers are aware of your plans.
Unlike your participants, your providers’ contracts and relationships are immediately impacted by a change. While they are likely to modify their plans, you must contact them as soon as possible to explore suitable alternatives.
The first step is to:
Learn about your legal options for rescheduling or canceling services: Check your contract to determine whether any of the above situations are covered. Also, pay attention to your providers’ terms and conditions since these may apply in the case of a postponement.
Communicate as soon as possible: certain service providers may only accept a date change within a specific time frame before the event. The least amount of time that should be provided for notice is usually thought to be 24 hours. However, if you know ahead of time, you should expect to be notified sooner.
Examine your insurance policy to see what it covers: Some of the expenses spent as a consequence of a delay may be reimbursed if your event is insured.
#2 Notify your collaborators and speakers
Your event’s speakers, entertainers, and sponsors will need to find alternative lodging. The sooner you can persuade them to look for other places, the better.
Add the following to your to-do list:
Notify all sponsors, partners, speakers, and anyone who will be attending your event right away.
To schedule the ideal time for the new appointment, ask them about their favorite alternate dates.
They may assist you in finding alternative partners if they are not available on the revised event date.
#3 Make the change official
You may update ticket holders after you’ve ceased selling new tickets. The ability to communicate changes quickly demonstrates your preparedness to the participants and creates confidence in your brand.
What Will Happen Next?
You composed a well-thought-out message. You must now publicize the delay via all available means, including:
Please send an email to all ticket purchasers informing them of the event’s delay.
Ticketing platforms include: If your ticketing software enables you to send messages to visitors, make use of it.
Use of social media: Look for postings about your event using your hashtag, for example, so that you may react to them. Also, to prevent an excessively public debate, try contacting people discreetly through direct messaging.
Partners in the media: Your media partners are helpful avenues for conveying changes and updates, just as they share your event with new attendees.