How to handle event cancellation due to unforeseen circumstances
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So, are you ready with the next corporate event? You have sent messages to all the guests for the event. Alas, due to unforeseen circumstances, you may need to cancel the event. You ask yourself, “How do I handle event cancelations?” There are several reasons for events cancellation. While you can expect some, others are sudden. They happen before you can take corrective measures. Managing Event Cancelations like a Pro Here are a few ways, in which you can handle event cancelations. Using these, you can also safeguard your reputation. Draft an Official Cancelation Message: Make sure that every person in the organization is on the same page. Write an official event cancelation message. Explain how and under what conditions, you had to cancel the event. Give the reasons for the cancelation in detail. Inform Sponsors, Attendees, and Speakers: Inform the sponsors, speakers, and attendees well in advance, about the cancelation. Also let them know about the refund process. Do not wait too long to fulfil this essential step. People might have flight and / or hotel bookings. Thus, do not delay this step. You should be the first to tell the attendees and sponsors about cancellation. Stop All Further Bookings & Tickets Promotions: Stop all sales and promotional activities. Remove mentions of the event on official websites, social media channels, and any other place. Handle the Finances: Monetary management could be tricky. Drafting a robust official agreement helps in protecting your business. The agreement should have a clause, guaranteeing that all your deposits are non-refundable. You can use time dependent refunds. For instance, if you cancel the event within 3 months from start, you get 75 percent of the total fees. On the other hand, if event is cancelled within 90 days, you get 100 percent fees. Do the booking for another day: While the current event stands cancelled, you can book another event later. You should be alert and promote the new event. With dates & timings settled, share them on your official website and social media platforms. Share them with other industry groups at the same time. Be honest about the timeline of the all-new event. Be Active on Social Media: Post cancellation keep a watch on the social media platforms. Stay alert about the important or related hashtags. Send the information to anyone who feels that the event is still active. You can also ask individuals, who post negative comments, to reach out to you in private. Keep Updating Information: Keep communication nonstop. It keeps the attendees aware. Include the cancelation message. Do it on the official website and social media platforms. Send emails to the volunteers and subscribers.