How to gracefully cancel an event or postpone it
Whether it be a last-minute cancellation or indefinite postponement, canceling or postponing an event can be a real hassle. There are various reasons to cancel an event – too few attendees, bad weather, or a conflict with another important event.
Whatever the reason, when cancellation becomes necessary, it's important to handle the situation gracefully and efficiently to minimise drama.
Unfortunately, there's no one-size-fits-all guide to handling these situations with the least drama possible. You might have all the right reasons to cancel an event but could be badly misunderstood by the attendees.
However, by following some general tips and being prepared for the most likely scenarios, you can make the process as smooth as possible for everyone involved and let them know the reasons to cancel an event tactfully. Keep reading for advice on how to handle cancellations and postponements like a pro!
An Overview of Reasons to Cancel an Event
Canceling an event can be a difficult decision. There are many factors to consider, including the financial and emotional costs to all involved. But there are times when canceling is the best option. Let’s explore the reasons to cancel an event and the impact they can have on your brand image.
3 Common Reasons Why Would An Event Get Cancelled?
- The cancellation of event usually happens for one primary reason and that is attendance. If there are not enough people attending, then cancellation can happen. The purpose of an event is to get people motivated about something, whether it is a product, service, or idea. If cancellation occurs, it means that not enough people are interested.
- Reasons for cancellation of the event can also include external factors such as the weather. If it is raining or snowing on the day of an outdoor event, then cancellation can occur.
- Lastly, if something happened that made the location unsafe or unsuitable, then cancellation would be necessary. For example, if there was a fire in the building that was supposed to host the event, the cancellation would be mandatory.
In conclusion, cancellation usually occurs due to a lack of interest or due to external factors beyond anyone's control.
The Impact of Event Cancellation
Even when there are many legit reasons to cancel an event, cancellation is not often handled gracefully. Cancellations can have a ripple effect that goes far beyond the initial disappointment of ticket holders.
- Lost Revenue
This is perhaps the most obvious impact of cancelling a business event. If an event is cancelled, the organisers will not make any money from ticket sales or sponsorship deals. It can be a serious blow, especially for small businesses or businesses that are already struggling.
- Damaged Reputation
Cancelling a business event can damage your company's reputation or brand image. If you fail to deliver on your promises, customers and clients may start to lose faith in your ability to deliver. Such scenarios could lead to them taking their business elsewhere.
- Missed Opportunities
Business events provide an excellent opportunity to network and build relationships with potential customers and partners. You may miss out on these valuable opportunities if you cancel an event,
- Wasted Resources
Finally, cancelling a business event can also result in wasted event resources. If you have already paid for venue hire, catering, marketing, etc., you may not be able to get your money back if you cancel at the last minute. This can add insult to injury if the event was cancelled due to poor ticket sales!
While the impact of business event cancellation can be significant, businesses can take steps to minimise the financial and reputational damage by investing in event cancellation insurance and having a contingency plan about how to gracefully cancel an event.
By being prepared for the worst, businesses can protect themselves from the significant impact of event cancellation.
5 Tips on How to Gracefully Cancel an Event
Do you want to make an event postponement announcement gracefully or let your attendees know you had to cancel the events because of legit reasons? Here’s all you can do to manage event cancellations and postponements gracefully.
Convey Information Transparently to the Attendees
When cancelling an event, it is important to be transparent with the attendees about the reasons for the cancellation. It will help to build trust and goodwill with the attendees, and it will also help to prevent any rumours or speculation about the cancellation.
In many cases, the reasons to cancel an event are out of your control, such as bad weather or a last-minute venue change.
However, even in these cases, it is necessary to share as much information as possible with the attendees. Make sure to apologise for any inconvenience caused by the cancellation, and let the attendees know that you are committed to providing them with a great experience.
By conveying cancellation information transparently, you can help to build trust and goodwill with your attendees. Let your attendees know the reason behind event cancellation through Oreed’s customer relation management feature and build customer loyalty.
Announce the Tentative Date
While it's never ideal to postpone an event, sometimes circumstances beyond our control make it necessary. If you find yourself in the position of needing to move your event to another date, there are a few things to keep in mind to announce as gracefully as possible.
- First, ensure to include the original event date in the event postponement announcement so that people can easily see that the event has shifted to another date.
- Second, try to provide a new event date as soon as possible so that attendees can start making plans.
- And finally, make sure that you apologise for the inconvenience caused to the attendees.
Oreed’s online registration system enables hosts to access user information and make timely announcements in case of event cancellation. You can message or email your attendees by leveraging attendees’ data through Oreed’s centralised database if you aim to postpone an event.
By following these simple guidelines, you can minimise the inconvenience caused by an event postponement and ensure that your event is still a success.
Offer Ticket Refunds
When you need to cancel an event, the last thing you want is for attendees to be angry and disappointed. One way to help reduce the negative reaction is to offer ticket refunds. It shows that you're willing to take some financial responsibility for the situation and that you understand how attendees may feel.
Be clear about your refund policy. Will you be offering full refunds, or will there be a processing fee? If you decide to offer partial refunds, be sure to explain why.
Refunds set a tone of cooperation and show that you're committed to working with attendees to resolve the issue. In some cases, offering refunds may not be possible, but it's always worth considering as an option. By taking this step, you can minimise the drama and make cancelling your event a little bit easier.
Oreed’s centralised customer database enables easy refunds in case of event cancellation as our clients have complete access to attendees' data. So if something comes up and you can't host the event, you can refund the money, no hassle.
And not only is this great for customers but also excellent for your brand image. That's why Oreed is the best choice when it comes to registering attendees for an event. We ensure that you're always taken care of, no matter what.
Answer Questions Patiently
If you cancel or postpone an event, it's significant to answer all attendees' questions patiently. Attendees have the right to hold you accountable and deserve to know why the event was cancelled or postponed. By being upfront and honest with attendees, you can help to quell any frustration or anger they may be feeling.
In addition, it's crucial to provide as much notice as possible so that attendees can make other plans. Ultimately, by handling the situation professionally and courteously, you can help to minimise the negative impact of cancelling or postponing an event.
As you have complete access to attendee data through Oreed’s built-in CRM, you can personalise your communication with each attendee in case of cancellation.
Send Video Recordings
While cancelling an event may seem like a waste of all the preparation that went into it, there is still a way to use the information and resources. By sharing recorded activities from the event, you can ensure that your attendees still benefit from the experience.
Oreed's all-in-one event management platform enables hosts to share recorded content with their clients. With just a few quick steps, you can ensure that your audience still gets value from your event, even if they couldn't participate in person. We also help to build goodwill and foster a sense of community around your brand.
With this we conclude the list. Now, you must be aware how to gracefully cancel an event or manage postponements without disappointing your attendees.
Minimise Reasons to Cancel an Event with Oreed
Have you been planning a virtual event, but are worried about it being cancelled or postponed? Oreed minimises the chances of event cancellation as it enables hosts to conduct virtual or hybrid events through its all-in-one event management platform.
Benefits for Attendees
- Convenient registration
- Digital payment processing options
- Exciting gamification features
- Access to recorded activity
Benefits for Hosts
- Centralised user data
- Automated certificate generation
- Post-event analytics
- Higher ROI and engagement
- A better understanding of the target market
- Personalised training programs and events
Plus, we have a team of experts who are experienced in making sure your event goes off without a hitch - no matter what! So why wait? Click here to learn more about how Oreed can help make your virtual event a success!