Hosting an event is no small task and cancelling one can be just as challenging. However, sometimes it becomes necessary to cancel an event due to unexpected situations or severe changes to the event plan. In such situations, it's important to cancel the event in a professional and effective manner to minimise the impact on everyone involved.
In this blogpost we will cover the best practices for cancelling your event, in order to keep everyone involved updated and satisfied.
Why cancel an event?
An event may be cancelled due to a variety of reasons, including unforeseen circumstances such as pandemics, natural disasters, or emergencies. An event may also be cancelled due to low attendance numbers, issues with venues or vendors, internal planning complications, lack of funding or sponsorship, as well as changes in organisational priorities or strategies. When cancelling an event, it's important to consider the impact on all partners involved and follow best practices to ensure a professional and effective process.
When to cancel an event?
The best time to cancel an event depends on various factors such as the type of event, the reason for cancellation, the potential impact on attendees, and the contractual obligations involved.
If the event is affected by factors beyond your control, such as a natural disaster, a pandemic, or a sudden change in government regulations, it may be best to cancel the event as soon as possible to avoid inconvenience to attendees and to minimise financial losses.
If the cancellation is due to logistical or organisational issues, you should aim to cancel the event with enough notice to allow attendees to adjust their plans. In general, providing at least two weeks’ notice is considered reasonable, but the more notice you can give the better.
If you have contractual obligations with vendors or suppliers, it's essential to check the terms and conditions of your contracts to determine the cancellation policy and the deadlines for cancelling.
Ultimately, it is best to cancel an event with sufficient notice to allow for adequate communication with all relevant parties and to take appropriate steps in a considerate and timely manner.
With reasons for cancelling and when to give notice of a cancellation considered, here are some of our best practices to consider when cancelling your business event.
Review Your Contracts and Insurance
The first step in cancelling a business event is to review your contracts with vendors, suppliers, and other stakeholders. Check the cancellation policies and any clauses to see what options are available to you. Be aware that each contract may have different terms and conditions, so it's essential to review each one carefully. Consider the financial implications of each option before making a final decision to cancel the event.
Also be sure to check your insurance policies to see if you are covered for cancellation or disruption of the event. If so, follow the procedures outlined by the insurance company to make a claim. Be aware that the terms and conditions of insurance policies can vary widely, so it's important to review them carefully.
Communicate Early and Often
Once you have made the decision to cancel the event, communicate with all stakeholders as soon as possible. Be transparent about the reasons for the cancellation and provide clear instructions on what steps they need to take next. Provide regular updates to keep everyone informed of any changes or developments.
Inform Attendees
When cancelling an event, be sure to inform all attendees, with the best way to do this sending out marketing emails or social media posts to notify attendees of the cancellation. Be transparent about the reasons for the cancellation and provide clear instructions on what steps attendees need to take next. Make sure to use a clear and empathetic tone to help maintain positive relationships with attendees. You should also stop sales of tickets as soon as possible to prevent further sales of tickets for the cancelled event.
Consider Alternative Formats
Depending on the situation, you may be able to pivot to an alternative format such as a virtual conference or online webinar. Evaluate the feasibility of this option, and if possible, communicate the change of format to attendees. If it's not possible to host the event in an alternative format, consider postponing the event until a later date.
Offer Refunds or Credits
Depending on the terms of your contracts, you may need to offer refunds or credits to attendees, vendors, or sponsors. Be clear about the process for requesting a refund or credit and provide a deadline for doing so. Ensure you have a form in place to send out to attendees or place on your website, that can collect relevant details to make the refund process as seamless as possible. Consider offering alternative benefits, such as a discount on a future event, in lieu of a refund or credit.
Assess the Financial Impact
Cancelling an event can have significant financial implications on your business and those involved in the event. Evaluate the financial impact of the cancellation on your organisation and develop a plan for mitigating any losses. Consider negotiating with vendors and suppliers for refunds or credits on future events or finding other ways to cut costs.
Evaluate the Lessons Learned
Once the dust has settled, it is important to take the time to evaluate what went wrong and what you can do differently in the future. Document the lessons learned from what lead to the event being cancelled, and the period of cancelation and informing all partners, stakeholders and attendees. This will help to apply these lessons to future events and improve your event planning and management skills. With creating and evaluating the lessons learned, this will reduce the risk of cancellations in the future.
Final Thoughts
It is important to communicate the cancellation as soon as possible, provide clear and concise information about the reasons for the cancellation, offer appropriate refunds or alternatives, and express empathy and understanding towards those who have been affected. Additionally, it is a good idea to evaluate your cancellation policies and procedures regularly to ensure that you are well-prepared for any future cancellations.
Cancelling an event can be a difficult and stressful process, but by following these best practices, you can minimise the negative impact on attendees and maintain your reputation as a professional event organiser.
For more helpful tips for event planning, visit ExpoBeacon Insights and news.
