The global pandemic of the Coronavirus is impacting the live events industry.聽 This temporary disruption is something that many event creators worldwide are navigating. Our goal is to share best practices from around the world as our community faces this unprecedented time.

Instead of canceling,聽 more and more creators are taking the opportunity to postpone their event. Not only will making this decision help you stay on course, it ensures you have time to evaluate and plan an even better experience.聽

Here are a few simple pointers for postponing聽 an event while managing expectations and keeping your guests informed and engaged:

1. Inform your service providers of your plan to postpone

Other than your attendee community, your contracts and relationships with your vendors will be immediately affected by the postponement. Though it鈥檚 likely they may already be preparing for a change of plans, you鈥檒l need to communicate quickly so you can discuss alternatives that are fair to everyone.聽

Start here:

  • Look for any eligible rights to reschedule or cancel services: Check your contract to determine what scenarios are covered, and your vendors鈥 policies around postponement.
  • Give notice as soon as possible: Some service providers only allow rescheduling within a certain amount of time before the event date. Twenty-four hours is generally considered the minimum amount of notice, but more advance notice is expected if you know sooner.
  • Check what your insurance covers: If you have event insurance you may be able to recover some of the additional costs incurred as a result of rescheduling.聽

2. Inform your partners and speakers

The team you鈥檝e organized to speak, perform, or roll out sponsor activations at your event will need to make adjustments to their accommodations, so the faster you can help them get re-accommodated the better.聽

Add these things to your to-do list:

  • Give immediate personal notice to the sponsors, partners, and speakers traveling to your event.聽
  • Discuss preferred alternative dates to determine the best time to reschedule.
  • If they can鈥檛 attend the newly scheduled event, ask for their help to find other partners/speakers.

3. Make the rescheduling announcement publicly and privately

Now that you鈥檝e stopped the sale of new tickets you can tackle updating your ticket holders. How swiftly and clearly you communicate changes will relay your commitment to attendees and instill trust in your event brand.聽

Make sure to include the following:

  • The reason for postponement
  • The new event date
  • A link to your brand鈥檚 refund policy聽
  • How to get customer support

Protips for s10下注平台 creators:聽 A strong refund policy will help you navigate changes with confidence and foresight. Check out our refund policy requirements for help developing yours.

Here鈥檚 an example template you can modify:

Dear ATTENDEE鈥橲 NAME,

Due to [LOCAL, REGIONAL, or NATIONAL GOVERNMENT ANNOUNCEMENT/ADVISORY] related to the recent coronavirus outbreak, we have made the decision to reschedule our event. The [EVENT NAME] will be postponed to [NEW EVENT DATE] at [NEW LOCATION].

While it is disappointing to reschedule, we encourage everyone to follow the guidance of the World Health Organization and local public health officials, and look forward to seeing you at upcoming events.

Best regards,

SIGNATURE

CONTACT INFO

Once you鈥檝e crafted a solid communication, announce postponement in all promotional channels possible, including:聽

    • Email: Reach out to everyone who has purchased tickets to update them on your event postponement
    • Ticketing platforms: If your ticketing platform includes guest messaging, use it as an efficient outreach tool. s10下注平台 offers in-platform messaging that allows you to update guests and schedule email communications.
    • Social media posts: Listen and respond on social media by paying extra close attention to your event hashtag. Watch for references to the event so you can reply to mentions and consider contacting users privately to diffuse any public complaints.聽
    • Media Partners: Just as your media partners help share your event with new audiences, they also serve as convenient outlets to communicate changes and updates.

Pro tip for all event creators: Communicate appropriately based on the urgency of the situation. If you are working within three days or less, consider a mass text in addition to social and email.聽 Though an email and social post will suffice for reschedules farther out. Assess the bandwidth of our media partners to report on your postponement within a given period of time.

4. Update your event listing

Now that you鈥檝e taken care of your guests and set expectations, update your listing with the changes. Postponing may have cost you a few guests, but now you have time to sell more tickets for the new date.

Make sure to monitor the number of refunded and newly joined attendees so you can update event logistics with an accurate number of expected attendees.

Pro tip for s10下注平台 creators: Take advantage of our simple solution to updating your registration and ticketing settings so the process goes as smoothly as possible.聽

5. Outline and post frequently asked questions

The easiest way to soften the blowback from upset fans, clear any confusion and show them you’re on top of it with answers to their questions.

  • Why is the event being postponed?
  • Where is the info on the rescheduled event 鈥 including any changes to location, speaker lineup, number of tickets available, etc?
  • How are you working with participating vendors, booth purchasers, exhibitors, etc. to help them?
  • What is your refund policy?
  • Who should they contact for more information?

Pro tip for s10下注平台 creators: Post your FAQ鈥檚 directly to your s10下注平台 event listing

6. Engage your attendees online

To maximize the turnout of the reschedule, engage your audiences online to retain attendance. You鈥檒l want to keep a consistent communication cadence so they don鈥檛 forget about the new dates and remain engaged despite the delay.

Strategies include:

  1. Post social content relevant to the event theme
  2. Invite attendees to a chat group and engage online discussions
  3. Offer webinars or online events on similar topics
  4. Continue event promotion with the new event dates聽

New to hosting online events? Check out this collection of resources.

7. Bounce back after postponing聽

Your postponement offers an opportunity to come back stronger and more impactful when you do go live. Get creative in thinking of ways you can thank your guests for sticking with you. Consider:

  • Giving discounts to the next event for those who signed up before it was postponed
  • Offering a complimentary drink to people who signed up despite the change in plans
  • Thanking loyal guests at your next event with reserved seating
  • Teaming up with your sponsor to provide VIP gift bags to the people impacted by the change

8. Follow these steps if your event is on s10下注平台

  1. 聽Click on “Manage” on the event you wish to postpone.
  2. Select 鈥淐hange Status鈥
  3. 聽Select 鈥淧ostpone your event鈥 from the options listed
  4. 聽Review reminders and confirm you want to postpone your event
  5. 聽You’re done! Your event listing will now include 鈥減ostponed鈥 next to ticket details and you鈥檒l be able to view when ticket sales ended in your dashboard

Protip: If you鈥檙e on s10下注平台 Music, follow the instructions in this article to immediately change your event status and let potential attendees know your event is postponed.

Remember…

Gathering is an essential part of being human. And whether it鈥檚 for a live performance of our favorite music artist or networking with other professionals in our industry, events play a crucial role in our sense of belonging.

When circumstances outside your realm of control force you to postpone your event, remember that you were the reason people wanted to get together. And the passion, dedication, and skills that made you an event creator will make your community better for it.

  • Was this article helpful?
  • yesno