Postpone the physical event until COVID-19 has been contained and no longer poses the threat of a pandemic. Examine communications to meeting attendees, exhibitors, vendors, and other stakeholders. While this is a challenging time, we can all work together to stay connected and safe.Â. However, we still very much want to begin our lives together and have decided to host a virtual video ceremony instead. Update Your Community Using This Email Template. Indoor events have one less factor that may sabotage success, but they are certainly not immune to trouble. We understand that choosing to cancel your event is a difficult decision, especially when you’ve spent time and effort into the planning and promotion. If you have an upcoming life event, we understand you’ll still want to celebrate or acknowledge the moment. Due to the global outbreak of COVID-19, we’re getting in touch to let you know that [insert event name] won’t be going ahead as planned. Event terms and conditions often contain force majeure provisions that allow for the suspension or cancellation of an agreement due to a “force majeure event”. The good news is: we’re going to be moving [event name] online. How to Handle an Event Cancellation during the COVID-19 Pandemic The Centers for Disease Control and Prevention is recommending that large events and gatherings of 50 or more people, scheduled within the next eight weeks, be canceled or postponed. All Rights Reserved. Eventbrite is a global ticketing and event technology platform, powering millions of live experiences each year. It’s every event organiser’s worst-case scenario to have to cancel an event, but if done so in an open, responsible way, it doesn’t have to be the end of your event. As we’re sure you’re already aware, the coronavirus (COVID-19) pandemic has meant that it’s now vital to limit social contact and avoid gathering. They could raise funds vi… The need for self-isolation and social distancing means that it’s no longer responsible to hold a live event or gather in large groups. Indeed, many force majeure clauses specifically include the term, “epidemic” or “pandemic” in their laundry list of qualifying events, and even without that specific reference, COVID-19 should qualify under most force majeure clauses due to government imposed travel bans, business closings, and quarantine orders. Consider whether you can postpone it.Â, Location & activity: Gatherings are currently banned and considered unsafe in many places, so take into account the size and density of your community. While social distancing is vital, we believe that connecting with people and acknowledging life’s milestones are a source of fun and meaning. On March 10, the health officials of the County of Riverside, California directed the … While we are still as dedicated as ever to combatting [insert your cause], the safety of our attendees come first. Don’t forget to include contact details, so guests can reach out if they’re unsure what to do next. In fact, this experience can show your opportunities for growth, and may form the foundation for a very successful event in the future. If you have any questions or concerns, please get in touch here: [insert contact details], or take a look at our FAQs page: [insert FAQ page link]. Here’s how you can join: [insert joining details]. As required by our contract, this notification is … A proper way to do it would write an email to cancel the meeting or event. To help you get started, check out our guide to creating an event cancellation email, which includes handy email copy you can adapt and send out to your attendees. journal/Events and Attractions ... Key to event cancellation coverage is in wording By Adam Stern and Bill King. Dear [insert name], Due to the coronavirus outbreak, we are sorry to inform you that [insert event name] has been canceled. We empower creators of events of all shapes and sizes – from music festivals, experiential yoga, political rallies to gaming competitions –– by providing them the tools and resources they need to seamlessly plan, promote, and produce live experiences around the world. Your safety, and the safety of your guests, is of the utmost importance to us. A standard event cancellation insurance policy typically covers cancellation due to events beyond your control. At Paperless Post, we exist to connect people in a more meaningful way. Consider whether you can postpone it.Â, Gatherings are currently banned and considered unsafe in many places, so take into account the size and density of your community. Although recipients are likely aware of the global situation, it’s helpful to include links to authoritative websites. As Coronavirus (COVID-19) impacts how people gather around the world, this isn’t business as usual. “My national association client’s annual conference —1,500 attendees from all over the U.S. — was scheduled for April 2020 in Las Vegas, and like so many of us, had to cancel due to COVID-19,” Kerry Kerr, senior director of global accounts for HelmsBriscoe, wrote to the PCMA Catalyst community. While all circumstances are different, here are few things to keep in mind: Event date: If your event isn’t until the summer or fall, you may feel comfortable waiting to decide if it makes sense to cancel or adapt your plan. The 2020 Summer Olympics in Tokyo have been postponed until 2021following weeks of speculation over whether the games would go ahead as scheduled amid the coronavirus pandemic. It’s every event organizer’s worst-case scenario to have to cancel an event, but done in an open, responsible way, it doesn’t have to be the end of your event. And while cancelling your event may inconvenience your guests in the short term, in such challenging times they’re likely to understand and agree with your decision. Looking to host virtually? IMEX Frankfurt. In this article, we will cover the main steps to follow when writing a meeting cancelation email as well as provide some examples you can copy right away. To find out more about the virus and how you can do your bit, visit the NHS, Gov.uk, or WHO websites. Check your event cancellation insurance policies. If you’ve made the decision to cancel your event, the very first step should be informing guests in a way that’s clear and reassuring. Such agreements may include lease agreements, sponsorship agreements, ticket agreements, ticketbacks or other related commercial contracts. I’ll let you know if things change for any reason.”Â, Even if you’re still deciding how you’ll proceed, it’s helpful to give guests a timeframe of when to expect more information.Â, “I wanted to check in with you, given the current circumstances. Include important, informative links. Think not only about the location of your event, but also where your guests are coming from.Â, International Air Transport Association (IATA). The events industry is filled with a lot of uncertainty right now due to the COVID-19 outbreak and subsequent event cancellations. “Thank you so much for including me in [your event]. We’ve already started to see inventive ways that friends, family, and co-workers are staying in touch, whether that means sending a Flyer to schedule a phone chat, a greeting card to all the friends you miss and hope are well, or even to let an elderly family member know you’re thinking about them. Stay safe, and please contact us if you have any concerns or questions. Photo: Getty Images The specter of having to cancel sporting events due to the coronavirus … In fact, this experience can show your opportunities for growth…and may form the foundation for a very successful event in the future. Some events can easily be transitioned to an online event. From wedding planners to festival organizers, event planners around the world are dealing with the fallout of cancellations due to the Coronavirus (COVID-19).Whether you decide to postpone your event to a future date or cancel it completely, there are a number of issues to consider. First and foremost, the parties should identify whether the agreements have force majeure or excuse of perfor… process of cancelling or postponing the event within the Eventbrite platform, An Introduction to Mindfulness for Event Planners, Email Marketing for Events: Everything You Need to Know, Keep your subject line short and to the point. But we have some good news: [insert event name] is going online. Hosts are likely under stress and are communicating with all of their guests. You can reach out to them here.Â, Let guests know you’ve made the difficult decision to hold your event at a later date as soon as you have secured a revised date and location, especially if they need to change travel arrangements. While this is a challenging time, we can all work together to stay connected and safe.Â, (If you change your mind, it's easy to unsubscribe. An “all cause” or “epidemic coverage” cancellation policy could possibly include losses resulting from coronavirus cancellations. We’ve provided a jumping-off point for you to build off of ahead.Â, As always, our Support team is here to help with any issues you may have messaging guests through Paperless Post. What happens next? Before postponing, rescheduling or canceling an event because of COVID-19, all parties should promptly analyze their rights and obligations under relevant material agreements. How you cancel a wedding or milestone event may be very different from adjusting a professional event. While I wish we could celebrate together, your safety is my priority.”Â, Assure guests that you’ve thoughtfully considered whether it makes sense to hold your gathering. We’ve already started to see inventive ways that friends, family, and co-workers are staying in touch, whether that means sending a, to all the friends you miss and hope are well, or even to let an elderly family member know you’re thinking about them. Letting donors know your event is a no-go isn’t … On top of anxiety about the coronavirus, nonprofits have to deal with cancelled fundraising events. Like you, here at The Knot, our teams are making daily decisions through the lens of … We’ve received many questions from our hosts and guests wondering how to move forward with, cancel, or postpone upcoming events. Coachella. Our virtual event ideas and virtual event invitations are a good place to start planning. The same courtesy extends to any vendors you may be working with—event professionals like caterers, restaurants, planners, and florists will be especially hard hit by the outbreak, so keeping your interactions with them empathetic will go a long way.Â, When you reach out to guests, match your tone to your event. To ensure attendees don’t miss the point of your email, go straight into the fact that your event has been cancelled. As couples globally are facing the COVID-19 pandemic, taking the right actions and navigating this ever-evolving scenario is proving to be challenging for many. Even intimate events with healthy people should use social distancing best practices.Â. Due to the coronavirus (COVID-19) pandemic, we’ve made the difficult decision to cancel [event name]. Thank you for your interest in [insert event name], and for your understanding during these unprecedented times. Due to COVID-19, we are unable to have our wedding on [date] as planned. If you are uncomfortable or unable to attend for any reason, I completely understand, please let me know either way by [date]. If you are a guest and can’t make an event: Let the host know as soon as you can. Also, you have to include details about the cancellation and due to what unavoidable circumstances it was closed. That usually means an act of God or other circumstance that damages a scheduled venue. As the coronavirus outbreak hit, Jordan Schwartz, CEO of the 12-year-old company, saw the mass cancellation of events across the tech landscape and elsewhere as … Birthday fun for all ages and smart invitations for planning, too. Review contracts to determine whether there is any provision which may excuse the group’s performance based on COVID-19. Right now, you’re probably considering whether to postpone, or even cancel, your event to keep your attendees safe. Deciding to cancel an event due to bad weather like a thunderstorm, tornado warning or high winds is a difficult and heart-wrenching one, especially when you have put so much work into event planning. Here’s how you can join: [insert joining details]. As it’s now vital to limit social contact, we hope you can understand the steps we’re taking to help keep our staff and attendees safe and help prevent the further spread of the virus. For that reason, we’ve made the difficult decision to cancel [insert event name]. However, by doing so, you’ll be keeping your attendees safe, helping to flatten the curve of the pandemic, and affecting positive change. I’ll keep you informed if there are any additional changes.“, How to change the date of an event on Cards, How to change the date of an event on Flyer, Let guests know about your decision, but don’t feel that you need to go into detail or explain your reasoning. You need to indicate where the event was supposed to take place, write the date, time and location. However, there is … Are you legally required to pay for expenses associated with an event that has been cancelled due to the coronavirus disease 2019 (COVID-19)? © 2021 Eventbrite. Write clear and direct copy. The bottom line for policyholders who purchased event cancellation insurance policies before the coronavirus became headline news earlier this year is that the policies they purchased might well cover the economic damages flowing from the cancellation of an event due to COVID-19. Assure them that you understand if they’re unable to attend for any reason and give an updated date for them to RSVP by.Â, “I wanted to update you on [event] as in light of the current outbreak; I’ll be postponing it until [date] and look forward to seeing you then. If you have an upcoming life event, we understand you’ll still want to celebrate or acknowledge the moment. Dear [Vendor name], This message is to notify you that I am [ canceling/postponing] my wedding on MM/DD/YYYY, due to concerns about coronavirus. You can reach out to them, While social distancing is vital, we believe that connecting with people and acknowledging life’s milestones are a source of fun and meaning. Looking to host virtually? As the World Banknotes, however, nowadays the term force majeure isn’t specific to one legal system and it generally “means what the contract says it means.” That is, it’s up to the signatories of the contract to define the specific conditions for a force majeure claim. If you're worrying about cancelling your wedding amid the coronavirus pandemic, here's what you need to know about who to contact and if you'll get a refund. Create a beautiful event listing and easily drive attendance with built-in tools. As always, our Support team is here to help with any issues you may have messaging guests through Paperless Post. Your guests will understand.Â, “I have made the difficult decision to cancel [the event]. “Force majeure” is French for “superior force,” and the term originally derives from the Napoleonic Code. I’m evaluating whether or not to move forward with [event], and will update you by [date].“. I understand that my $XXX deposit for your services is nonrefundable. If your event isn’t until the summer or fall, you may feel comfortable waiting to decide if it makes sense to cancel or adapt your plan. See terms & privacy). The global outbreak of coronavirus (COVID-19) means we’ve had to stop socialising and gathering to help prevent further spread. We’ll be processing refunds for everyone who bought a ticket to [insert event name]. “I don’t think there’s a single event scheduled for the next 90 days that isn’t currently fielding concerns about coronavirus from attendees and stakeholders,” says Alex Plaxen, vice president, experience strategy for Nifty Method Marketing and Events. We’re committed to doing all we can to help during this time of uncertainty. As Coronavirus (COVID-19) impacts how people gather around the world, this isn’t business as usual. Connect with fundraising participants for the live events and ask if they’d agree to hold the event online and fundraise digitally on behalf of your organization. If a nonprofit organization is considering cancelling an event due to COVID-19, it should carefully review the relevant provisions, particularly force majeure, in all venue, vendor, and other contracts for obligations related to the event, as well as the instant circumstances. Older people, pregnant women, and guests in fragile health are at a higher risk of becoming ill. After International Olympic Committee President Thomas Bach agreed to Japanese Prime Minister Shinzo Ab… I’ve chatted with fundraisers this week who are having to cancel events that contribute major sources of revenue. In order to help creators reduce friction and attendee questions when they change the status of their event, we have launched new  in-product email templates that  can be used when notifying attendees of cancellations. Around the world, festivals, sporting events, conferences and community celebrations are being cancelled or postponed due to concerns over the spread of COVID-19. For instance, if you’re hosting a 5K race, you can transition to a virtual 5Kand ask participants to track their progress at home and report their results to your organization. Email is the easiest way to do this, allowing you to communicate with each attendee quickly and simultaneously. The sooner you can relay information to your guests, the easier it will be for them to create a plan that makes sense for them. Your guests: Older people, pregnant women, and guests in fragile health are at a higher risk of becoming ill. It's also a family business … The cancellation emails have to be sent to your attendees before an event occurs. ... including this Feb. 29 Swiss National League hockey game. Unfortunately, I won’t be able to make it, but please know that I will be thinking of you, and wish I could be there to celebrate with you.”Â. While we know this is disappointing, we hope you can understand the steps we’re taking to help keep our staff and attendees safe. Please accept our … For up-to-date information and recommendations to keep people (including the most vulnerable among us) safe, it’s essential to refer to trusted sources like local officials, the CDC, and WHO. Thank them for their understanding and offer available information about next steps and a link to your refund policy. These emails contain guidelines with information such as refunds or next steps, and are fully customisable. As the situation unfolds, we’ll share alternative ways to connect inspired by our hosts. IMEX is a landmark trade show in the events industry. Consider sending them a note after the event to let them know you are thinking about them. Whether you are a host weighing the impact of a planned event, or a guest making the tough call to attend or send your regrets, we want to help you handle this situation with grace and decisiveness—as well as search for alternative ways to stay connected as the impact of Coronavirus unfolds. Â, Current advisories differ across cities and countries, and options around travel and gathering may change at any time. It may be helpful to know that long before the inevitable COVID-19 legal contract cases, there were the Coronation Cases of 1902. You can find out more about the coronavirus via the NHS, Gov.uk, or WHO websites. Even though the term is open to interpretation, the same basi… If you are unable to attend online or have further queries, please look at our FAQs page [insert FAQ page link] Don’t feel the need to overexplain. You will be automatically presented with the option to email all attendees using these templates as you go through the process of cancelling or postponing the event within the Eventbrite platform. Let them know if you’re taking any particular precautions and take the pressure off them if they choose not to attend.Â, “I wanted to touch base with you about [the event] in light of the current coronavirus outbreak. COVID-19 is temporarily changing the way we celebrate. Inevitably, this has had a huge impact on the events industry. Even intimate events with healthy people should use social distancing best practices.Â. If your event has been affected, you may utilize one of these designs to make the announcement of a cancelled or postponed event. At this time, I’m going to move forward and look forward to seeing you. Due to the coronavirus (COVID-19) pandemic, we’ve made the difficult decision to cancel [event name]. If you’re confused about whether or not to move forward with a gathering, you’re not alone. One of our Major Gifts Roadmap members is losing a $600k event, an important part of their operating budget. OurÂ, As the situation unfolds, we’ll share alternative ways to connect inspired by our hosts. If you feel uncomfortable attending for any reason, I completely understand—please keep me updated on your decision. We’re committed to doing all we can to help during this time of uncertainty.Â, We’ve received many questions from our hosts and guests wondering how to move forward with, cancel, or postpone upcoming events. They may feel uncomfortable declining an invitation but you can make decisions that avoid risking their health. The announcement of a cancelled or postponed event review contracts to determine whether there any! Coronation cases of 1902 resulting from coronavirus cancellations possibly include losses resulting coronavirus! 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Them know you wording for cancelling an event due to covid thinking about them want to celebrate or acknowledge the moment Swiss National hockey... Indicate where the event to keep your attendees safe cause ], and in! Use social distancing best practices. allowing you to communicate with each attendee quickly and simultaneously understand... Attractions... Key to event cancellation coverage is in wording by Adam Stern and Bill.! Professional event how you cancel a wedding or milestone event may be very different from a. Imex is a challenging time, I completely understand—please keep me updated on decision. To ensure attendees don ’ t miss the point of your email, straight.