Cancellation of your event: 5 tips for communicating

Cancellation of your event: 5 tips for communicating

Can­celling an event is nev­er easy for an event organ­is­er. Con­tain­ing your dis­ap­point­ment, deal­ing with paper­work, bal­anc­ing accounts… it all falls on you in record time. How­ev­er, those who had pur­chased tick­ets for your event are just as affect­ed by the can­cel­la­tion as you are, and it’s your duty to inform them of what will fol­low — par­tic­u­lar­ly in terms of the refund pro­ce­dure. Here are our 5 tips for com­mu­ni­cat­ing effec­tive­ly with your atten­dees if your event is cancelled.


  1. Con­tact your Weezevent advisors
  2. Inform your ser­vice providers and suppliers
  3. Stop your sales and announce the cancellation
  4. Com­mu­ni­cate about refunds
  5. Call for sol­i­dar­i­ty and col­lect donations

1. Contact your Weezevent advisors

We sup­port our organ­is­ers through­out every moment of their events, and can­cel­la­tion is no excep­tion. Trained on the issues involved in post­pon­ing and can­celling events, our advi­sors will pro­vide you with answers that are rel­e­vant to your sit­u­a­tion. To con­tact them, every­thing is detailed on our Help & Sup­port page.

2. Inform your service providers and suppliers

Your oblig­a­tions are not lim­it­ed to inform­ing and refund­ing your par­tic­i­pants. Your ser­vice providers, sup­pli­ers and oth­er con­tacts must be informed of your can­cel­la­tion as soon as pos­si­ble, if not before the can­cel­la­tion is offi­cial­ly decid­ed. Pay par­tic­u­lar atten­tion to your con­tracts in order to under­stand your oblig­a­tions in the event of non-pay­ment of services.

3. Stop your sales and announce the cancellation

Once you have decid­ed to can­cel your event, you must plan an announce­ment date and stop your sales as soon as pos­si­ble. Whether or not the rea­sons for the can­cel­la­tion are with­in your con­trol, inform­ing tick­et hold­ers is a priority.

The con­tent and form of your announce­ment should be care­ful­ly con­sid­ered and struc­tured. This will allow you to get your mes­sage across more clear­ly, mak­ing the pill eas­i­er to swal­low for atten­dees who are dis­ap­point­ed by the cancellation.

4. Communicate about refunds

You are free to set the terms for refunds relat­ing to your event, includ­ing the appli­ca­tion dead­line, refund dead­line, etc. It’s up to you to com­mu­ni­cate intel­li­gent­ly so that your atten­dees remain patient and under­stand­ing towards you. Show them that you’re doing every­thing you can to ensure that the can­cel­la­tion has as lit­tle neg­a­tive impact as pos­si­ble. Final­ly, remem­ber to clear­ly spec­i­fy the dif­fer­ent pro­ce­dures accord­ing to the dis­tri­b­u­tion chan­nels for your tick­ets (e.g. self-dis­tri­b­u­tion, See Tick­ets, Ticketmaster).

Tip: Set up a request form in order to refund all atten­dees or only those who request this. Set a time lim­it if these oper­a­tions have too much of an impact on your account­ing or your cash flow.

5. Call for solidarity and collect donations

If the can­cel­la­tion of your event and the refund­ing of all tick­ets threat­ens the con­tin­ued suc­cess of your organ­i­sa­tion, con­sid­er organ­is­ing a fundrais­er. This prac­tice is not nec­es­sar­i­ly suit­able for every­one, but if your event is impor­tant for social cohe­sion and/or cul­tur­al devel­op­ment around you, this can rep­re­sent a low-risk gam­ble. Weezevent’s all-in-one solu­tion offers you all the options for set­ting up a fundrais­er in just a few clicks.

Choose the right email­ing and mar­ket­ing solu­tion in order to com­mu­ni­cate effec­tive­ly at every moment of your event. Seg­ment your audi­ences, send tar­get­ed mes­sages and boost your sales with Weez­Tar­get by click­ing on the but­ton below:

Dis­cov­er WeezTarget

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