Email Templates for Postponing Your Event . Numerous activities were cancelled or rescheduled as a consequence of the demise of Queen Elizabeth II. We are often reminded that postponing an event is sometimes necessary. It’s possible that the venue is no longer open or that your providers have disappointed you. If hosting your event is no longer a feasible option due to a worldwide epidemic or the departure of your major performer, let us help you overcome any difficulties.
It’s crucial to be precise and comforting when informing participants of a postponement of your event. Being truthful from the beginning enables you to control expectations and creates the foundation for rescheduling your event. Email is one of the most effective and efficient methods to rapidly and simply contact a big number of people. Here are our best suggestions for getting started when writing an email to postpone an event.
Make your topic line explicit.
Important information for your visitors is in your email. Make sure your subject line catches their attention right away. Keep things brief rather than employing fancy wordplay or jokes. Your email should be clearly labelled in inboxes using language that is clear and self-explanatory.
To get you started, consider these subject line examples:
Event Cancellation: Honoring Queen Elizabeth II
We are moving up our event
Important Update on the Postponement
Make it brief and pleasant.
Keep your email’s content truthful and brief while drafting it. Start by stating the most important details, namely that your event has been postponed. It’s unnecessary to go into too much detail if guests are already aware of the circumstances. Give a brief explanation if this is the first time they have heard about the delay. Where applicable, include connections to websites or other information sources so that visitors may stay up to speed on events.
Make a FAQ page.
Your participants will probably have many questions, so instead of trying to cover everything in one email, consider sending a link to a frequently asked questions (FAQs) website. Think about the questions and worries that your visitors could have, such as:
- Do they qualify for a reimbursement?
- If they are unable to make the rescheduled date, what should they do?
- If they are unable to attend the online event, what should they do?
Templates for example emails
Uncertain about where to begin? You may customise the templates we’ve provided to suit your requirements when informing participants about a postponed event.
Example 1: Scheduling events indefinitely later
Hello [fill in name]
As you are aware, a time of national mourning has been declared in response to Queen Elizabeth’s passing. As a consequence, we’ve decided to postpone [insert event name] until further notice, which was a tough choice to make. Although we are sorry, please realise that in light of the current situation, which is unprecedented, this is the best course of action.
As soon as the new time and place are established, we’ll let you know. Please get in touch with us at [insert contact information] if you have any questions or issues, or you can visit our FAQs page at [FAQs page link] for more information.
I appreciate your endurance.
Example 2: Delaying activities till a certain date
Hello [fill in name]
We have learned that [insert artist name] would have to postpone all scheduled engagements due to sickness. We are thus forced to postpone [insert name of event].
While this really disappoints us all, the good news is that [insert event name] has been rescheduled for [insert date]. We hope you will be there then.
We’ll keep you informed if anything changes, and if you have any questions or concerns, don’t hesitate to contact us at [insert contact information] or look at our FAQs page at [FAQs page link].
We all hope for a quick recovery for [insert name of artist].
I appreciate your patience. Soon, we’ll be in contact with further details.
Explanation #3: Putting your event online
Hello [fill in name]
We’re calling to let you know that [insert event name] won’t be happening as scheduled due to circumstances beyond our control. Unexpected problems with the location make it impossible to continue with a live event.
But there is good news: [insert event name] will soon be available online. Here are the specifics on how to participate: [insert information].
Please get in touch with us at [insert contact information] if you have any questions or issues, or you can visit our FAQs page at [FAQs page link] for more information.
We’ll be in contact shortly with loads more details!
Why putting off activities might be advantageous
Even though it may seem frustrating at first, moving your event may have a lot of advantages. The most crucial thing to keep in mind is that, on sometimes, rescheduling is the most logical course of action. As soon as things start to return to normal, you may thank your guests for their understanding by giving them discounts, gift baskets, and other goodies to make up for the difficulties they experienced. In other words, delaying may let you recover and improve upon your event.
Make it less unpleasant to postpone your event
It’s never simple for event organisers to postpone a gathering. Knowing how to phrase a postponed or rescheduled event notice undoubtedly helps, but it’s sure to raise a lot of concerns. Utilizing our in-product email templates eases the burden of informing your visitors. These emails may be completely customised and include crucial details like how to get refunds, what participants must do, and where to get assistance.
With our user-friendly event management system, you’ll always have the ability to email every participant. Use these templates if you need to postpone your event so you can concentrate on making the next event worthwhile.