When you have to postpone your event, communicating with your attendees in a clear and reassuring way is vital. Being honest from the outset helps you manage expectations and lays the groundwork for rearranging your event. Email is one of the most effective and efficient ways to reach large numbers of people. To get started, here are our top tips on how to write an email to postpone an event.
Craft a clear subject line
Your email contains important information for your guests. Make sure your subject line immediately grabs their attention. Rather than using clever wordplay or puns, keep things concise. The wording you choose to flag your email in inboxes should be self-explanatory and unambiguous.
Here are some subject line examples to inspire you:
- Event Postponement — Widespread Flooding
- We’re Postponing Our Event
- Important Postponement Update
Keep it short and sweet
When writing the content of your email, remain factual and to the point. Begin with the essential pieces of information: that your event is postponed. If attendees are already aware of the situation, there’s no need to go into too much detail. If this is the first they’re hearing of the postponement, give an explanation that’s as short as possible. Where appropriate, include links to websites or information sources where guests can find the latest updates and keep abreast of what’s happening.
Create an FAQs page
Your attendees are likely to have lots of questions — but rather than packing too much information into one email, consider including a link to a frequently asked questions (FAQs) page. Think about the kind of queries and concerns your guests might have, for example:
- Are they eligible for a refund?
- What should they do if they can’t attend the new date?
- What should they do if they can’t join the online event?
Sample email templates
Not sure where to start? We’ve put together a few templates you can use when emailing attendees about a postponed event — feel free to adapt them to your needs.
Example 1: Postponing events for an indefinite period
Hi [insert name],
As you will be well aware, the recent bad weather has been causing widespread issues. As a result, we’ve made the difficult decision to postpone [insert event name] until further notice. While we know this is disappointing, our first priority is keeping our guests and staff safe. We hope you understand this is the right step to take.
We’ll update you with the new date and location as soon as they’re confirmed. If you have any questions or concerns, please get in touch here: [insert contact details], or you can look at our FAQs page: [FAQs page link].
Thank you for your patience
Example 2: Postponing events until a pre-determined date
Hi [insert name],
We’ve just received news that [insert name of artist] has to cancel all upcoming appearances due to illness. For that reason, we have no choice but to postpone [insert event name].
We are all hugely disappointed, but the good news is [insert event name] is rescheduled to take place on [insert date]. We hope you can join us then.
We’ll keep you posted if anything changes, and please feel free to get in touch if you have any questions or concerns: [insert contact details], or you can look at our FAQs page: [FAQs page link].
We all wish [insert name of artist] a speedy recovery.
Thanks for your patience. We’ll be in touch with more information soon.
Example 3: Moving your event online
Hi [insert name],
Due to circumstances beyond our control, we’re getting in touch to let you know that [insert event name] won’t be going ahead as planned. Unforeseeable issues with the venue mean that it’s no longer possible to hold a live event.
But we have some good news: [insert event name] is going online. Here’s how you can join in: [insert joining details].
If you have any questions or concerns, please get in touch here: [insert contact details], or you can look at our FAQs page: [FAQs page link].
We’ll be in touch with lots more information soon!
Why postponing events can be a positive
There can be plenty of positives to postponing your event — even if it feels disappointing initially. The most important thing to remember is that, sometimes, the only sensible option is to reschedule. Guests are likely to understand the situation, and when things start to return to normal, you can reward them by offering discounts, gift bags, and other perks to overcome the inconveniences caused. In short, postponing can help you bounce back and re-engage your audience with an event that’s even better than before.
Make postponing your event less painful
Postponing an event is never easy for event creators. It’s bound to generate many questions, but knowing how to word an event postponement or an event rescheduled announcement certainly helps. Using our in-product email templates relieves the pressure when notifying your guests. These emails are fully customizable and contain essential information such as how to obtain refunds, what action attendees need to take, and where to go for help.
Our intuitive event management platform means you’ll automatically be presented with the option to email all attendees. Use these templates when you postpone your event — enabling you to focus on making your new event worth waiting for.
Sometimes it’s inevitable that an event needs rescheduling. It could be the venue is no longer available or that your suppliers have let you down. Whether it’s bad weather or your main act pulling out, if hosting your event is no longer a viable option, let us help you overcome the potential challenges.