The Goal: Manually postpone or cancel an event — updating the event details, stopping new registrations, notifying registrants, and handling any required accounting — when you choose not to use the automated options.
Before You Begin:
- You need permission to manage events and to perform billing/accounting actions.
- Open the event you want to postpone or cancel: Go to Events & Learning, Events section, click All Events, then open the event record.
- Prefer an automated approach? See Postpone an Event (Automated) or Cancel an Event (Automated).
Microlearning Overview
Step-by-Step Instructions
These best practices apply whether you are postponing or fully cancelling the event.
- Update the event title/description. You may simply wish to add “Postponed” or “Cancelled” after the name of the event. It is also a good idea to add further information in the description — for example, if you plan to postpone and want to let the public know. The title and description can be updated on the event’s Overview tab.
- Turn off online registration. To ensure that no additional registrations are received, disable registration. Go to the Attendee Setup tab and click the pencil icon for the Overall Registration Options section. When the edit window opens, de-select the Enable Registration option, and click Done.
- Notify registrants. Email your registrants as soon as you can, and if feasible, give everyone a call. You may also want to use social media and local news outlets to supplement your communications. To send an email to all event registrants, click the purple Actions button on the far right and select Send Email to Registrants. Select a template if you’ve set one up, or type your message. Include any links or documents pertinent to your message. Your email should be upbeat and include details about refunds, the future event date, and so on. When your message is ready, select Send.
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Turn off the event reminder. If you have set up a reminder to be sent automatically to registrants, best practice is to turn off the reminder. The reminder may be turned off on the event’s Overview tab, in the General Information section.
Note: If you have edited the title and description of the event, those changes would be included in the reminder if you forget to turn it off. - Cancel the event (if applicable). If you decide it is best to completely cancel the event, you may want to set the status of your registrations to “Cancelled.” This is optional and can only be done by selecting Cancel Registration for each attendee. You can then perform any required accounting actions, such as voiding or writing off any unpaid invoices, or issuing refunds or credits to paid attendees.
Common Pitfalls
- Forgetting to turn off the reminder: If the automated reminder is still active, registrants will receive it — including any title/description edits you made — which can cause confusion. Turn the reminder off before notifying registrants.
- Leaving registration open: If you do not disable registration, people can keep signing up for an event you are postponing or cancelling. Disable it on the Attendee Setup tab first.