How to cancel an event + 5' event canceled' email templates

This is some text inside of a div block.
Arra Icon
Matt Francis - CEO at Cloudpresenter
Post by
Matt Francis
Last updated :
May 7, 2024
 | 20 min read

Like any entrepreneur, it is understandable that you want to fulfill every promise you make to clientele. Ideally, when you announce an upcoming event, you must ensure you go through with it. However, some situations can make cancellation a much better option. In this position, you must address the problem in a way that assures your audience that you have their best interests in mind. This article gives you a guide on how to do this. 

When should you cancel an event?

Reliability is the hallmark of any successful business, so cancellations must only come as a last resort. Admittedly, some unforeseen situations can cause you to choose between disappointing your audience or putting out a poor-quality event, which can be just as damaging to your brand. Here are some situations that can help you decide if you should cancel an event:

  • You can't guarantee the safety and comfort of attendees due to health concerns or other technical issues and wish to take precautions.

  • Natural disasters will likely interfere with attendance and put your audience in danger.

  • Schedule conflicts or travel delays will prevent guest speakers who are supposed to engage attendees from arriving at the venue.

Note that you can still find good reasons to postpone the event in some situations rather than needing to cancel it outright. 

Steps to canceling an event with little backlash 

Before deciding to cancel the event, it's important to discuss it with key stakeholders such as speakers, team members charged with organizing the event, and investors. When a decision is reached on cancellation, you can use the steps below to ensure everyone receives notification in good faith. 

  • Draft a clear message apologising for the cancellation and explaining the reason. If money is involved, explain how and when you will issue refunds, and if there is hope for rescheduling, you can also point that out.

  • Send out the cancellation message on time to prevent further inconvenience, such as attendees booking hotels and making fruitless travel arrangements. Last-minute messages will be more of a negative.

  • Publish an 'event canceled' announcement on your web page and social media platforms to reach out to those who barely read emails.

  • Make arrangements for a full refund quickly; the process should be hitch-free and transparent. Offering a bonus on your product or services can help you regain trust and goodwill.

  • Continue to engage your audience by updating them with news on rescheduling as soon as possible.

‘Event canceled’ email templates you can use 

The key to a good event cancelled email is paying attention to detail and being specific when necessary. Each phrase should be polite and imply your remorse about canceling. Also, update them on any next steps. Here are some event cancellation email templates you can use as a framework for your message. 

Template #1: General cancellation

We regret to inform you that we must cancel [event name] scheduled for [date] due to unforeseen events. We sincerely apologise for any disruptions in your plans as we explore options for rescheduling. Please accept our apologies for the inconvenience caused. We remain grateful for your continued support and understanding. 

Template #2: Weather-related

We regretfully announce the cancellation of [event name] planned for [date] due to inclement weather forecasts. As disappointing as this is, it is a step that is necessary to guarantee your safety and well-being, which is our utmost priority. We are actively working on rescheduling options and will keep you updated on any developments. 

Template #3: Community event

We are disappointed to announce the cancellation of the [event name] scheduled for [date]. Please know that this decision was reached after careful consideration of the well-being of our community members. While we're saddened about the necessity of this cancellation, we will keep exploring appropriate alternatives and update you as soon as possible on any rescheduling details.

Template #4: Vendor specific

We regret to inform you that we must cancel the [event name] scheduled for [date] due to unforeseen circumstances. As a result, we must cancel your participation as a vendor in this event. We sincerely apologise for any disruption to your plans and will contact you with reschedule details once they are available. Thank you for your understanding and cooperation.

Template #5: Corporate event

We deeply regret that we must announce the cancellation of the [event name] scheduled for [date]. After careful consideration and assessment, we have decided on the cancellation, and we understand the disappointment and inconvenience this may cause. Further updates regarding any rescheduling will be communicated as soon as possible.

Frequently Asked Questions

Are there normally refunds for canceled events or changes in plans?

If the event is paid, there will be provisions for a refund. If, on the other hand, the organisers choose to reschedule, then arrangements will be made to use your payment for future events.

When is it right to postpone an event?

It would help if you considered postponing an event when circumstances make delivering the quality content you promised impossible. Be sure you customise the cancellation email and communications considerately to retain trust from your registrants.

How can you regain the trust of customers after canceling an event?

You can start by making refunds to accommodate the interest of registrants, keeping prospective attendees updated on new information, ensuring you don't cancel future events or offering a reward or incentive with future events.

Recommended Blogs

How to Host Engaging Webinars - Tips & Ideas

Learn how to create powerful webinars that captivate your audience. From choosing the right format and content to engaging participants with polls and Q&A sessions, this guide covers everything you need for a successful virtual event. Start hosting effective webinars that leave a lasting impact on your audience.

How to host a successful webinar

Unveil the secrets to a flawless webinar experience with our comprehensive blog. From choosing the ideal webinar platform tailored to your goals, to captivating your audience with interactive engagement, we've got you covered. Level up your virtual events and leave a lasting impact - read the full guide now!

The ultimate guide to virtual meetings

The business benefits of online meetings attract many companies to spend money in this space. The interesting point is that online virtual meetings have so many benefits worth exploring today. But if you have been sitting on the attendee side for so long, this ultimate guide is for you.

Best Webinar Software, Video Conferencing Software, Virtual Meeting Platform, and Virtual Event Platform

Create engaging video experiences

Get access to everything you need to meet, present and teach online

Get started for free

No credit card needed. No downloads.

virtual events, hybrid events and webinar platform - cloudpresenter
May 7, 2024
How to cancel an event + 5' event canceled' email templates
Discover the art of canceling events with grace and professionalism. Our 'event canceled' email templates help you communicate seamlessly with attendees, preserving your brand's reputation.
Matt Francis
Founder

Table of Contents

Like any entrepreneur, it is understandable that you want to fulfill every promise you make to clientele. Ideally, when you announce an upcoming event, you must ensure you go through with it. However, some situations can make cancellation a much better option. In this position, you must address the problem in a way that assures your audience that you have their best interests in mind. This article gives you a guide on how to do this. 

When should you cancel an event?

Reliability is the hallmark of any successful business, so cancellations must only come as a last resort. Admittedly, some unforeseen situations can cause you to choose between disappointing your audience or putting out a poor-quality event, which can be just as damaging to your brand. Here are some situations that can help you decide if you should cancel an event:

  • You can't guarantee the safety and comfort of attendees due to health concerns or other technical issues and wish to take precautions.

  • Natural disasters will likely interfere with attendance and put your audience in danger.

  • Schedule conflicts or travel delays will prevent guest speakers who are supposed to engage attendees from arriving at the venue.

Note that you can still find good reasons to postpone the event in some situations rather than needing to cancel it outright. 

Steps to canceling an event with little backlash 

Before deciding to cancel the event, it's important to discuss it with key stakeholders such as speakers, team members charged with organizing the event, and investors. When a decision is reached on cancellation, you can use the steps below to ensure everyone receives notification in good faith. 

  • Draft a clear message apologising for the cancellation and explaining the reason. If money is involved, explain how and when you will issue refunds, and if there is hope for rescheduling, you can also point that out.

  • Send out the cancellation message on time to prevent further inconvenience, such as attendees booking hotels and making fruitless travel arrangements. Last-minute messages will be more of a negative.

  • Publish an 'event canceled' announcement on your web page and social media platforms to reach out to those who barely read emails.

  • Make arrangements for a full refund quickly; the process should be hitch-free and transparent. Offering a bonus on your product or services can help you regain trust and goodwill.

  • Continue to engage your audience by updating them with news on rescheduling as soon as possible.

‘Event canceled’ email templates you can use 

The key to a good event cancelled email is paying attention to detail and being specific when necessary. Each phrase should be polite and imply your remorse about canceling. Also, update them on any next steps. Here are some event cancellation email templates you can use as a framework for your message. 

Template #1: General cancellation

We regret to inform you that we must cancel [event name] scheduled for [date] due to unforeseen events. We sincerely apologise for any disruptions in your plans as we explore options for rescheduling. Please accept our apologies for the inconvenience caused. We remain grateful for your continued support and understanding. 

Template #2: Weather-related

We regretfully announce the cancellation of [event name] planned for [date] due to inclement weather forecasts. As disappointing as this is, it is a step that is necessary to guarantee your safety and well-being, which is our utmost priority. We are actively working on rescheduling options and will keep you updated on any developments. 

Template #3: Community event

We are disappointed to announce the cancellation of the [event name] scheduled for [date]. Please know that this decision was reached after careful consideration of the well-being of our community members. While we're saddened about the necessity of this cancellation, we will keep exploring appropriate alternatives and update you as soon as possible on any rescheduling details.

Template #4: Vendor specific

We regret to inform you that we must cancel the [event name] scheduled for [date] due to unforeseen circumstances. As a result, we must cancel your participation as a vendor in this event. We sincerely apologise for any disruption to your plans and will contact you with reschedule details once they are available. Thank you for your understanding and cooperation.

Template #5: Corporate event

We deeply regret that we must announce the cancellation of the [event name] scheduled for [date]. After careful consideration and assessment, we have decided on the cancellation, and we understand the disappointment and inconvenience this may cause. Further updates regarding any rescheduling will be communicated as soon as possible.

Frequently Asked Questions

Are there normally refunds for canceled events or changes in plans?

If the event is paid, there will be provisions for a refund. If, on the other hand, the organisers choose to reschedule, then arrangements will be made to use your payment for future events.

When is it right to postpone an event?

It would help if you considered postponing an event when circumstances make delivering the quality content you promised impossible. Be sure you customise the cancellation email and communications considerately to retain trust from your registrants.

How can you regain the trust of customers after canceling an event?

You can start by making refunds to accommodate the interest of registrants, keeping prospective attendees updated on new information, ensuring you don't cancel future events or offering a reward or incentive with future events.

Subscribe to our newsletter for webinar and virtual engagement business insights

Thank you! Your submission has been received!
Oops! Something went wrong while submitting the form.

Latest writings

The latest news, technologies, and resources from our team.

Your ultimate guide to creating an engaging webinar workflow

Creating a webinar workflow involves organizing a series of actions that lead to a successful online event. This workflow includes the entire experience that participants have before, during, and after your webinar. From the registration page to email invites, reminders, and follow-ups, each step needs careful planning. Let’s dive into how you can create an effective and engaging webinar workflow.

How long should a webinar be?

Webinars have become an essential tool for businesses to connect with their audience, generate leads, and grow their business. With more interactions moving online, webinars offer a practical and cost-effective way to reach a global audience. They serve as a platform for delivering valuable content, demonstrating expertise, and nurturing relationships with potential customers.

Enhancing remote team building activities: virtual lunch and learn sessions 

Have you considered ways to add some spice to your virtual work environment's remote cooperation and learning as part of virtual team-building activities? Today, I'm thrilled to discuss a topic that revolves around encouraging collaboration and knowledge sharing enjoyably and interestingly: virtual lunch and learn sessions! By adding the enrichment of learning something new to the comfort of a mealtime conversation, these sessions present a special chance to improve remote collaboration.

Testimonial logo

“We’ve been using Cloudpresenter to expertly bring our series of webinars to life, increasing attendance and engagement"

Dr.Satveer Mahil
Kings College Hospital London