How to Cancel an Event

Cancel your event before your guests arrive.

Cancelling an event of any size can cause a bit of stress and embarrassment on your part. Telling your guests who have already prepared and are possibly excited to attend is a hassle. In the event that no one RSVP'd to attend and that's the main reason you're cancelling, chances are, you've already laid out some expenses. However, sometimes cancelling an event can be easier for you than trying to move forward, so once you've made your decision, begin to undo your work.

Instructions

1. Contact all of your vendors; notifying them that you're cancelling the event. You may be in luck that caterers have not ordered food and although some of your deposits may not be refunded, you may not be stuck with the final bill. Get an agreement of cancellation from all of your vendors, so that you are sure they have acknowledged receipt of your cancellation and you won't be held accountable.

2. Notify any special guests and speakers who may have been flying in to attend your event. Cancel hotel arrangements and specialty services like ground transportation providers or babysitters, who may be able to proceed with other plans -- now that you're not hosting your event.

3. Contact your venue and officially cancel the event. If your event is public, ask that they take your event information off of their websites, marquees and newsletters. Go around to some of the places you've posted fliers or signs and remove them. Cancel any commercials, radio advertising or special promotions.

4. Return any unopened and unused items back to the stores, including items like decorations, party favors or entertainment supplies. Dole out perishable items that will not be able to be returned like meat or bakery items to your friends.

5. Contact all of your guests to let them know of the cancellation. Issue refunds, if the event collected admission. Notify guests of possible postponement, if that's an option. Arrange a team of volunteers to make phone calls to confirm receipt of the cancellation to guests.

References

• Startup Digest: When to Cancel an Event: Lessons from a Failed Event