In the BC (before Covid) times, the idea of rescheduling an event seemed like something we would never have to do. Sure, it could happen--if there was a big snowstorm, or some sort of local emergency. The likelihood of that seemed very slim. Then 2020 hit and we all know what happened next.

Suddenly rescheduling an event wasn’t a foreign, dystopian concept, but a very real and frequent reality. Even though we seem to be on the brink of going back to (somewhat) normalcy, there are many people that planned events for 2021 thinking the pandemic would be completely over. Unfortunately that is not the case, and is still requiring many people to reschedule said events.

Moving an event comes with many logistics and details that need to be ironed out. While it is not a quick or easy process, it is definitely possible when done correctly. Here, BLME lines up our steps for rescheduling an event, in hopes that we can help others faced with this formidable task.

Steps for Rescheduling an Event

1. Speak with your venue representative to find a new available date. Ideally, it would be a similar day of the week and time so that guests’ availability will most likely be the same.

2. Cross reference the available dates with your other vendors to see if they are available.

3. Based on this information, choose the new date that works for the majority of (or the most important) vendors.

4. Replace any original vendors that cannot make the new date with alternate vendors.

5. Get the word out. Now it’s time to let all of your event attendees know that the event is moved and has a new date. Here are some ways to do so:

Post on all social media channels related to the event (the organizations’ pages, the directors’ personal accounts, any pages or groups related directly to the event)
Send a mass email (at least one but ideally multiple) to your attendee list
If you do not have email addresses, use whatever contact information you do have. Give people a call or send a mailer announcing the event rescheduling.
Have the venue announce and advertise the date change on their websites, social media accounts, and through fliers and signs hung up at their location.

6. Refund any paid tickets of guests who can no longer attend.

7. Assess how many tickets you now have available for the new date and try to get those sold.

If the amount of tickets open for the new event is substantial, you can even create a new marketing/ad campaign for the new date

8. Confirm with the venue and all other vendors when your payments are now due, given the date change.

9. Host a successful event on your new date, despite all of the challenges you have faced :)

10. Celebrate!

Moving an event is anything but ideal but unfortunately in today’s world, it is often necessary. Instead of panicking about all there is to do, consult this list of steps for rescheduling an event and take it one thing at a time.