Rescheduling Your Event

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Need to move your already active event to a new date? Follow the steps below. If you don't know your new dates yet, reference this article instead.
 
1 Determine how this will impact your already registered invitees. With a rescheduled event, your registrants will have several questions. Prior to announcing, do the following:
  • Determine if you'll allow attendees to cancel their registration for the rescheduled date.
  • Review your refund policy for clarity and determine when, or if, you'll process refunds.
  • If you'll be processing refunds, create a planner alert to be sent each time an invitee cancels their registration so that you're aware of the cancellation as soon as it happens.
  • Establish how you'll handle incurred event-related expense reimbursements from registrants.
  • Consider what will happen if registrants decide to keep their hotel and air bookings. For your rescheduled date, consider when and how their travel will be re-booked.
  • Consider creating an early bird pricing or discount code to drive your registration forward for your rescheduled event.

Other important things to consider can also be referenced in this article.

2 Close registration. Once you have a finalized strategy on how to handle the rescheduled event, it's time to close registration.

Close Registration

3 Inform your invitees. You'll need to let your invitees know that the event has been moved. Create a custom email notifying them, with the audience type "All Invitees" selected. We recommend including details on the new dates and location, a link to the website, the Current Registration data tag, and any additional information you want to share.
 
Make sure any emails you had scheduled are rescheduled in relation to the new dates and toggled to "Active." And if you're handling travel accommodations, don't forget about your Travel Modification emails.

4 Revise your site. Review your website, and update pages, including the home page, FAQs, and summary, as needed.
 
Update the event date and location under General > Event Information. Update the date, time, and location of your sessions. To do this in bulk, you can export your sessions to make the edits, and then import the changes.
 
If necessary, revisit the Cancellation and Modification settings, and update your refund policy dates. Review the Regret and Cancellation surveys to make sure they're up-to-date.


5 Reopen registration. Follow these steps to reopen registration. You'll then be able to move your declined invitees back into a "No Response" status. Your invitees will be able to begin registering for your rescheduled event.

Reopen Registration

6 Update other Cvent products, if necessary. If you're using Attendee Hub, make sure to update notifications and add relevant FAQ pages. Discuss internally and decide on a new date for when you will send app invitations and share your website link with attendees.
 
For Appointments, update the event dates and create new time slots. Toggle your automatic emails back on, and switch your appointments website to read-only. Edit the welcome email and send it to all of your registrants.

If you're using Abstract Management, create a custom email to communicate the new date, time, and location of your rescheduled event, along with any additional details to your authors and co-authors.

 

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