{"id":23784,"date":"2020-03-22T20:15:47","date_gmt":"2020-03-22T20:15:47","guid":{"rendered":"https:\/\/honeybook.site.strattic.io\/?p=23784"},"modified":"2023-08-24T12:34:27","modified_gmt":"2023-08-24T19:34:27","slug":"how-to-prevent-event-cancellations","status":"publish","type":"post","link":"https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/how-to-prevent-event-cancellations","title":{"rendered":"How to prevent event cancellations [plus, free email templates]"},"content":{"rendered":"\n
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On Sunday, March 15, the CDC advised cancelling events of more than 50<\/a> people across America for the next eight weeks. Then, just one day later on Monday, March 16, the White House issued a recommendation<\/a> to cancel gatherings of more than 10 people across the United States for the next 15 days. Clearly, federal guidance on acceptable event size is growing increasingly more stringent. And more and more cities and states across the country are shutting down with \u201cshelter-in-place\u201d orders, instructing people to stay at home.<\/p>\n\n\n\n

In light of these announcements, unfortunately we believe many creatives will likely see an increase in cancellation requests. To help our community combat this, particularly those in the events space, we\u2019ve created this three-step guide on how to prevent event cancellations. <\/p>\n\n\n\n

How to prevent event cancellations:<\/strong><\/p>\n\n\n\n

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  1. Reschedule events — Proactively ask clients to postpone or modify events to comply with CDC recommendations.<\/li>\n\n\n\n
  2. Communicate quickly and consistently — Stay in close, frequent contact with clients about your plans to ensure they feel taken care of.<\/li>\n\n\n\n
  3. Use email templates — Use one of our professionally written templates to communicate with your clients about rescheduling\/downsizing, from your first proactive outreach to what to say when sending updated online contracts<\/a>.<\/li>\n<\/ol>\n\n\n\t\t
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    \n\t\t\tYou've seen it all when communicating with clients.<\/span>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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    So we\u2019ve compiled an email template for every type of correspondence.<\/span><\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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    \n\t\t\t\t\t\n\t\t\t\t\t\t\n\t\t\t\t\t\t\t\t\tGet the templates<\/span>\n\t\t\t\t\t<\/span>\n\t\t\t\t\t<\/a>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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    Step 1: Encourage clients to #RescheduleDontCancel<\/a><\/h2>\n\n\n\n

    Your clients are likely anxious about upcoming events and likely already considering rescheduling or cancelling. To prevent cancellation, we recommend you proactively reach out to your clients and encourage them to reschedule. Encouraging your clients to postpone is huge in helping you to keep retainer fees<\/a> (you can transfer them as a credit to your client\u2019s account for future use) and not lose the business altogether. <\/p>\n\n\n\n

    Need a rescheduling contract? <\/strong>HoneyBook members can learn more about where to find the Rescheduling Amendment<\/a> in their accounts here. The Legal Paige also has a Contract Addendum\/Rescheduling Contract\/Cancellation Contract Bundle available for purchase here<\/a>.<\/p>\n\n\n\n

    Another option for how to prevent event cancellations is to ask clients to modify their event to be more intimate to meet federal recommendations about event size. We\u2019ve created templates to help you start the conversation in step #3. <\/p>\n\n\n\n

    Step 2: Communicate quickly & consistently<\/h2>\n\n\n\n

    With federal recommendations changing so quickly, the already-stressful process of planning an event is made even more difficult for your clients. It throws all their planning for a loop. And calls into question what will happen with all of the money they\u2019ve invested. <\/p>\n\n\n\n

    The idea of losing money puts people on edge. So, in addition to encouraging your clients to reschedule (or modify) their events, the next step is to stay in close communication with these clients. It is crucial to respond quickly<\/em> and consistently<\/em> with your clients<\/strong> when discussing refunds\/cancellation policies. Lean on the relationship you\u2019ve built with them over the past months and try to accommodate them as best you can. <\/p>\n\n\n\n

    Our members have told us that proactive communication has helped. Where we\u2019ve heard people run into trouble is when the communication with clients drops off. Clients may start to fear they\u2019re not going to get their money back or have the services provided at a later date, and this is when they may escalate by cancelling altogether or disputing charges with their bank.<\/p>\n\n\n\n

    To avoid this, you need to respond within an hour (ideally minutes). At the very least, be sure to respond on the same day. But the faster you can get back to your anxious client, the more you can reassure them and reach a solution that\u2019s best for both of you. Emotions are high with clients and if they do not get a quick reply, they will escalate fast. Don\u2019t make them feel ghosted. <\/p>\n\n\n\n

    Step 3: Use an Email Template to Encourage Rescheduling or Modifying Events<\/h2>\n\n\n\n

    We\u2019ve created an email template along with our meeting scheduling tools<\/a> to help you start the conversation around rescheduling and modifying events, as well as a template for what to say when you send a rescheduling amendment.<\/p>\n\n\n\n

    All you need to do is copy and paste the template into your emails (or create a HoneyBook email template<\/a>). Just make sure to update any bolded fields and adjust the copy to reflect your business practices and contract clauses<\/a>. (HoneyBook members can also find these templates in their accounts under Tools > COVID-19 Toolkit.)<\/p>\n\n\n\n

    Note: Most contracts are now in force majeure land, not cancellation\/rescheduling clause land. You must follow what your contract\u2019s force majeure clause<\/a> states (and seek specific advice from a lawyer if you have questions). For more details about how to handle rescheduling and cancellations, see How to Initiate Postponements and Cancellations Regarding Coronavirus (& What to Do With Your Client Contracts)<\/a>.<\/p>\n\n\n\n

    Here\u2019s what to say:<\/p>\n\n\n\n