An event status of “rescheduled” generally means that the date, time, or other details of an event have been changed from when it was originally scheduled. There are a few key things to know about a rescheduled event status:
The event date, time, or details have changed
The main thing that rescheduled means is that some aspect of when or how the event will take place has been altered. This is different from a canceled or postponed status where the event is no longer happening at the originally set date and time. With rescheduled, the event is still on, but the specifics have shifted in some way.
The new event details should be communicated
When an event is rescheduled, the new details should be clearly communicated by the event organizer or ticketing platform. This includes the new date, time, location or other changes that have been made. This allows attendees to stay up-to-date and modify their own schedules or plans accordingly.
Previous event details are now invalid
Any details like the date, start time, venue, etc. that were previously promoted or listed for the event should now be considered invalid or outdated. The new rescheduled details override any previous logistical information.
Tickets usually still valid
For most rescheduled events, existing ticket purchases are still valid for the new date and time. However, attendees should carefully review policies on tickets, transfers or refunds when an event is rescheduled. There may be time limits or other conditions to redeem or exchange tickets.
Reason for rescheduling may be provided
The party responsible for rescheduling the event may give context on why the change was necessary. Common reasons can include scheduling conflicts, low registration, venue issues, or external factors like weather or health concerns. Any details that led to the decision to reschedule may be communicated.
Reasons Events Get Rescheduled
There are a variety of situations that can lead to an event being rescheduled to a new date, time, or location:
Scheduling conflicts
Double-bookings, issues securing venues or vendors for the original date, conflicts with other major events, or calendar issues for key participants like speakers or performers can all cause scheduling conflicts that require rescheduling an event.
Insufficient registration or ticket sales
Events often have to meet revenue goals with a minimum level of registration or ticket sales. If those benchmarks are not being met as the event date approaches, the event may get rescheduled to give more time for promotion and sales.
Loss of key participants
The inability of important speakers, entertainers, or organizers to participate on the original planned date could result in postponement to accommodate their scheduling needs.
Venue issues
Problems with the venue such as construction delays, double bookings, or safety issues might force an event to relocate or reschedule until the venue is available or ready.
Logistical issues
Challenges securing lodging, transportation, required technology, staffing, or other event logistics may necessitate rescheduling until all details can be arranged.
Poor weather forecast
Anticipated severe weather like storms, flooding or extreme temperatures could lead to delaying outdoor events or those heavily dependent on travel.
Travel disruptions
Events drawing audiences who must fly in from other cities or countries may get postponed due to airport closures, reduced flights, or other major transportation issues.
Health and safety concerns
Virus outbreaks, increased local health risks, travel advisories, or other public health concerns may force events, particularly those expecting international attendees, to reschedule as a safety precaution.
External events or conflicts
Competing major events in the area or community emergencies like elections may lead to rescheduling an event to maximize attendance and prevent conflicts.
Reason | Example |
---|---|
Scheduling conflicts | The venue double booked and is no longer available on the original date |
Insufficient registration | Ticket sales were below the target so the concert date was moved |
Loss of key participants | The keynote speaker had a family emergency and can no longer make the first date |
Venue issues | The convention center is undergoing unexpected renovations forcing rescheduling |
Logistical issues | Permits for outdoor festival were denied so new venue and date is pending |
Poor weather forecast | The stormy weather forecast caused the outdoor wedding to be delayed |
Travel disruptions | The airline strike meant half of attendees couldn’t make it for original date |
Health and safety concerns | The event was moved due to rising COVID-19 cases and restrictions |
External events or conflicts | The conference was postponed to avoid conflicting with city elections |
Notifying Attendees of Rescheduled Event Details
When an event is rescheduled, promptly informing attendees of the new details is critical. Here are some recommended best practices on notifying attendees that an event has been rescheduled:
Communicate directly via email and phone
Email registered attendees and phone VIPs to directly inform them of the new event date, time, location, updated agenda, etc. Include links or attachments with the full new event details. Follow up if needed.
Update event website and registration pages
Prominently post rescheduled event details on the event homepage and any pages used for registration or ticketing. Make it easy to find.
Notify via social media
Announce the rescheduled date across your organization’s social media accounts. Create posts optimized for each platform – Instagram, Facebook, Twitter, LinkedIn etc.
Inform venue, vendors and partners
Contact any groups involved like the venue, vendors, sponsors, volunteer groups etc. to confirm they are aware of the new event date and timeline.
Update marketing materials and ads
Change marketing assets like ads, signage, commercials and promotional materials to showcase the rescheduled date and accurate event details.
Offer attendance transfer options
Allow existing registrants and ticket holders to easily transfer attendance to the rescheduled date or another attendee if needed.
Provide ticket refunds if required
Have clear refund policies and options in place for attendees unable to make the new event date if tickets were already sold.
Highlight reasons for rescheduling (if appropriate)
When possible, communicate the key factors that led to rescheduling the event so attendees have context on the change.
Apologize for inconvenience
Acknowledge how rescheduling may disrupt or inconvenience attendees’ plans. Apologize for the disruption.
Implications of a Rescheduled Event for Attendees
When an event is rescheduled, it can have a number of implications for attendees to consider:
Travel plans may need to change
Flights, hotel, rental cars and other travel arrangements may need to be changed, cancelled or rebooked if the new date doesn’t line up.
Accommodations may be lost
Hotels, transportation and other accommodations booked under previous event date may be forfeited depending on cancellation policies.
Scheduled time off may shift
Attendees may need to request different days off work or school to attend event on the new date.
Other events may conflict
The rescheduled date may now overlap or conflict with other events the attendee had scheduled or hoped to attend.
Nonrefundable costs incurred
Attendees may lose money on travel, accommodation or other costs related to the originally scheduled event.
Unable to attend new date
Key parties like speakers, VIPs, honorees or award recipients may no longer be able to participate on the rescheduled date.
Future plans disrupted
A shifted date may impact longer term plans tied to the event like weddings, conferences, or company meetings.
Inconvenient or costly to modify plans
It can be a big hassle and financial hit to shift travel, accommodations, work schedules and other plans around a new event date.
Diminished event experience
Delays, added costs and logistical frustrations may negatively impact the attendee’s overall experience of the rescheduled event.
Implication | Example |
---|---|
Travel plans need to change | Flight reservations will need to be changed to match new date |
Accommodations may be lost | The non-refundable hotel reservation can’t be shifted |
Scheduled time off changes | Will now need to request PTO for the rescheduled Friday instead |
Other events conflict | The new event date now overlaps with another planned conference I was registered for |
Nonrefundable costs incurred | My non-changeable airfare for original date is wasted money now |
Unable to attend new date | The awards recipient already has other commitments that day and cannot participate now |
Future plans disrupted | Have to completely replan multi-day itinerary built around this event |
Inconvenient to modify plans | Substantial time and headache to re-coordinate schedule with new event date |
Diminished event experience | Frustration over wasted costs and time may cast shadow over event enjoyment |
Best Practices for Attendees When an Event is Rescheduled
As an event attendee, here are some best practices when the event you planned to attend gets rescheduled:
Review new event details
Carefully check all new event information like date, time, location, agenda etc. Update all calendars, materials and plans.
Contact vendor to modify arrangements
If you made arrangements for hotels, flights, transportation etc., contact them immediately to change plans to the new date.
Check event policies on tickets and refunds
See if you can get refunds on registration or transfers to another attendee if you cannot make the new date.
Evaluate ability to attend new date
Assess your schedule and responsibilities to determine if you can still attend on the updated event date.
Shift schedule and use of vacation time
Request any needed changes to work schedules or PTO to be able to attend on the new date.
Manage other impacted plans
Reschedule or cancel anything else you had arranged or booked surrounding the original event date.
Be understanding of reasons for change
Keep in mind organizers likely had good reasons if they found it necessary to disrupt plans and reschedule the event.
Provide feedback on impact
Share feedback with organizers on how the rescheduling impacts your plans and ability to attend so they understand any issues.
Request exceptions if needed
Ask event organizers if there are any accommodations they can provide like refund extensions, discounted reproencing etc. due to the rescheduling.
Focus on the event experience
Once plans are adapted to the new date, try to focus on enjoying the event itself and making the most of the opportunity.
Conclusion
Having an event rescheduled can be disruptive and inconvenient for attendees’ plans. However, with careful coordination to modify arrangements, understanding of the reasons driving the change, and a positive focus on the event itself, attendees can still have a rewarding experience. The key is open communication by organizers on the new details and flexibility on all sides to adjust to the new date and timeline. With collaborative planning between events and attendees, rescheduled events can still deliver value to all involved.