In a situation where your event needs to be rescheduled or postponed, you will need to change the event start date. If the event date has not already passed, it is possible to change the date of the event.
If the new event date is undetermined, Eventsforce recommends setting an event date in the future. It is important to make this change before the original event date has passed. Once the event start date has passed, the 'start date' cannot be changed.
Note: Even if the event dates have not yet passed, it is not possible to change the number of days the event spans if using the day selection page. For example, event managers cannot change a 3 day event to a 2 day event.
Which event settings will be impacted?
If an event hasn't happened, the event manager can change the event dates to a future date.
Things to consider when changing event dates are as follows:
- Changing registration dates/times (Setup > Event > Registration)
- Changing amendment dates/times (Setup > Event > Registration)
- Updating event website content (Website > Content > Website Pages)
- Updating email content (Communications > Automatic and Communications > Ad Hoc)
- Changing day names (Setup > Event > Properties)
- Reviewing session dates and descriptions - if the event spans the same number of days, updating day names will automatically update session day names (Setup > Program > Sessions)
- Changing price start and end dates such as early bird rates (Setup > Finance > Prices)
- Updating abstract submission, amendment, and review dates (Abstracts > Setup > Topics and Abstracts > Setup > Settings)
- Updating award submission and judging dates (Awards > Setup > Settings)
- Updating bookable items with dates in the answers as alternatives cannot be altered once selected (new alternatives can be created and attendee data can be updated by importing a list of people)
- Updating date ranges on registration questions (example: Check-in, Check-out)
- Updating descriptions for invoice line items if a date is present by adding new price with new line item description (Setup > Finance > Prices)
Note: For cancelled and postponed events, Eventsforce recommends deactivating any scheduled emails and/or automatic reminder emails, as well as any scheduled reports. Be sure to reactivate when a new event date is determined.
When is it best to create a new event?
Event managers may decide to cancel/archive their current event and create a new event altogether in Eventsforce. This may be best if the event has been postponed significantly and attendees should be asked to re-register. To cancel/archive an event, go to Setup > Event > Properties.
Event managers can create a copy of their event, then make changes to dates, referencing all points above. Please note that any completed registrations will either need to be registered again or be registered by an Eventsforce administrator.
Note: As new registrations will be created, these will be counted against the allotted registration amount on the Eventsforce license. Please contact your account manager to discuss these implications further.
Informing attendees of changes
When events are delayed or postponed, it is important to communicate this to the people who are already registered, as well as those who may have been invited. This can be done by creating and sending ad hoc emails.
For more information, read our article about “How to inform attendees about a rescheduled or postponed event”.